Outlook Online - Out-of-office messages and automatic replies Tutorial
In this video, you will learn about out-of-office messages and automatic replies in Microsoft 365. The video covers how to configure Outlook Online to automatically respond to emails when you are on vacation or away.
You can inform your colleagues about your absence and provide them with alternative contacts or your return date.
The video also shows how to block your calendar and automatically decline or cancel meetings during your absence.
You can customize your out-of-office message for internal and external contacts.
This tutorial will help you effectively manage your email communication while you are away.
- 1:54
- 2153 views
-
Excel - Create a PivotTable and analyze your data
- 1:35
- Viewed 3832 times
-
Power BI - Recovering your Data from different sources
- 3:26
- Viewed 3963 times
-
Power BI - Creating your Datasets
- 2:26
- Viewed 3506 times
-
Power BI - Introduction to Power BI Building Blocks
- 3:07
- Viewed 3860 times
-
Power BI - Introduction to Power BI Desktop
- 2:52
- Viewed 3827 times
-
Power BI - General Introduction
- 2:54
- Viewed 4839 times
-
Outlook - Manage attachments
- 1:51
- Viewed 2820 times
-
Excel - Use slicers, timelines and PivotCharts to analyze your pivotetable data
- 3:38
- Viewed 2579 times
-
Answering a scheduling poll
- 1:14
- Viewed 7021 times
-
How to recall or replace a sent email in Outlook Web
- 0:53
- Viewed 6206 times
-
Use the scheduling poll dashboard
- 2:42
- Viewed 4250 times
-
Accessing applications from a group
- 1:59
- Viewed 3656 times
-
Customize Action Buttons in Outlook Online
- 2:17
- Viewed 3572 times
-
Creating a group
- 2:38
- Viewed 3524 times
-
How to filter and sort your emails
- 3:03
- Viewed 3095 times
-
Having a conversation within a group
- 3:21
- Viewed 2820 times
-
Introduction to Outlook Online
- 3:10
- Viewed 2454 times
-
How to search in the Outlook Web App
- 0:56
- Viewed 2412 times
-
Reply, reply to all or transfer
- 1:46
- Viewed 2301 times
-
Attachments and sending options
- 1:45
- Viewed 2293 times
-
Create and embed a signature
- 1:25
- Viewed 2126 times
-
Turning emails into actionable tasks
- 1:35
- Viewed 2048 times
-
Customize your Outlook online
- 1:56
- Viewed 2037 times
-
Creating quick accesses and favorites
- 1:32
- Viewed 2023 times
-
Adding contacts with Outlook Online
- 1:29
- Viewed 2003 times
-
Managing your contacts
- 1:25
- Viewed 1964 times
-
Mastering contact lists and groups
- 2:02
- Viewed 1955 times
-
Creating and using email templates
- 1:02
- Viewed 1950 times
-
Responding to a meeting invitation
- 1:48
- Viewed 1935 times
-
Getting familiar with the calendar features
- 2:06
- Viewed 1927 times
-
Managing your tasks with To Do add-in
- 2:04
- Viewed 1926 times
-
Select multiple emails in Outlook Web App
- 1:52
- Viewed 1923 times
-
Organizing and navigating with categories
- 1:37
- Viewed 1890 times
-
Creating Tasks in Outlook Online
- 2:04
- Viewed 1816 times
-
Setting up a meeting with Outlook Online
- 1:47
- Viewed 1802 times
-
Creating and managing folders
- 1:29
- Viewed 1770 times
-
Setting up and managing calendar shares
- 1:39
- Viewed 1744 times
-
Automating email processing with rules
- 2:35
- Viewed 1727 times
-
Sharing your calendar in Outlook Online
- 1:37
- Viewed 1664 times
-
Initiate a project budget tracking table with Copilot
- 02:54
- Viewed 61 times
-
Develop and share a clear project follow-up with Copilot
- 02:18
- Viewed 65 times
-
Organize an action plan with Copilot and Microsoft Planner
- 01:31
- Viewed 80 times
-
Structure and optimize team collaboration with Copilot
- 02:28
- Viewed 76 times
-
Copilot at the service of project reports
- 02:36
- Viewed 66 times
-
Initiate a tracking table with ChatGPT
- 01:35
- Viewed 65 times
-
Distribute tasks within a team with ChatGPT
- 01:26
- Viewed 107 times
-
Generate a meeting summary with ChatGPT
- 01:24
- Viewed 69 times
-
Project mode
- 01:31
- Viewed 71 times
-
Create an agent for a team
- 01:53
- Viewed 120 times
-
Install and access Copilot Studio in Teams
- 01:38
- Viewed 122 times
-
Analyze the Copilot Studio agent
- 01:25
- Viewed 67 times
-
Publish the agent and make it accessible
- 01:39
- Viewed 122 times
-
Copilot Studio agent settings
- 01:33
- Viewed 65 times
-
Add new actions
- 01:54
- Viewed 118 times
-
Create a first action
- 01:59
- Viewed 116 times
-
Manage topics
- 01:51
- Viewed 95 times
-
Manage knowledge sources
- 01:11
- Viewed 65 times
-
Create an agent with Copilot Studio
- 01:52
- Viewed 112 times
-
Access Copilot Studio
- 01:09
- Viewed 111 times
-
Get started with Copilot Studio
- 01:25
- Viewed 62 times
-
Introduction to PowerBI
- 00:60
- Viewed 181 times
-
Introduction to Microsoft Outlook
- 01:09
- Viewed 172 times
-
Introduction to Microsoft Insights
- 02:04
- Viewed 174 times
-
Introduction to Microsoft Viva
- 01:22
- Viewed 179 times
-
Introduction to Planner
- 00:56
- Viewed 185 times
-
Introduction to Microsoft Visio
- 02:07
- Viewed 174 times
-
Introduction to Microsoft Forms
- 00:52
- Viewed 182 times
-
Introducing to Microsoft Designer
- 00:28
- Viewed 247 times
-
Introduction to Sway
- 01:53
- Viewed 158 times
-
Introducing to Word
- 01:00
- Viewed 177 times
-
Introducing to SharePoint Premium
- 00:47
- Viewed 160 times
-
Create a call group
- 01:15
- Viewed 225 times
-
Use call delegation
- 01:07
- Viewed 144 times
-
Assign a delegate for your calls
- 01:08
- Viewed 222 times
-
Ring multiple devices simultaneously
- 01:36
- Viewed 147 times
-
Use the "Do Not Disturb" function for calls
- 01:28
- Viewed 136 times
-
Manage advanced call notifications
- 01:29
- Viewed 153 times
-
Configure audio settings for better sound quality
- 02:08
- Viewed 184 times
-
Block unwanted calls
- 01:24
- Viewed 149 times
-
Disable all call forwarding
- 01:09
- Viewed 157 times
-
Manage a call group in Teams
- 02:01
- Viewed 144 times
-
Update voicemail forwarding settings
- 01:21
- Viewed 142 times
-
Configure call forwarding to internal numbers
- 01:02
- Viewed 137 times
-
Set call forwarding to external numbers
- 01:03
- Viewed 159 times
-
Manage voicemail messages
- 01:55
- Viewed 208 times
-
Access voicemail via mobile and PC
- 02:03
- Viewed 225 times
-
Customize your voicemail greeting
- 02:17
- Viewed 134 times
-
Transfer calls with or without an announcement
- 01:38
- Viewed 135 times
-
Manage simultaneous calls
- 01:52
- Viewed 146 times
-
Support third-party apps during calls
- 01:53
- Viewed 179 times
-
Add participants quickly and securely
- 01:37
- Viewed 142 times
-
Configure call privacy and security settings
- 02:51
- Viewed 140 times
-
Manage calls on hold
- 01:20
- Viewed 149 times
-
Live transcription and generate summaries via AI
- 03:43
- Viewed 140 times
-
Use the interface to make and receive calls
- 01:21
- Viewed 149 times
-
Draft a Service Memo
- 02:33
- Viewed 195 times
-
Extract Invoice Data and Generate a Pivot Table
- 03:26
- Viewed 183 times
-
Formulate a Request for Pricing Conditions via Email
- 02:32
- Viewed 268 times
-
Analyze a Supply Catalog Based on Needs and Budget
- 02:41
- Viewed 236 times
-
SharePoint Page Co-Editing: Collaborate in Real Time
- 02:14
- Viewed 95 times
-
Other Coaches
- 01:45
- Viewed 194 times
-
Agents in SharePoint
- 02:44
- Viewed 157 times
-
Prompt coach
- 02:49
- Viewed 180 times
-
Modify, Share, and Install an Agent
- 01:43
- Viewed 172 times
-
Configure a Copilot Agent
- 02:39
- Viewed 167 times
-
Describe a copilot agent
- 01:32
- Viewed 190 times
-
Rewrite with Copilot
- 01:21
- Viewed 164 times
-
Analyze a video
- 01:21
- Viewed 189 times
-
Use the Copilot pane
- 01:12
- Viewed 182 times
-
Process text
- 01:03
- Viewed 170 times
-
Create an insights grid
- 01:19
- Viewed 284 times
-
Generate and manipulate an image in PowerPoint
- 01:47
- Viewed 179 times
-
Interact with a web page with Copilot
- 00:36
- Viewed 202 times
-
Create an image with Copilot
- 00:42
- Viewed 297 times
-
Summarize a PDF with Copilot
- 00:41
- Viewed 194 times
-
Analyze your documents with Copilot
- 01:15
- Viewed 192 times
-
Chat with Copilot
- 00:50
- Viewed 180 times
-
Particularities of Personal and Professional Copilot Accounts
- 00:40
- Viewed 274 times
-
Data Privacy in Copilot
- 00:43
- Viewed 194 times
-
Access Copilot
- 00:25
- Viewed 298 times
-
Use a Copilot Agent
- 01:24
- Viewed 202 times
-
Modify with Pages
- 01:20
- Viewed 207 times
-
Generate and manipulate an image in Word
- 01:19
- Viewed 199 times
-
Create Outlook rules with Copilot
- 01:12
- Viewed 193 times
-
Generate the email for the recipient
- 00:44
- Viewed 184 times
-
Action Function
- 04:18
- Viewed 149 times
-
Search Function
- 03:42
- Viewed 202 times
-
Date and Time Function
- 02:53
- Viewed 183 times
-
Logical Function
- 03:14
- Viewed 276 times
-
Text Function
- 03:25
- Viewed 211 times
-
Basic Function
- 02:35
- Viewed 176 times
-
Categories of Functions in Power FX
- 01:51
- Viewed 200 times
-
Introduction to Power Fx
- 01:09
- Viewed 177 times
-
The New Calendar
- 03:14
- Viewed 299 times
-
Sections
- 02:34
- Viewed 186 times
-
Customizing Views
- 03:25
- Viewed 180 times
-
Introduction to the New Features of Microsoft Teams
- 00:47
- Viewed 298 times
-
Guide to Using the Microsoft Authenticator App
- 01:47
- Viewed 196 times
-
Turn on Multi-Factor Authentication in the Admin Section
- 02:07
- Viewed 155 times
-
Manual Activation of Multi-Factor Authentication
- 01:40
- Viewed 111 times
-
Concept of Multi-Factor Authentication
- 01:51
- Viewed 188 times
-
Use the narrative Builder
- 01:31
- Viewed 235 times
-
Microsoft Copilot Academy
- 00:42
- Viewed 194 times
-
Connect Copilot to a third party app
- 01:11
- Viewed 205 times
-
Share a document with copilot
- 00:36
- Viewed 196 times
-
Configurate a page with copilot
- 01:47
- Viewed 195 times
-
Use Copilot with Right-Click
- 01:45
- Viewed 968 times
-
Draft a Service Memo with Copilot
- 02:21
- Viewed 208 times
-
Extract Invoice Data and Generate a Pivot Table
- 02:34
- Viewed 236 times
-
Summarize Discussions and Schedule a Meeting Slot
- 02:25
- Viewed 299 times
-
Formulate a Request for Pricing Conditions via Email
- 02:20
- Viewed 370 times
-
Analyze a Supply Catalog Based on Needs and Budget
- 02:52
- Viewed 349 times
Objectifs :
Learn how to configure automatic replies in Outlook Online during your absence, including setting a time interval, managing calendar events, and customizing messages for internal and external contacts.
Chapitres :
-
Introduction to Automatic Replies in Outlook Online
When you're on vacation or away from the office for an extended period, it's essential to inform your colleagues about your absence. Outlook Online provides a feature called automatic replies, which allows you to notify anyone who emails you that you are unavailable and will not respond immediately. -
Configuring Automatic Replies
To set up automatic replies in Outlook Online, follow these steps: 1. Click on **Settings** located at the top right of your screen. 2. In the settings window, select **Mail**. 3. Choose **Automatic Replies** and enable the feature. This will allow Outlook to send automatic responses to your colleagues during your absence. -
Setting a Time Interval
You can specify a time interval during which automatic replies will be sent. This feature also allows you to block your calendar for the duration of your absence. To do this: - Provide a title that informs your colleagues about the nature of your absence, which will be added to your calendar automatically. - You can also choose to automatically decline any meeting requests that come in during this period. -
Managing Calendar Events
While configuring your automatic replies, you have the option to: - Decline or cancel meetings that are already scheduled during your absence. - View all events planned in your calendar during this time. You can choose to send your out-of-office message as a cancellation for these meetings or set a specific message for canceling your appointments. -
Composing Your Out-of-Office Message
Next, you will need to compose the text of your out-of-office message. Use the available formatting tools to enhance your message. Make sure to include important information such as: - Your return date. - Alternative contacts for urgent matters. -
Customizing Messages for External Contacts
You can also send a different out-of-office message to external contacts. Choose whether to send this message to: - Only external contacts in your contact list. - All external senders who contact you. This ensures that everyone receives appropriate communication regarding your absence. -
Finalizing Your Settings
Once you have configured your out-of-office message and settings, click on **Save** to confirm. Remember that automatic replies will be disabled at the end of the specified period. -
Conclusion
Setting up automatic replies in Outlook Online is a straightforward process that helps maintain communication while you are away. By following the steps outlined above, you can ensure that your colleagues are informed of your absence and know how to reach out for urgent matters.
FAQ :
How do I set up automatic replies in Outlook Online?
To set up automatic replies in Outlook Online, click on Settings in the top right corner, select Mail, then Automatic Replies, and enable the feature. You can customize your message and set a time interval for the replies.
Can I customize my out of Office message for different contacts?
Yes, you can send different out of Office messages to external contacts by choosing to send it only to those in your contact list or to all external senders.
What happens to my calendar during my absence?
You can block your calendar during your absence, automatically decline meeting requests, and choose to cancel or keep scheduled meetings.
Will automatic replies be sent after my absence period?
No, automatic replies will be disabled automatically at the end of the specified absence period.
How can I inform my colleagues about my absence?
You can inform your colleagues by composing a clear out of Office message that includes your return date and alternative contacts for urgent matters.
Quelques cas d'usages :
Vacation Notification
When planning a vacation, employees can set up automatic replies in Outlook Online to inform colleagues of their absence, ensuring that urgent matters are directed to the right contacts.
Extended Leave Management
During an extended leave, such as maternity or medical leave, employees can configure their Outlook Online settings to manage incoming emails and meeting requests effectively, maintaining communication flow.
Project Management
Project managers can use automatic replies to inform team members about their availability during critical project phases, ensuring that communication is clear and expectations are managed.
Client Communication
Sales professionals can set up automatic replies to inform clients about their absence and provide alternative contacts, ensuring that client needs are addressed even when they are unavailable.
Event Planning
Event coordinators can use the calendar blocking feature to prevent scheduling conflicts during their absence, ensuring that all planned events are managed effectively.
Glossaire :
Outlook Online
A web-based email service provided by Microsoft that allows users to send, receive, and manage their emails and calendars.
Automatic replies
Predefined responses that are automatically sent to incoming emails when a user is unavailable, such as during vacations or extended absences.
Calendar blocking
The process of marking time on a calendar as unavailable, preventing others from scheduling meetings during that period.
Meeting requests
Invitations sent to individuals to attend a meeting, which can be accepted, declined, or proposed for a different time.
Out of Office message
A notification sent to inform others that a user is not available to respond to emails or attend meetings.
External contacts
Individuals or organizations outside of a user's company or organization.