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Out Of Office

When you out of the Office for a period of time, you may want to let people know that you will not be checking your email. You can configure the "Out of Office Assistant" to reply with a "vacation" message to people who send e-mail to you. Outlook 2003 and Outlook Web Access (OWA) offer a nice AutoReply feature called the Out of the Office Assistant.  The Out of Office Assistant runs on the server, so Outlook does not have to be running to process the automatic replies. 

Once the Out of Office Assistant is turned on, it will send an automatic reply ONCE to each sender, even if the sender sends you multiple messages over a period of time. 

Your e-mail will be stored in your account while you are gone. However, if you exceed your mailbox quota, you will no longer receive new e-mail.

You should turn the "Out of Office Assistant" on before you leave. When you return be sure to turn the "Out of Office Assistant" off.

If you are concerned that your Out Of Office message is to be sent externally, you can use an alternative RULE method, Setup Rule to advise internal user's only , to advise people internal to UniSA that you are out of the office. Note that by using this method, external senders will receive no correspondence at all.

How to Setup Out Of Office

Out of Office Assistant in Outlook

  1. In Outlook click on Tools | Out of Office Assistant. (Step 1 Image)
  2. Select the 'I am currently Out of the Office' option. (Note: the "Out of Office Assistant" can be turned off by selecting the 'I am currently In the Office' option.
  3. In the the 'AutoReply only once to each sender with the following text:' box, type the message you wish to send to e-mail senders.
  4. Click the OK button

Out of Office Assistant in Outlook Web Access 2003

  1. In WebMail, click on OPTIONS button - (Step 1 OWA image)
  2. Select the 'I am currently Out of the Office' option. (Note: the "Out of Office Assistant" can be turned off by selecting the 'I am currently In the Office' option.
  3. In the the 'AutoReply only once to each sender with the following text:' box, type the message you wish to send to e-mail senders.
  4. Click the SAVE and CLOSE button

Setup Rule for Internal Message Only

Rules in Outlook

Note, if you select to implement a Rule, this will be sent every time you receive a message

  1. In Outlook, click on Tools | Rules and Alerts - (Step 1 Rule image)
  2. Click New Rule
  3. Select the radio option, Start from a Blank Rule -(Step 3 Rule image)
  4. Ensure the option, 'Check messages when they arrive' and click NEXT
  5. Select the option, 'where my name is in the To or Cc box' -(Step 5 Rule image)
  6. In same window, then select 'from people or distribution list' -(Step 6 Rule image)
  7. In the bottom section of the Rule wizard , 'Step 2: Edit the rule description', click on the link 'people or distribution list'
  8. This opens the GAL (Global Address List), enter in the"Type Name or Select from List:"field, 'unisa-all staff', then click the 'FROM ->' button. If you want to include Students as well, enter, 'unisa - all students' then click the 'FROM ->' button
  9. Click OK
  10. Click NEXT
  11. Select the option, 'have server reply using a specific message'
  12. In the bottom section of the Rule wizard, "Step 2: Edit the rule description", click on the link 'a specific message'

    An "untitled message' window opens, enter an appropriate subject, for example, Out Of Office, and enter appropriate text in the message body, 'I am currently out of the office, please contact Fred Bloggs on ext 33333 '

  13. Click 'Save and Close' button
  14. Click 'NEXT'
  15. Click 'NEXT'
  16. Enter a name for the Rule in the field 'Step 1: Specify a name for this rule' -(Step 16 image)
  17. Click 'Finish'

Setup Rule for Excluding specific Recipients for an automated email response

Rules in Outlook

Note, if you select to implement a Rule, this will be sent every time you receive a message, however, will exclude any recipient you have chosen not to receive this response

  1. In Outlook, click on Tools | Rules and Alerts - (Step 1 Rule image)
  2. Click New Rule
  3. Select the radio option, Start from a Blank Rule -(Step 3 Rule image)
  4. Ensure the option, 'Check messages when they arrive' and click NEXT
  5. Select the option, 'where my name is in the To or Cc box' -(Step 5 Rule image)
  6. Click NEXT
  7. Select the option, 'have server reply using a specific message'
  8. In the bottom section of the Rule wizard, "Step 2: Edit the rule description", click on the link 'a specific message'

    An "untitled message' window opens, enter an appropriate subject, for example, Out Of Office, and enter appropriate text in the message body, 'I am currently out of the office, please contact Fred Bloggs on ext 33333 '

  9. Click 'Save and Close' button
  10. Select the option, 'except if from people or distribution list'
  11. In the bottom section of the Rule wizard, "Step 2: Edit the rule description", click on the link 'people or distribution list'
  12. Enter the full email address for external addresses (eg, SearchExchange.com), or select internal UniSA addresses from the GAL, for as many email addresses as required, separating each address with a semi-colon. - (Step 12 Rule image)
  13. Click 'NEXT'
  14. Enter a name for the Rule in the field 'Step 1: Specify a name for this rule' -(Step 14 image)
  15. Click 'Finish'

Examples of Out Of Office messages

The text below offers examples of recommended Out of Office messages. When composing your Out of Office message, please try to address the the following items:

Note: It's important to be careful what you say in an Out Of Office message, since it potentially could go out to anyone, including spammers.  Try not to give out any details, like I'm "out of town", "at a conference", "on vacation" etc  to imply that perhaps no one will be at home.  Be aware that Out of Office message replies will confirm your email address to spammers. 

Example 1:

I will not be checking my email until date. If you need immediate assistance contact staff member.

Example 2:

Thank you for contacting me. Unfortunately I am away from my email right now, but I will reply to you on my return. In the meantime, if you need some assistance, please call staff member on telephone number

Example 3:

I am currently out of the office, and will be returning on date. For any urgent queries please contact staff member on telephone number or via email at email@unisa.edu.au


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