ITS

Information Technology Services
Information Technology Services

Automatic Replies

Whether you are going on vacation or will be away from the office for some other reason, using the newly enhanced automatic replies feature makes preparing for your time away a little bit easier.  Using the new features, you will be able to set up an automatic reply to respond to incoming email and manage your calendar while you are away, all in one place.

Note:  Microsoft added enchanced features to Automatic Replies in April 2016.  Those enhancements are included in this tutorial indicated by (New Feature).  For a description of the new features see the Features for Microsoft Office 365

  1. Log into Office 365
    • Automatic replies are set within the Email app. 
    • From the Apps menu select Email
    • Open the Settings menu
    • From the drop down menu select Automatic replies

    screenshot illustrating above step

  2. The Automatic replies screen will open
    • Check the radio button beside Send automatic replies
    • Check the box beside Send replies only during this tme period.
      • Set your Start time:  Date and time
      • Send your End time: Date and time
    • Check the Box beside Block my calendar for this period (New Feature)
      • Anyone looking at your calendar or trying to schedule a meeting with you will find this time blocked on your calendar
    • Enter a Title for your time away
    • Check the box beside Automatically decline new invitations for events that occur during this period. (New Feature)
      • If you receive an invitation during your away time, it will be declined automatically sending the reply message (below) 
    • Check the box beside Decline and cancel my meetings during this period (New Feature)
      • A preview of your appointments and meetings currently scheduled during your away time will be shown
      • Select which ones you would like to cancel. 
    • Enter a message to be sent in reply to email and meeting invitations
    • You can choose to Send automatic reply messages to senders outside my organization or create a seperate message
    • When finished, click the OK button at the top of the screen

    screenshot illustrating above step

  3. If you choose to decline and cancel my meetings during this time you will receive a message indication they are being canceled
    • Click the OK button

    screenshot illustrating above step

  4. If you open your calendar you will see that an all day even is not at the top
    • The time you have indicated you will be away has been marked as busy
    • The meetings you have chosen to cancel are gone from your calendar
    • If you choose to leave meetings or events they will remain in your calendar

    screenshot illustrating above step