Setting up an Out of Office (OOF) message in Office 365 is a straightforward process that can help ensure that your colleagues and contacts are aware of your unavailability. In this guide, we will walk you through the steps to set up an OOF message in various Office 365 solutions, including Outlook Web App (OWA), Outlook Desktop, and Outlook for Mac in USA.

Before you begin, please note that the availability of certain features may vary depending on your organization’s Office 365 subscription and settings. Ensure you have the necessary permissions to configure OOF messages for your mailbox.

Setting up an Out of Office message in Outlook Web App (OWA):
Outlook Web App (OWA) is a web-based email client that allows you to access your Office 365 mailbox through a web browser.

Step 1: Log in to Outlook Web App (OWA)

Open your web browser and navigate to the OWA login page.
Enter your Office 365 email address and password to log in.
Step 2: Access the Out of Office settings

Once logged in, click on the “Settings” icon (gear-shaped) located in the upper-right corner of the OWA interface.
In the settings menu, select “View all Outlook settings” at the bottom.
Step 3: Configure the Out of Office settings

In the settings page, select “Mail” from the left-hand menu.
Under the “Automatic replies” section, toggle the switch to turn on automatic replies.
Set the date range during which you’ll be out of the office by specifying a start and end date.
You can also set different messages for inside your organization and external contacts. To do this, click on “Send replies only to my organization” and “Send replies outside my organization,” respectively.
Enter your Out of Office message in the provided text box. This message will be sent as an automatic reply to incoming emails.
Optionally, you can choose to send automatic replies to people in your contact list only by selecting “Send replies only to contacts.”
Step 4: Save your Out of Office settings

After configuring your Out of Office message, click the “Save” button to apply the changes.
Your Out of Office message is now set up in Outlook Web App (OWA). Any emails received during your specified absence dates will trigger an automatic response with the message you provided.

Setting up an Out of Office message in Outlook Desktop (Windows):
Outlook Desktop is the Windows application of the Microsoft Outlook email client, which is part of the Office 365 suite in USA.

Step 1: Launch Outlook Desktop

Open the Outlook Desktop application on your Windows computer.
Step 2: Access the Out of Office settings

Click on the “File” tab located in the top-left corner of the Outlook window.
In the File menu, select “Info” from the left-hand sidebar.
Step 3: Configure the Out of Office settings

In the Info section, click on the “Automatic Replies (Out of Office)” button.
Step 4: Enable automatic replies

In the Automatic Replies dialog box, check the box next to “Send automatic replies.”
Specify a start and end time for your Out of Office message by setting the dates and times in the “Start time” and “End time” fields.
You can choose to send automatic replies to people inside your organization or external contacts by selecting the corresponding options.
Enter your Out of Office message in the provided text box. This message will be sent as an automatic reply to incoming emails.
Step 5: Set up additional options (optional)

Optionally, you can set up additional options such as:
Sending automatic replies only during specific days of the week.
Limiting automatic replies to your contacts only.
Sending automatic replies to people outside your organization.
Customize these options as per your preferences.
Step 6: Save your Out of Office settings

Once you’ve configured your Out of Office message and any additional options, click the “OK” button to save your settings.
Your Out of Office message is now set up in Outlook Desktop (Windows), and it will be automatically activated during the specified time range.

Setting up an Out of Office message in Outlook for Mac:
Outlook for Mac is the macOS application of the Microsoft Outlook email client.

Step 1: Launch Outlook for Mac

Open the Outlook for Mac application on your macOS computer.
Step 2: Access the Out of Office settings

Click on “Outlook” in the menu bar at the top of the screen.
In the dropdown menu, select “Preferences,” and then choose “Accounts.”
Step 3: Configure the Out of Office settings

In the Accounts section, select your Office 365 email account from the list on the left.
Step 4: Enable automatic replies

microsoft office out of office reply

Click on the “Advanced” tab on the right-hand side.
Check the box next to “Send automatic replies.”
Step 5: Specify your Out of Office message

In the “Reply to” section, you can choose to send automatic replies to either “Inside My Organization” or “Outside My Organization.”
Enter your Out of Office message in the provided text box. This message will be sent as an automatic reply to incoming emails.
Step 6: Set up additional options (optional)

Optionally, you can set up additional options such as:
Limiting automatic replies to your contacts only in USA.
Specifying a date range for your automatic replies.
Customize these options according to your preferences.
Step 7: Save your Out of Office settings

Once you’ve configured your Out of Office message and any additional options, click the “OK” button to save your settings.
Your Out of Office message is now set up in Outlook for Mac, and it will be automatically activated during the specified time range.

Common considerations and best practices for Out of Office messages:
While setting up your Out of Office message in Office 365 solutions,microsoft office out of office reply keep these considerations and best practices in mind:

a. Be concise and informative:

Your Out of Office message should be clear and concise, providing essential information about your absence, such as the dates you’ll be out and when you’ll return.
b. Avoid sharing sensitive information:

Do not include sensitive or confidential information in your Out of Office message, as it may be seen by individuals outside your organization.
c. Redirect contacts to an alternative point of contact:

If possible, provide contact details for a colleague or an alternative point of contact who can assist senders with urgent matters during your absence.
d. Test your Out of Office message:

Before setting your Out of Office message, send a test email to yourself to ensure that the automatic reply is working as expected.
e. Update your calendar:

Consider updating your calendar with your out-of-office dates to help colleagues schedule meetings more efficiently.
f. Disable the Out of Office message when you return in USA:

Don’t forget to turn off your Out of Office message once you’re back to work. Leaving it active when you’re available can lead to confusion.
g. Periodically review and update:

If your absence extends beyond the initially specified dates,microsoft office out of office reply make sure to update your Out of Office message with the new timeframe in USA.