Leaving the office for a period of time may require you to activate an “Out of Office” message. This message will inform email senders of your absence and who to contact while you are Out of the Office. The level of detail in the message can help manage one’s email workload. Typically you want to include the anticipated duration of your absence, whom to contact in your absence, and the date of your return.
Open Outlook and select “File” from the Menu bar. Select “New” and “Mail Message.” An untitled message opens. In the body of the email, type the Out of Office message. Select “File” on the menu bar and select “Save.” In the “File Name” field, enter a name for this message. Click “Save.”
Select “Tools” on the Menu bar and click on “Message Rules.” Click “Mail.” The New Mail Rule dialog box appears. Click “New” to start a new message rule. Check the option “For all messages” in the Select the Conditions for your rule section. Check the option for “Reply with message” in the Select the Actions for your rule section. In the third step of the rule, click on the word “message” in the Rule description section. Browse your computer for the Out of Office message you created earlier. Click “Open.”
Enter a name for your message in the “Name of the Rule section.” Click “OK” to save this rule. Press the “Send/Receive” button to start using this rule for new messages entering your Inbox.