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How to Set Up Out of Office Message

To let others know that you are not able to check your Email as you are away from your office, you can set an automatic Email response via Automatic Replies (Out of Office). The Out of Office will track any incoming Emails and only send a response once to each sender, even if multiple Emails are sent.

Although Automatic Replies can be managed whithin Outlook (both on Mac and Windows), the ICT suggests to use the WebMail instead as this is platform-independent.

Please Note: any automatic reply enabled, for instance to communicate your new Email address after you have definitively left the Institute, will cease when your EUI account expires.

• Send Automatic Replies to Senders Inside the Institute (eui.eu E-mail Addresses)
• Send Automatic Replies to Senders Outside the Institute (External E-mail Addresses)
• Stop Sending Auto-Replies (disable Out Of Office)

 

 

Send Auto-Replies to Senders Inside the Institute (eui.eu E-mail Addresses)

1. Access the EUI WebMail at http://mail.office365.com/ using your EUI E-mail address and password to login;
2. Click Options (in the top-right corner), then click Out of Office Assistant (on the left menu).
3. You can now choose whether you want to:

 

1. There are a number of options that you can select. The first one regards setting Out of Office manually or for a specified amount of time. If you just wish to set an automated reply that will send out notifications until you disable it then select 'Send Out of Office auto-replies'. If you know the amount of time you will be away then you can set a reply just for that specified time by ticking 'Send Out of Office auto-replies only during this time period:'. You will then be able to specify dates and times as shown below.

 

Figure 1:

 

1. You can then set a personalised message informing the sender when you anticipate to be back in office and able to respond to E-mails.
2. If you do not wish to send a reply to senders outside the Institute then untick 'Send Out of Office auto-replies to External Senders' and press Save. This will activate the Out of Office auto-reply. However if you would like to set a reply to external senders please see instructions below.

Send Auto-Replies to Senders Outside the Institute (External E-mail Addresses)

1. If you wish to send an auto-reply to senders outside the EUI tick 'Send Out of Office auto-replies to External Senders'. You should then select whether only those in your Contact list should receive the reply or every sender that sends you an E-mail.
2. You can then set a personalised message informing the sender when you anticipate to be back in office and able to respond to E-mails. This can be different from the one set for internal senders.
3. Once you have finished click Save:this will activate the Out of Office auto-reply:

 

Figure 2: 

 

Disable Out of Office Assistant

If you activated an Out of Office auto-reply manually you will need to disable it once you are 'in office'. To do this:

1. Click Options (located in the top-right corner), then click Out of Office Assistant (located on the left menu).
2. Select 'Do not send Out of Office auto-replies': this will disable the assistant.
3. Click Save.

 

 

Disable Out of Office Assistant

If you activated an Out of Office auto-reply manually you will need to disable it once you are 'in office'. To do this:

1) Launch Outlook and navigate to Tools > Out of Office Assistant....

2) Select 'Do not send Out of Office auto-replies': this will disable the assistant.

3) Click OK.