Outlook - Send Automatic Out-of-Office Replies Video

Learn how to set up automatic out-of-office replies in Outlook, whether you're on vacation or simply unavailable. From configuring the time period to customizing messages for internal and external contacts, this tutorial covers the essential steps. Keep people informed and manage your absence effectively with automatic replies in Outlook!

  • 02:22
  • 254 views

Objectifs :

This tutorial aims to guide users on how to set up automatic replies in Outlook, ensuring that colleagues and contacts are informed of their absence, whether due to vacation, meetings, or unavailability.

Chapitres :

  1. Introduction to Automatic Replies
    Automatic replies in Outlook are essential for keeping your contacts informed when you are unavailable. This feature is particularly useful during vacations, long meetings, or any time you cannot respond to emails promptly.
  2. Accessing Automatic Replies Settings
    To begin setting up automatic replies, follow these steps: 1. Click on the gear icon located at the top right corner of your Outlook window to access the settings. 2. In the left menu, select 'Accounts' and then click on 'Automatic Replies.'
  3. Enabling Automatic Replies
    Once in the Automatic Replies section, switch the toggle to 'On.' This action will enable you to configure your settings, and the fields will no longer be grayed out.
  4. Setting the Time Period for Replies
    Next, specify the time period during which you want the automatic replies to be sent: - In the 'Send replies only during a time period' section, select the start and end times using the calendar options.
  5. Customizing Additional Options
    You can further customize your automatic replies with the following options: - **Block my calendar for this period**: This will automatically block your calendar during the specified time. - **Automatically decline new invitations for events during this period**: Any new meeting invites will be declined. - **Decline and cancel my meetings during this period**: This option will automatically cancel any existing meetings during your absence.
  6. Crafting Your Automatic Reply Message
    In the 'Send automatic replies inside your organization' section, type the message you want to send automatically. Be sure to include essential details such as: - The dates you will be away. - An alternate contact for urgent matters.
  7. Setting Replies for External Contacts
    Below the internal message section, you will find the option to send replies outside your organization. Check this box if you want to send automatic replies to external contacts. You can customize the message for external senders, providing different contact information or more generic responses.
  8. Saving Your Settings
    Once you have configured all the necessary settings, click 'Save' to apply your changes. Your automatic reply is now active.
  9. Disabling Automatic Replies
    If your absence is shorter than expected or you no longer need the automatic replies, you can return to the settings and disable the feature by switching the toggle to 'Off.'
  10. Conclusion
    You now know how to configure and manage automatic replies in Outlook. This feature ensures that everyone is informed during your absence, helping maintain communication and professionalism.

FAQ :

How do I set up automatic replies in Outlook?

To set up automatic replies in Outlook, click the gear icon to access settings, select 'Accounts', then 'Automatic Replies'. Toggle the feature on, set your time period, customize your message, and click 'Save' to apply the changes.

Can I customize my automatic reply message for different audiences?

Yes, you can customize your automatic reply message for internal contacts and external contacts separately, allowing you to provide different information or contacts based on the sender's affiliation.

What happens to meeting invites during my absence?

You can choose to automatically decline new meeting invitations and cancel existing meetings during your absence by enabling the respective options in the automatic replies settings.

How do I turn off automatic replies?

To turn off automatic replies, return to the settings in Outlook, navigate to 'Automatic Replies', and toggle the feature off.

Is it possible to set a specific time period for automatic replies?

Yes, you can specify a start and end time for when automatic replies will be sent by selecting the 'Send replies only during a time period' option in the settings.

Quelques cas d'usages :

Vacation Notification

When going on vacation, employees can set up automatic replies to inform colleagues and clients of their absence, providing alternative contacts for urgent matters.

Long Meeting Absence

During a long meeting, professionals can enable automatic replies to ensure that anyone trying to reach them is informed of their unavailability and knows when they will return.

Out of Office for Business Travel

When traveling for business, employees can set automatic replies to manage expectations for response times and provide details about their availability.

Managing Client Expectations

Consultants can use automatic replies to communicate their absence to clients, ensuring that clients are aware of their unavailability and providing alternative contacts for urgent issues.

Handling Increased Workload

During peak workload periods, employees can set automatic replies to manage incoming requests, informing senders of potential delays in response times.

Glossaire :

Automatic Replies

A feature in Outlook that allows users to send pre-set responses to incoming emails when they are unavailable, such as during vacations or meetings.

Settings

The configuration options in Outlook where users can customize their email preferences, including automatic replies.

Calendar Blocking

An option that allows users to automatically block their calendar during a specified period when they are unavailable.

Meeting Invites

Requests sent to individuals to attend a meeting, which can be automatically declined during the period of absence.

Internal Contacts

Individuals within the same organization who receive automatic replies with specific messages tailored for them.

External Contacts

Individuals outside the organization who may receive different automatic replies compared to internal contacts.

résultat(s)
00:00:09
whether you're on vacation in a long meeting or simply unavailable.
00:00:12
Automatic replies help keep people informed when you're out of the office
00:00:16
to begin,
00:00:17
head to the settings by clicking the gear icon at the top right of your outlook window
00:00:21
in the left menu, click on accounts and then select automatic replies.
00:00:28
Switch the automatic replies toggle to on
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this will enable you to configure your settings
00:00:33
and the fields will no longer be grayed out
00:00:37
next set a specific time period for when the automatic replies will be sent
00:00:42
in the send replies only during a time period. Section, select the start time
00:00:47
and end time using the calendar.
00:00:51
You can also customize additional options such
00:00:54
as block my calendar for this period.
00:00:56
This will automatically block your calendar during the specified period,
00:01:01
automatically decline new invitations for events during this period.
00:01:05
Any meeting invites during this time will be declined,
00:01:08
decline and cancel my meetings during this period.
00:01:11
This will automatically cancel existing meetings during your absence.
00:01:16
Next
00:01:17
in the send,
00:01:18
automatic replies inside your organization section type
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the message you want to send automatically,
00:01:24
make sure to include essential details such as the dates
00:01:27
you'll be away and an alternate contact for urgent matters
00:01:32
below this section, you'll find the send replies outside your organization.
00:01:36
Option,
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check this box.
00:01:38
If you also want to send automatic replies to people outside your organization,
00:01:43
you can differentiate between internal and external
00:01:46
contacts by customizing the message accordingly.
00:01:49
For example,
00:01:50
you might choose to provide a different contact
00:01:52
or more generic information for external senders.
00:01:57
Once you've set everything up, click, save to apply your changes,
00:02:00
your automatic reply is now active.
00:02:04
If your absence is shorter than expected or
00:02:07
you no longer need the automatic replies,
00:02:09
you can return to settings
00:02:11
and disable to turn off the feature
00:02:14
and there you have it.
00:02:16
You now know how to configure and manage automatic replies
00:02:19
in outlook to ensure everyone is informed during your absence.

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résultat(s)
00:00:04
Neste tutorial, vamos demonstrar como configurar respostas automáticas no outlook,
00:00:09
quer esteja de férias numa longa reunião ou simplesmente indisponível.
00:00:12
As respostas automáticas ajudam a manter as pessoas informadas quando está fora do escritório
00:00:16
para começar,
00:00:17
vá para as configurações clicando no ícone de engrenagem no canto superior direito da sua janela do Outlook
00:00:21
no menu à esquerda, clique em contas e selecione respostas automáticas.
00:00:28
Alterne as respostas automáticas para activar
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isto permitir-lhe-á definir as suas definições
00:00:33
e os campos deixarão de ficar acinzentados
00:00:37
em seguida, defina um período de tempo específico para quando as respostas automáticas serão enviadas
00:00:42
no envio de respostas apenas durante um período de tempo. Secção, seleccione a hora de início
00:00:47
e hora de término usando o calendário.
00:00:51
Também pode personalizar opções adicionais, tais como
00:00:54
como bloquear o meu calendário para este período.
00:00:56
Isto irá bloquear automaticamente o seu calendário durante o período especificado,
00:01:01
recusar automaticamente novos convites para eventos durante este período.
00:01:05
Quaisquer convites para reuniões durante este período serão recusados,
00:01:08
recusar e cancelar as minhas reuniões durante este período.
00:01:11
Isso cancelará automaticamente as reuniões existentes durante a sua ausência.
00:01:16
Seguinte
00:01:17
no envio,
00:01:18
respostas automáticas dentro do tipo de secção da sua organização
00:01:21
a mensagem que pretende enviar automaticamente,
00:01:24
certifique-se de incluir detalhes essenciais, como as datas
00:01:27
estará ausente e um contacto alternativo para assuntos urgentes
00:01:32
abaixo desta secção, encontrará as respostas de envio fora da sua organização.
00:01:36
Opção,
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marque esta caixa.
00:01:38
Se também quiser enviar respostas automáticas a pessoas fora da sua organização,
00:01:43
pode diferenciar entre interno e externo
00:01:46
contactos, personalizando a mensagem em conformidade.
00:01:49
Por exemplo,
00:01:50
pode optar por fornecer um contacto diferente
00:01:52
ou informações mais genéricas para remetentes externos.
00:01:57
Depois de configurar tudo, clique em, salvar para aplicar as alterações,
00:02:00
a sua resposta automática está agora ativa.
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Se a sua ausência for mais curta do que o esperado ou
00:02:07
já não precisa das respostas automáticas,
00:02:09
pode voltar às definições
00:02:11
e desactivar para desligar a funcionalidade
00:02:14
e aí está.
00:02:16
Agora já sabe como configurar e gerir respostas automáticas
00:02:19
no outlook para garantir que todos estejam informados durante a sua ausência.

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résultat(s)
00:00:04
In questo tutorial, dimostreremo come impostare le risposte automatiche in Outlook,
00:00:09
se sei in vacanza per una lunga riunione o semplicemente non disponibile.
00:00:12
Le risposte automatiche aiutano a tenere informate le persone quando sei fuori ufficio
00:00:16
per iniziare,
00:00:17
vai alle impostazioni facendo clic sull'icona a forma di ingranaggio in alto a destra nella finestra di Outlook
00:00:21
nel menu a sinistra, fai clic su account e quindi seleziona le risposte automatiche.
00:00:28
Attiva l'opzione delle risposte automatiche
00:00:31
questo ti permetterà di configurare le tue impostazioni
00:00:33
e i campi non saranno più disattivati
00:00:37
successivamente imposta un periodo di tempo specifico per l'invio delle risposte automatiche
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nelle risposte di invio solo per un periodo di tempo. Sezione, seleziona l'ora di inizio
00:00:47
e ora di fine utilizzando il calendario.
00:00:51
Puoi anche personalizzare opzioni aggiuntive come
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bloccate il mio calendario per questo periodo.
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Questo bloccherà automaticamente il tuo calendario durante il periodo specificato,
00:01:01
rifiuterà automaticamente i nuovi inviti per eventi durante questo periodo.
00:01:05
Tutti gli inviti alle riunioni durante questo periodo verranno rifiutati,
00:01:08
rifiutare e annullare le mie riunioni durante questo periodo.
00:01:11
Ciò annullerà automaticamente le riunioni esistenti durante la tua assenza.
00:01:16
Avanti
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all'invio,
00:01:18
risposte automatiche all'interno del tipo di sezione dell'organizzazione
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il messaggio che desideri inviare automaticamente,
00:01:24
assicurati di includere dettagli essenziali come le date
00:01:27
sarai assente e sarai un contatto alternativo per questioni urgenti
00:01:32
sotto questa sezione, troverai le risposte inviate all'esterno della tua organizzazione.
00:01:36
Opzione,
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seleziona questa casella.
00:01:38
Se desideri inviare risposte automatiche anche a persone esterne alla tua organizzazione,
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puoi distinguere tra interno ed esterno
00:01:46
contatti personalizzando il messaggio di conseguenza.
00:01:49
Ad esempio,
00:01:50
potresti scegliere di fornire un contatto diverso
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o informazioni più generiche per mittenti esterni.
00:01:57
Una volta impostato tutto, fai clic su Salva per applicare le modifiche,
00:02:00
la tua risposta automatica è ora attiva.
00:02:04
Se la tua assenza è più breve del previsto o
00:02:07
non hai più bisogno delle risposte automatiche,
00:02:09
puoi tornare alle impostazioni
00:02:11
e disattiva per disattivare la funzione
00:02:14
e il gioco è fatto.
00:02:16
Ora sai come configurare e gestire le risposte automatiche
00:02:19
in outlook per garantire che tutti siano informati durante la tua assenza.

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résultat(s)
00:00:04
В этом уроке мы покажем, как настроить автоматические ответы в Outlook,
00:00:09
находитесь ли вы в отпуске из-за долгой встречи или просто недоступны.
00:00:12
Автоматические ответы помогают держать людей в курсе событий, когда вы находитесь вне офиса
00:00:16
для начала
00:00:17
перейдите к настройкам, нажав значок шестеренки в правом верхнем углу окна Outlook
00:00:21
в левом меню нажмите на учетные записи и выберите автоматические ответы.
00:00:28
Переключите автоматические ответы в положение «Вкл.»
00:00:31
это позволит вам настроить параметры
00:00:33
и поля больше не будут выделены серым цветом
00:00:37
затем задайте определенный период времени, в течение которого будут отправляться автоматические ответы
00:00:42
при отправке ответов только в течение определенного периода времени. Раздел, выберите время начала
00:00:47
и время окончания с помощью календаря.
00:00:51
Вы также можете настроить дополнительные параметры, такие как
00:00:54
так как заблокируйте мой календарь на этот период.
00:00:56
Это автоматически заблокирует ваш календарь в течение указанного периода,
00:01:01
автоматически отклоняет новые приглашения на мероприятия в этот период.
00:01:05
Любые приглашения на собрания в это время будут отклонены,
00:01:08
отклоняйте и отменяйте мои встречи в течение этого периода.
00:01:11
Это автоматически отменит существующие встречи во время вашего отсутствия.
00:01:16
Далее
00:01:17
в конце концов,
00:01:18
автоматические ответы в типе раздела вашей организации
00:01:21
сообщение, которое вы хотите отправить автоматически,
00:01:24
обязательно укажите важные данные, такие как даты
00:01:27
вы уедете и получите альтернативное контактное лицо по срочным вопросам
00:01:32
ниже в этом разделе вы найдете ответы, отправленные за пределы вашей организации.
00:01:36
Опция,
00:01:37
поставьте галочку в этом поле.
00:01:38
Если вы также хотите отправлять автоматические ответы людям за пределами вашей организации,
00:01:43
вы можете различать внутренние и внешние
00:01:46
контакты, соответствующим образом настроив сообщение.
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Например,
00:01:50
вы можете указать другой контакт
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или более общую информацию для внешних отправителей.
00:01:57
Как только вы все настроите, нажмите кнопку «Сохранить», чтобы применить изменения,
00:02:00
ваш автоматический ответ теперь активен.
00:02:04
Если ваше отсутствие короче, чем ожидалось, или
00:02:07
вам больше не нужны автоматические ответы,
00:02:09
вы можете вернуться к настройкам
00:02:11
и отключите, чтобы выключить функцию
00:02:14
и вот оно.
00:02:16
Теперь вы знаете, как настраивать автоматические ответы и управлять ими
00:02:19
в Outlook, чтобы все были в курсе событий во время вашего отсутствия.

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résultat(s)
00:00:04
En este tutorial, demostraremos cómo configurar las respuestas automáticas en Outlook,
00:00:09
ya sea que esté de vacaciones en una reunión larga o simplemente no esté disponible.
00:00:12
Las respuestas automáticas ayudan a mantener a las personas informadas cuando estás fuera de la oficina
00:00:16
para empezar,
00:00:17
dirígete a la configuración haciendo clic en el icono con forma de engranaje en la parte superior derecha de la ventana de Outlook
00:00:21
en el menú de la izquierda, haz clic en las cuentas y, a continuación, selecciona las respuestas automáticas.
00:00:28
Activa la opción de respuestas automáticas
00:00:31
esto le permitirá configurar sus ajustes
00:00:33
y los campos dejarán de estar atenuados
00:00:37
a continuación, establezca un período de tiempo específico para el envío de las respuestas automáticas
00:00:42
en el envío de respuestas solo durante un período de tiempo. Sección, selecciona la hora de inicio
00:00:47
y la hora de finalización usando el calendario.
00:00:51
También puede personalizar opciones adicionales, como
00:00:54
como bloquear mi calendario durante este período.
00:00:56
Esto bloqueará automáticamente tu calendario durante el período especificado,
00:01:01
rechazará automáticamente las nuevas invitaciones a eventos durante este período.
00:01:05
Se rechazarán todas las invitaciones a reuniones durante este tiempo,
00:01:08
rechazar y cancelar mis reuniones durante este período.
00:01:11
Esto cancelará automáticamente las reuniones existentes durante tu ausencia.
00:01:16
Siguiente
00:01:17
al final,
00:01:18
respuestas automáticas dentro del tipo de sección de tu organización
00:01:21
el mensaje que quieres enviar automáticamente,
00:01:24
asegúrese de incluir detalles esenciales, como las fechas
00:01:27
estarás ausente y serás un contacto alternativo para asuntos urgentes
00:01:32
debajo de esta sección, encontrarás las respuestas que se envían fuera de tu organización.
00:01:36
Opción,
00:01:37
marca esta casilla.
00:01:38
Si también quieres enviar respuestas automáticas a personas ajenas a tu organización,
00:01:43
puedes diferenciar entre lo interno y lo externo
00:01:46
contactos personalizando el mensaje en consecuencia.
00:01:49
Por ejemplo,
00:01:50
puede optar por proporcionar un contacto diferente
00:01:52
o información más genérica para remitentes externos.
00:01:57
Una vez que lo hayas configurado todo, haz clic en Guardar para aplicar los cambios
00:02:00
tu respuesta automática ya está activa.
00:02:04
Si su ausencia es más corta de lo esperado o
00:02:07
ya no necesitas las respuestas automáticas,
00:02:09
puedes volver a la configuración
00:02:11
y desactívala para desactivar la función
00:02:14
y ahí lo tienes.
00:02:16
Ahora sabe cómo configurar y administrar las respuestas automáticas
00:02:19
en Outlook para garantizar que todos estén informados durante su ausencia.

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