When you know you will be out of the office for a period of time, you may want to send automatic e-mail replies to incoming e-mail messages, record an out of office greeting for telephone calls, and forward incoming e-mails and voice mails to a colleague. You can limit the amount of information you reveal in Out of Office e-mails, especially to people outside the Marquette community and you can choose to respond to only your contacts as it is advisable not to respond to spam.
IT Services recommends that you shut down your computer if you will be out of office for an extended period of time.
Set up E-mail to send an Out of Office reply to incoming messages
- Save a message to automatically be sent to just people with Marqnet e-mail addresses, or choose to also send to people with non Marqnet e-mail addresses.
- Set the start and end date for sending the Out of Office message, so that your computer will automatically stop sending the automatic replies when you return to the office.
- Send Out of Office messages with Outlook
- Send Out of Office messages with Entourage
- Send Out of Office messages with Outlook Web Access
Leave an Out of Office greeting on the Telephone
- Record an Out of Office greeting (rather than your regular greeting)
- Use the telephone to activate or turn off the Out of Office greeting
NOTE: The Out of Office telephone greeting will not automatically revert to your regular greeting. You must reset it when you return to the office. - Use Outlook to record an Out of Office greeting (rather than your regular greeting) for the telephone and turn it on or off.
- Forward incoming voice mails or other e-mail messages using Outlook
Send Out of Office messages with Outlook
- On the main window that appears when you start Outlook, click Tools > Out of Office Assistant. The Out of Office Assistant window will open.
- Check Send Out of Office auto-replies.
- Check Only send during this time range if you want it to automatically stop sending these messages on a date you enter as the End time.
- The message you type in the window will be sent in response to e-mails from inside Marquette University.
- Click OK and Out of Office auto-replies will be sent on the dates specified.
- Click the Outside My Organization tab, and make your selections for responses to e-mails from non Marquette senders. If you do not click on this tab, the default setting for out of office replies outside Marquette will be off.
- If you choose to send replies to e-mails from non Marquette e-mail addresses, you can select to reply to My Contacts Only and this will help avoid responding to spam.
Send Out of Office messages with Entourage
- Click Tools > Out of Office.
- Click Send Out of Office messages.
- In the Reply to message with box, type the text that you want to include in your automatic reply.
- Click OK.
- Click More options. Enter a start and end date for Out of Office messages to be sent.
- To Turn Out of Office messages off with Entourage:
Click Tools > Out of Office.
Click Do not Send Out of Office messages.
Send Out of Office messages with Outlook Web Access
- Open your browser and log on to Outlook Web Access at https://emarq.marquette.edu/owa/
- Click Options (top right).
The Options window will open. Click Out of Office Assistant.
Check Send Out of Office auto-replies
Check Send Out of Office auto-replies only during this time period: and enter the appropriate dates.
Enter the message you want in the replies.
- Scroll down and make your selection for Out of Office replies for senders outside Marquette.
Leave an Out of Office greeting on the Telephone
- Use the telephone to record an Out of Office greeting (rather than your regular greeting)
Press the Voice mail button on your phone or dial 8-6990 from a Marquette phone, or 288-6990 from an outside phone. You will be prompted to enter your PIN. A menu will ask you to make a selection by repeating out loud the item of your choice. You can interrupt and say one of the items below to make that choice immediately. If you prefer to use the keypad, press 0 and you will hear a message that tells you to press 0 again to start using the touch tone system. The keypad menu options will be provided at that time.
Choose Personal Options (press 6) and press 2, Record a greeting, and then press 2 to record your Out of office greeting.
- Use the telephone to choose the Out of Office greeting or to switch back to your regular greeting.
Access your voice mail on the phone, then choose Personal Options (press 6) and Turn On/Off Telephone Out of Office Status (press 1).
- Use Outlook to record and activate an Out of Office greeting (rather than your regular greeting) for the telephone or to switch back to your regular telephone greeting.
Click Tools > Options. Click the Voice Mail tab. The window below will open up.
In the Voice Mail section, select the Out of Office voice mail greeting.
Click Call to play the message or to record a new greeting.
IMPORTANT: The Out of Office telephone greeting will not automatically revert to your regular greeting. You must reset it when you return to the office. You will need to access this window and select Voice Mail greeting. - Use Outlook to forward Voice Mail messages or other e-mail messages
Click Tools > Out of Office.
Check Send Out of Office auto-replies and Only send during this time range: to specify a start and end time for forwarding messages.
Click Rules (bottom left).
The Out of Office Rules window opens. Click Add Rule.
Specify who the message should be From… who it should be Sent to… (for example yourself so that this will exclude messages that are forwarded to you).
To forward voice mails specify that the subject is Voice Mail from.
Check Forward.
Enter the name of the person you want the voice mail forwarded to or search for it in the global address list in the To… field.
Click OK.
Please contact the IT Services Help Desk at (414) 288-7799 with questions.
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