How To Use Out Of Office For Outlook 2007 User Guide

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How To Use Out Of Office For Outlook 2007 User Guide

  1. 1. How to use Out of Office for Outlook 2007 User Guide Henry Truong 05/10/2009 Version 1.1 Globis4Solutions 1 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009
  2. 2. This document will explain step by step with screen shot images of how to use out of office for outlook 2007. Out of Office is a feature that allows you to send automatic reply messages when you cannot access your email in a timely matter. Table of Contents: In Outlook ............................................................................................................................................... 3 Turning on OOA (Out of Office Assistant) ........................................................................................... 3 Turning off OOA .................................................................................................................................. 5 In Outlook for Web Access (OWA) .......................................................................................................... 6 If you are going on holiday, taking leave or whenever you are out of the office, you can set outlook up to create an automated reply message for any person(s) who emails to your globis account. This automated message can include information about where you are, contact details and when you will be back. Please note: OOA sends a response (just once) to each message sent to you and also executes other rules that you set up in OOA. Always fill in the response text; otherwise, your correspondents will receive a blank message in return. If you are using OOA, be sure to keep a list of all the mailing lists you have subscribed to, so that you can either unsubscribe or change your list settings so that you receive no message from the list while you have OOA turned on. It's rude to send OOA messages to mailing lists. Globis4Solutions 2 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009
  3. 3. In Outlook Turning on OOA (Out of Office Assistant) To use this facility, you will first need to turn Microsoft’s “Out of Office” from Outlook. You can do this when you are in Outlook by clicking on “Tools” and then “Out of Office Assistant”. ”. This should bring up the OOA window. On this window, you will need to click on the “Send Out of Office auto-replies” radio button to check it and turn on OOA. replies” You can also edit the dates and times you will be out of the office so that the OOA auto auto-reply will only send the message during the times you have entered. If you leave the time and date box ssage unchecked, OOA will turn on and automatically reply to every mail sent to you immediately as soon as you click “OK”. Globis4Solutions 3 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009
  4. 4. Once you have clicked on the setting you prefer, you will need to edit the message that would be sent out automatically on your behalf as a reply. You can do so in the editable text box below the date and time. You will need to make sure that the signature of your message is also in this box since t auto-reply the will not attach the signature you already have set up on Outlook. Globis4Solutions 4 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009
  5. 5. As you can see from the image above, you have two settings (as tab) for which message sends out depending on where the sender is located in relation to your organisation. For most users, uusing the same message for both is fine. You will need to enter a reply for both tabs if you wish to use the OOA feature. When you have done so, just click “OK” and your OOA will have been set! Turning off OOA To turn off OOA when you come back into the office, you will need to go through the same steps as office, you did to turn OOA on. You will need to first click “Tools” and then “Out of Office Assistant” Assistant”. Once the OOA window is up, just select the “Do not send Out of Office auto-replies” radio button. auto Now click “OK”. You should notice that the editable text boxes where your reply messages go should . grey out. Congratulations, your OOA should now be turned off! Globis4Solutions 5 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009
  6. 6. In Outlook for Web Access (OWA) If you are not on a PC with your outlook client installed, you can also set up OOA using OWA. You will need to open a web browser and go to your OWA site (https://mail.thinkgrid.net/owa/ and then log (https://mail.thinkgrid.net/owa/) in using your email credentials. Globis4Solutions 6 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009
  7. 7. Once you have logged on, you will need to click on “Options” in the top right corner next to where ” “log off” is. Once you are in the “Options” screen, you will need to then click on “Out of Office Assistant on the Out Assistant” left hand tool bar. Globis4Solutions 7 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009
  8. 8. From this screen, you can set up your OOA in the same way as you can do in the Outlook client. The only noticeable difference is that to edit the current OOA message, you will need to re- re-create the message in the box below the current message by ticking “Replace my current Out of Office Replace message with the following” check box. This will make the text box below become white and ” editable. Another difference is instead of tabs for internal and external senders to have different reply messages, the settings are both on the same page. You will need to scroll down and check the box heck marked “Send Out of Office auto-replies to External Senders” and create a message for this field replies Senders” too. Globis4Solutions 8 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009
  9. 9. Once you have completed editing your OOA auto-reply message, you will need to scroll all the way auto reply up to the top to click “Save”. To turn it off, you will need to log in and check the “Do not send Out of Office auto-replies in the t “ replies” same manner as you did for the Outlook client. Globis4Solutions 9 How to use Out of Office for Outlook 2007 Henry Truong 05/10/2009

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