Have you ever tried contacting a customer or technical support and have not heard back from them for a few days? Isn’t it a disappointing situation?
This is probably one of the common problems many customers face as businesses fail to understand problems and set up auto-reply messages.
This also happens within your organization. Where someone from the other department is waiting for your reply for days or weeks and they don’t know you are away from work. Failing to tell people that you’re out of the office could come back to go after you, especially if they’re expecting a prompt reply.
Before heading out for a vacation and that much-needed time off, it’s vitally important that you set up an out-of-office reply with Outlook Office 365.
Outlook Office 365 is a useful tool that can help you automate replies.
What Is An Autoresponder And Why Setting Up An Automatic Reply On Outlook?
An autoresponder is a script that automatically replies to emails sent to a specific email address for several purposes or reasons. Setting out of office messages/replies allows you to communicate and tells people your absence or delayed replies. Automated reply messages let the customers be informed with the right responses that show you care and value their concerns. They become sure that you as a business are looking into the issue and they will get the resolution soon.
It also gives you the opportunity to add a little personality to your emails or brand. Just make sure to craft it in a manner that keeps your brand and says what the business does and provides a personal touch to the customers.
Out of office messages might include information like:
- Why are you away
- How long you will be gone
- The date you will return
- Who to contact in an emergency or for immediate help
This could be easily done if you have applications like Microsoft Outlook that lets you set up auto-responses.
But how do you actually set up an auto-response? Here are the steps that you may follow for an easy setup.
How To Set Up An Outlook Automatic Reply
1. Open your desktop outlook account. Select File and Click Automatic Replies.
2. In the Automatic Reply prompt box Click Send on Automatic Replies
Note: You may set the date and time range you’ll be unavailable. If you are using an office, business or school account you’ll be seeing two tabs “Inside my Organization” “Outside my Organization” but if it’s for personal use you will only see one generic message
3. Click on the Inside My Organization tab, and start customizing your message you want to send to your colleagues. Then click Ok.
Note: Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only.
4. If you go back to your outlook, you’ll see on the top corner a yellow highlight that tells you automatic replies have been set up on your account.
How To Set Up An Automatic Reply Account On Outlook Web
- Go to your account on the web. Click on Settings.
- Type in Out of Office or Automatic Replies
- Like desktop outlook, a prompt box will show up. Turn on the Automatic Replies and specify the dates and customize your message.
The possibilities are endless, but remember the reason you’re setting the automatic reply in the first place. You may add humor and clever jokes that can certainly have a positive impact on your brand (personal or professional), make sure the creativity in your OOO reply isn’t dismissive of the email sender’s needs.
Always double-check your responses to make sure you’re including the important information, like when you’ll return and what the sender can expect in the meantime.
Using an out-of-office message is part of customary, professional email communication. However, it is essential to think twice about the information you share when setting up your OOO message.
Moreover, automatic out-of-office messages carry a great advantage for spam senders, when sending messages to thousands of randomly generated email addresses, the automatic reply acts as a filter, letting senders know which addresses actually exist.
Only certain types of accounts support the Automatic Replies (Out-of-Office) feature. If you don’t see the Automatic Replies button, your email account doesn’t support this feature. However, if you leave Outlook running while you’re away, you can use rules to reply to your email messages automatically.
If you wish to use the Automatic Reply and If you are planning to go for a vacation or need some time to rest, set up an Automatic Reply as easy as 3-4 steps. If you don’t have a license for Microsoft Apps yet, Fast Softwares will bring it to you instantly. Yes, after your purchase, details will be sent to you digitally. Awesome, right?!
Need MS Outlook For Setting Up Automatic Reply?
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