How To Set Out Of Office Messages On Exchange

Introduction

Out of Office allows you to configure your Exchange account to automatically reply to incoming messages with a quick note telling the sender that you are not able to respond because you are currently out of the office. Follow these instructions to set up Out of Office responses on each of the supported Exchange clients.

Outlook Web Access (OWA)

If you are away from your main computer, or are using a non-Windows operating system (such as Mac OS), you can use the Outlook Web Access (OWA) webpage to set your Out of Office message.

1. Open your web browser, and navigate to the OWA web page (https://outlook.exchange.upenn.edu/owa)
2. Log in using your Exchange credentials
3. Click Options in the upper right hand corner.
4. In the left hand column, click the Out of Office Assistant choice.
5. Select the Send Out of Office auto-replies radio button.
6. To set the date range that your Out of Office response will be sent, select the Send Out of Office auto-replies only during this time period checkbox.
7. Set the date and time range you want the Out of Office message to be active in the Start time: and End time: ranges.
8. You can change your Out of Office message (the current one is displayed in yellow) by checking the Replace my current Out of Office message with the following: checkbox and typing the new message in the text box below.
9. If you wish to send auto-replies to email addresses outside of the Exchange server, select the Send Out of Office Replies to External Senders checkbox.
10. If you wish to send replies to people outside of your Contact list, select the Send Out of Office auto-replies to anyone outside my organization radio button.
11. You can change your Out of Office message (the current one is displayed in yellow) by checking the Replace my current Out of Office message with the following: checkbox and typing the new message in the text box below.
12. When you are finished with your modifications to your Out of Office settings, click the Save button in the upper grey bar.

To turn off auto-replies, select the Do not send Out of Office auto-replies radio button.

Outlook 2003 (Windows XP/Vista)

1. Launch Outlook 2003, and enter your login credentials when prompted.
2. Make sure that you are in the Email view, and navigate to Tools --> Out of Office Assistant
3. If you do not see the option for Out of Office Assistant, you may not have the menu fully expanded: click the arrow icon to see options available from the Tools menu, including the Out of Office Assistant.
4. Click the I am currently Out of the Office radio button.
5. Type your desired auto reply message in the text box.
6. Click the OK button to save your changes.

To turn off auto-replies, select the I am currently In the Office radio button.

Advanced Rules In Outlook 2003

Please note that there are Out of Office rules that can be applied to incoming messages in addition to replying with your Out of Office message. These can be incredibly flexible, but are intended for the advanced Outlook user. If you wish to explore the options available to you, click the Add Rule... button at the bottom of the Out of Office Assistant window. For a complete discussion of the options available, click on the "Microsoft Office Outlook Help" menu item, and search for "Out of Office rules".

Outlook 2007 (Windows XP/Vista)

1. Launch Outlook 2007, and enter your login credentials when prompted.
2. Make sure that you are in the Email view, and navigate to Tools --> Out of Office Assistant...
3. Click the Send Out of Office auto-replies radio button.
4. To set the date range that your Out of Office response will be sent, select the Only send during this time range: checkbox.
5. Set the date and time range you want the Out of Office message to be active in the Start time: and End time: ranges.
6. Type your desired auto reply message in the text box. If you wish, you may change the message displayed in the text box. You can modify font, font-size, color, etc.
7. If you wish to send auto-replies to email addresses outside of the Exchange server, click the the Outside My Organization tab.
8. Most users should select the My Contacts only radio button. If you wish to send replies to people outside of your Contact list, select the Anyone outside my organization radio button.
9. Type your desired auto reply message in the text box. If you wish, you may change the message displayed in the text box. You can modify font, font-size, color, etc.
10. When you are finished, click the OK button.

To turn off auto-replies, select the I am currently In the Office radio button.

Advanced Rules in Outlook 2007

Please note that there are Out of Office rules that can be applied to incoming messages in addition to replying with your Out of Office message. These can be incredibly flexible, but are intended for the advanced Outlook user. If you wish to explore the options available to you, click on Rules... button at the bottom of the Out of Office Assistant window. Complete discussion of the options available, click the ? icon at the upper right corner of the Out of Office Assistant window.

Entourage 2004 (Mac OS)

There is no way to configure server-side rules (including Out of Office) with Entourage 2004, though this capability will be available in Entourage 2008. While you can configure local rules to behave in a similar way to the Out of Office Assistant discussed above, these will not apply to messages that arrive while your Entourage client is not running (if your computer is turned off, for instance). Most Mac OS users are best served by using Outlook Web Access to configure the Out of Office Assistant as described above.