When using Microsoft Outlook for your everyday email, the Out of Office Assistant tool can be very useful if you will be unavailable for a few days. This tool helps insure that anyone emailing you won’t be left in the dark as to your whereabouts. Instead, they will receive an email letting them know that you are currently out of the office, and when you will return.

To set your Out of Office Assistant in Microsoft Outlook, first click on the “Tools” tab and select “Out of Office Assistant”.  Here you are able to enter the AutoReply message that those receiving your Out of Office notice will see in the body of the email.

Next, click on the “Add Rule” button near the bottom left of the Out of Office Assistant window.  This is an optional step, yet it is helpful if you wish to create rules for how your incoming emails will be directed when your Out of Office Assistant is activated.  For example you could create a rule that directs all emails from a particular party to your inbox; or direct all emails from another party to your junk mail box.

Once you have set your AutoReply message and any Rules, check the “I am currently Out of the Office” button at the top of the Out of Office Assistant window. Your Out of Office Assistant is now activated. Anyone who emails you will receive your AutoReply message. Remember that it is always a good idea to include the date that you will return to the office, with in the AutoReply message.

When you’ve returned to the office or you are ready to turn the Out of Office Assistant off, click on the “Tools” tab, select “Out of Office Assistant” and check the “I am currently In the Office” button at the top of the Out of Office Assistant window. Your Out of Office Assistant will now be deactivated.