How To Schedule Out Of Office In Outlook Calendar

Out of office messages are essential for informing your colleagues and clients about your unavailability. With Outlook Calendar, you can easily schedule your out of office message and ensure that everyone who tries to contact you gets a response. In this tutorial, we will guide you through the steps to schedule out of office in Outlook Calendar.

Step 1: Open Outlook Calendar

The first step is to open your Outlook Calendar. You can do this by clicking on the “Calendar” icon in your Outlook dashboard or by pressing “Ctrl + 2” on your keyboard. Once you have opened your calendar, select the date range for your out of office message.

Step 2: Create a New Appointment

To schedule your out of office message, you need to create a new appointment. Click on the “New Appointment” button in the top left corner of your calendar. Alternatively, you can right-click on the date range you selected in step one and select “New Appointment” from the dropdown menu.

Step 3: Set the Appointment Details

In the appointment window, you need to set the details of your out of office message. Enter the subject of your message, such as “Out of Office” or “On Vacation.” In the location field, you can enter the reason for your absence, such as “Attending a Conference” or “Taking a Personal Day.”

Question: What should I write in the body of my out of office message?

Answer: In the body of your out of office message, you should provide information about when you will return, who to contact in your absence, and whether you will have access to your email or not.

Step 4: Set the Date and Time

Next, you need to set the date and time for your out of office message. In the start and end time fields, select the date and time range for your absence. You can also select the time zone if you will be traveling to a different location.

Step 5: Set the Reminder

If you want to be reminded about your out of office message, you can set a reminder. Click on the “Reminder” dropdown menu and select the duration for your reminder. You can also select the reminder sound and choose to show the reminder on top of other windows.

Step 6: Set the Availability

You need to set your availability to “Out of Office” to ensure that your colleagues and clients know that you are not available. Click on the “Show As” dropdown menu and select “Out of Office.”

Step 7: Save the Appointment

Once you have entered all the details for your out of office message, click on the “Save & Close” button. Your message will be saved in your Outlook Calendar, and a notification will be sent to your colleagues and clients.

Question: Can I customize my out of office message for different groups of people?

Answer: Yes, you can customize your out of office message for different groups of people. You can create different appointments with different messages and set the availability for each appointment accordingly.

Step 8: Turn on Automatic Replies

In addition to scheduling your out of office message, you can also turn on automatic replies. Click on the “File” tab and select “Automatic Replies” from the dropdown menu. In the automatic replies window, enter your message and select the start and end time for your replies.

Question: What is the difference between an out of office message and automatic replies?

Answer: An out of office message is a one-time message that you schedule for a specific date range. Automatic replies, on the other hand, are set to send automatically for a specific period, such as when you are on vacation or out of the office for an extended period.

Step 9: Test Your Out of Office Message

Before you leave the office, it is essential to test your out of office message to ensure that it is working correctly. Send a test email to yourself or ask a colleague to send you an email to confirm that your message is being sent.

Step 10: Turn off Automatic Replies

Once you return to the office, don’t forget to turn off automatic replies. Click on the “File” tab and select “Automatic Replies” from the dropdown menu. In the automatic replies window, select “Do not send automatic replies.”

That’s it! Now you know how to schedule out of office in Outlook Calendar. By following these simple steps, you can ensure that your colleagues and clients are informed about your unavailability and receive a prompt response to their emails.