In Microsoft Outlook, how do I set up the Out of Office Assistant (vacation mail)?

Note: These instructions apply only to desktop Outlook clients that are configured to work with the Exchange email servers at Indiana University. For instructions using Outlook Web Access (OWA), see In Microsoft Outlook Web Access, how do I use the Out of Office Assistant (vacation mail)?

On this page:

• Introduction
• Outlook 2007
• Outlook 2003 and earlier

Introduction

In Microsoft Outlook, the Out of Office Assistant can notify users who send you mail that you are out of the office and cannot reply immediately. The AutoReply feature will notify each sender only once, even if you receive multiple messages from that person. To set up the Out of Office Assistant, follow the instructions below for your version of Outlook.

Note: Enabling your Out of Office reply can have the unfortunate side effect of verifying your email address to every spammer that sends you spam while you are away. If you are using Outlook 2007, you can reduce this risk by only enabling auto replies for people inside your organization or by choosing My Contacts only on the Outside My Organization tab. If you are using Outlook 2003 or earlier, you may want to think twice about enabling this function, or consider the forwarding option detailed below.

Outlook 2007

1. From the Tools menu, select Out of Office Assistant... .
   
   
2. Select the radio button marked Send Out of Office auto-replies.
   
   
3. To set a time range for auto-replies, click Only send during this time range: . This allows you to set up your Out of Office replies in advance of your actual absence.
   
   
4. In the "AutoReply only once to each sender with the following messages:" field, enter your away message.

Outlook 2007 has separate settings for email addresses inside and outside your organization. To send an Out of Office reply to people outside of IU:

1. Click the Outside My Organization tab.
   
   
2. Select Auto-reply to people outside my organization.
   
   
3. Choose who will receive an auto-reply by selecting either My Contacts only or Anyone outside my organization.
   
   
4. Enter or edit the message to go to external contacts in the text field, as necessary.

Forwarding mail or moving it to a different folder

Optionally, you can add a rule to forward your mail to a different address or to move it to another folder. To set up a forwarding address:

1. In the lower left corner of the Out of Office Assistant, click Rules... .
   
   
2. Click Add Rule... , and then check the box marked Forward.
   
   
3. In the To... field, enter your forwarding address. Be careful that you don't select your normal delivery address for your forward rule, or you will create a mail loop.
   
   
4. From the menu next to "Method:", choose how you want to receive your mail.

To direct incoming mail to a specific folder:

1. In the lower left corner of the Out of Office Assistant, click Rules... .
   
   
2. Click Add Rule... , and then select the box marked Move to.
   
   
3. Click the Folder... button to browse for the folder you want to use.
   
   
4. Select the folder name and click OK.

After making your selections for forwarding and routing incoming mail, click OK until all windows in the Out of Office Assistant are closed.

Outlook 2003 and earlier

1. From the Tools menu, select Out of Office Assistant... .
   
   
2. Select I am currently Out of the Office.
   
   
3. In the "AutoReply only once to each sender with the following text:" field, enter your away message.

Forwarding mail or moving it to a different folder

Optionally, you can add a rule to forward your mail to a different address or to move it to another folder. To set up a forwarding address:

1. Click Add Rule... , and then check the box marked Forward.
   
   
2. In the To... field, enter your forwarding address. Be careful that you don't select your normal delivery address for your forward rule, or you will create a mail loop.
   
   
3. From the menu next to "Method:", choose how you want to receive your mail.

To direct incoming mail to a specific folder:

1. Click Add Rule... , and then select Move to.
   
   
2. Click the Folder... button to browse for the folder you want to use.
   
   
3. Select the folder name and click OK.

After making your selections for forwarding and routing incoming mail, click OK until all windows in the Out of Office Assistant are closed.

Also see:

• In Microsoft Outlook 2000 and later for Windows, how do I automatically forward all of my mail to another address?
• Using Microsoft OWA for my Exchange account, how do I move or copy messages?
• In Microsoft Outlook 2000, or 2002, how do I set up rules to handle incoming mail?
• In Microsoft Outlook 2002 and earlier for Windows, when making changes to the body of replies, how do I keep Outlook from inserting my name?
• With a BlackBerry at IU, why won't my Out of Office message work properly?