Out of Office Reply in Microsoft Outlook 2010

Outlook’s “Out of Office Reply” will only work if you are using Microsoft Exchange Server.  This is software to run a network of computers so it is usually used only by larger companies.  Regretfully the feature isn’t available for your standard PC or laptop.

If you are on a network, this is a great tool not only for vacation for days when you will be out of the office a lot. Let people know your reply may be delayed while you’re attending a seminar or working on a large project.

For those of us without Microsoft Exchange Server, there are alternatives.  One of the easiest is to use Gmail for your email.  The Gmail account is free.  Gmail can collect emails from multiple email accounts. For example, my Gmail gathers
               Pamela@YourComputerLady.com
               pamelabir@Gmail.com
               my homeowners association email
               my MSN email
               a couple of client emails

Gmail has an Out of Office feature that you can use. There are other online email services that offer Out of Office service. Call if you need help sorting out the most effective email set up for you.

Here are the instructions for using the feature if you are on a network with Microsoft Exchange Server.

Even though you may be checking your emails on vacation, you most likely don’t have the ability or desire to immediately respond to them all, so an Out of Office reply is an easy way to give you that freedom.  First, click on the File tab and in the list on the left hand side of your screen click Info. Then click the Automatic Replies button. If you do not see this option, it means that you are not connected to Microsoft Exchange Server.   Contact your system administrator and they should be able to help you get connected if your company has an Exchange account.  In the dialog box that opens make sure the bubble next to Send Automatic Replies is filled. Now you can set the time frame you wish this message to be sent, and type out the message you would like to be sent.  Also, you can have different responses go to people from within your organization and those outside.  Just click on the tab Outside my Organization to type out a separate message.