With Christmas around the corner, and the inevitable time off that involves, this month’s post covers both the setting up of automatic replies in Microsoft Office 365 (previously known as Out of Office assistant) and some tips on how to best write one.

In order to setup an automatic reply, in a web browser, sign into the Outlook Web App using the URL provided by the person who manages email for your company, then enter your user name and password, and then click Sign in.

Then click on the following options :

1 Click the Settings icon (the gear wheel)
2 Mail (bottom right under Your app settings)
3 Mail (top right)
4 Automatic replies.

You then simply complete the fields as appropriate and click Save.

Tips for automatic replies

When writing an automatic reply, it’s essential the reply is written with the widest audience in mind i.e. you’re keeping in mind a new client may read it, rather than just colleagues or customers with whom you may have developed more informal relationships.

A good automatic reply is also generally considered to be one that includes your return to work date, also the contact information of someone they can get approvals from in your absence in applicable, and/or an emergency contact information again if applicable to your role.

One final tip, the first job on your return to work is to turn off the automatic reply, most people have forgotten to do this at least once in their career as things tend to be hectic on returning to work.