Setting Up an Out-of-Office Reply in Outlook

Purpose: This SOP outlines the steps to set up an out-of-office reply in Outlook to ensure that colleagues and clients are informed of your absence.

Scope: This procedure applies to all employees who need to set up an out-of-office reply in Outlook.

Procedure:

1. Open Outlook:

   • Launch the Outlook desktop app on your computer.

2. Access Automatic Replies:

   • Click on the "File" tab in the top-left corner of the Outlook window.
   • In the left-hand menu, select "Automatic Replies (Out of Office)."

3. Enable Automatic Replies:

   • In the "Automatic Replies" window, select "Send automatic replies."
   • Optionally, you can set a time range for the automatic replies by checking the "Only send during this time range" box and specifying the start and end times.

4. Compose Your Out-of-Office Message:

   • In the "Inside My Organization" tab, type the message you want to send to colleagues within your organization.
   • In the "Outside My Organization" tab, type the message you want to send to external contacts. You can choose to send replies only to contacts in your address book or to anyone who emails you.

5. Save and Close:

   • Click "OK" to save your out-of-office settings and close the "Automatic Replies" window.

6. Verify Your Out-of-Office Reply:

   • Send a test email to yourself to ensure that the out-of-office reply is working correctly.
   • Make any necessary adjustments by repeating the steps above.

Notes:

• Ensure your out-of-office message is clear and professional.
• Include the dates of your absence and an alternative contact person if applicable.

Revision History:

• Version 1.0: Initial SOP created on [09/19/2024].