Out of office in Microsoft 365
What you need to know about automatic replies in Office 365 / Microsoft 365
An automatic reply is a message that your email server sends in certain situations, in reply to another email. A good example of an auto reply is an out of office (OOO/OOF) message. But you already knew that, right? This guide goes into much more detail about automatic replies in Microsoft 365 (Office 365).
Why use automatic replies in Microsoft 365?
There are some common scenarios in which automatic replies come in handy:
when you want your recipients to know that you’ve received their request and that you’re on it. It is also useful to specify other contact methods, just in case.
Out of office messages
when you (or your whole team) are out of office, it is crucial to let your recipients know about that and what they can do in the meantime. Read on to learn more about out of office messages.
you might have changed your email address because your name changed, or your company was acquired, and you have a new domain. It is often a good idea to let your recipients know they’re knocking on the wrong door.
Out of office messages in Microsoft 365
To set up your auto responses and out of office status in Office 365, you can use a number of options:
After you set it up in any of those places, the information goes to the server. Then, any time someone tries to reach you, they will get an automatic response.
Setting up automatic replies for another user in Microsoft 365
While setting up your own out of office status is not rocket science, people often fail to do so before leaving the office. Here are some of the most popular reasons for not setting the OOO/OOF messages up:
Leaving your recipients without any information about your absence is not professional. That’s why organizations need a way to set those automatic replies for other users. Thankfully, there are quite a few ways to handle auto-reply and out of office messages for teammates:
Want to know how to do that exactly? See this step-by-step tutorial
Limitations of Microsoft 365 automatic responses
Standard out of office messages and auto responses are extremely useful. They do come with some challenges, though:
Fortunately, there is a solution which lets you manage automatic responses in a better way.
How to effectively manage automatic replies in Microsoft 365?
If you need more than the native autoreply mechanism can offer, try CodeTwo Autoresponder for Microsoft 365. Some of the advantages it gives you:
Autoresponder is an integral part of CodeTwo Email Signatures for Office 365 – the world leading email signature management service. It lets you centrally manage email signatures, legal disclaimers and marketing campaign for all users in your Microsoft 365 (Office 365) organization, regardless of email clients and devices used.