out of office outlook mobile

Guri Bee

2 min read

·

18-10-2024

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Out of Office on Outlook Mobile: Staying Connected While Away

Staying connected while on the go is crucial, but sometimes you need to step away from work emails. Outlook Mobile offers a convenient way to set up an out-of-office message, ensuring your contacts know you're unavailable and when they can expect a response. Here's a comprehensive guide on setting up and using the Out of Office feature on Outlook Mobile:

Why Use Out of Office on Outlook Mobile?

• Inform your contacts: Let your colleagues, clients, and collaborators know you're unavailable and when you'll be back.
• Manage expectations: Prevent unnecessary worry or frustration from unanswered emails while you're away.
• Maintain professionalism: A clear out-of-office message shows you are organized and attentive to your correspondence.

Setting Up Your Out-of-Office Message

1. Open the Outlook Mobile app: Log in to your Outlook account if you aren't already.

2. Navigate to Settings: Tap on the three horizontal lines (menu icon) in the top left corner. Then select Settings.

3. Find Out-of-Office: Scroll down to the General section and tap Out of Office.

4. Configure your message:

   • Turn it on: Toggle the Out-of-Office switch to On.
   • Set the date range: Use the calendar icons to select the start and end dates when the message will be active.
   • Compose your message: Enter your desired text in the Out of Office message field. Keep it brief and informative. For example:

   I am currently out of the office from [Start Date] to [End Date] and will have limited access to email.  
   
   For urgent matters, please contact [Alternative contact person] at [Phone Number/Email]. 
   
   Thank you for your understanding.
   

5. Choose your recipient options:

   • Send to external contacts: Check this box if you want your message sent to anyone outside your organization.
   • Send to internal contacts: Check this box to send the message to those within your company.

6. Save your settings: Tap the Save button in the top right corner.

Pro Tip: Use the Send to internal contacts option to set up a separate message for your colleagues, informing them of any specific arrangements, like delegate responsibilities.

Beyond the Basics: Customization Tips

From GitHub:

• "I'm currently out of the office until [date]." (By [user])
• "I am out of the office and will have limited access to email. For urgent inquiries, please contact [alternative contact name] at [alternative contact phone number]." (By [user])
• "Thank you for your email. I am currently out of the office and will be checking email periodically. If you require immediate assistance, please contact [alternative contact person] at [alternative contact email address]. " (By [user])

Adding Value:

• Include a link to your calendar: If you're available for meetings, link your calendar so recipients can see your schedule and book time.
• Utilize the "Send to internal contacts" option strategically: Customize a message for your colleagues, briefing them about your absence and any delegated tasks.
• Keep it concise and professional: A clear and brief message avoids confusion and ensures your contacts understand your availability.

Staying Organized While You're Away

While you're on vacation or out of the office, remember to:

• Set up email filters: Use rules to automatically route specific emails to a designated folder or forward them to someone else.
• Delegate tasks: Let your colleagues know about any pending tasks and delegate them appropriately.
• Check email periodically: Even with an out-of-office message, you might need to check emails briefly for urgent requests.

By using the Out of Office feature on Outlook Mobile, you can seamlessly manage your email correspondence while away, ensuring your contacts are informed and your workflow remains uninterrupted.