Setting Out of Office (OOO) in Outlook

Steps for Outlook:

1. Select "File" from the top-left corner.

2. Click on the option "Automatic Replies (Out of Office)

3. Enable the Out of Office by selecting the bubble, "Send Automatic Replies". Once selected, you can use the checkbox as well to specify the time you'll be out for.

There are two options within this menu, in which one is the message that will be sent to anyone within your organization (which is usually your coworkers) and if you work with anyone outside of your organization, there is also an option to send a different message to people outside your organization. You will just need to make sure the checkbox is enabled for "Auto-reply to people outside my organization", otherwise you will not be able to edit the message like the below screenshot.

4. Click "OK" at the bottom, and then the automatic replies will be active per your settings.

Blocking Off the Time in your Calendar:

Once the automatic replies are all set, you will need to schedule a meeting on your calendar to indicate you are out of the office as well. Otherwise, people will think you are free during that time.

1. Click on the "Calendar" icon on the left-hand side of the Outlook application.

2. Double-click anywhere on the Calendar menu to create a new meeting.

3. Fill out the meeting information that is required. You will need to provide a Start time and End time for the dates you are filling out. You will need to input your email as a required attendee to the meeting as well.

4. Click "Options" from the main ribbon, then select "Out of Office" for the "Show As" selection.

5. Click "Send" on your meeting, and accept the prompt by clicking "Send Anyway" to publish the meeting. This meeting is being used as a placeholder so everyone knows you're out of the office for a certain time, so it doesn't need to be hosted online.

Once that prompt is accepted, you will be all set, and your new meeting created!

Steps for Outlook (New):

1. Click on the "Settings" icon within the top-right of the Outlook (New) application.

2. Click on the option, "Automatic Replies", and enable the tick box to turn them on.

3. Once the automatic replies are enabled, there are a few more boxes to tick. If applicable, you can opt to decline meetings and cancel any if needed. Otherwise, the main tick that needs to be checked is "Block my calendar for this period." This setting will show everyone via a place-holder meeting that you can name to indicate you are unavailable during that time.

Optionally, the same setting to send messages to anyone outside your organization is at the bottom. To access it, scroll down under the message box of the inital message going to everyone within your organization. Ticking the check-box will allow you to specify your message that will go out to the messengers outside of your organization.

4. Once you have finalized all of your changes, click "Save", and you should be all set!