Out of Office Protocol (OOO)

When we plan to be out of the office, such as on vacation, it is important we update our Outlook Calendar to reflect this status for other team members’ visibility.

1. In Calendar, select New Appointment.

2. Enter a Title, “[Your Name] - [event description]” i.e. “James - On Vacation”

3. If we are going to be out for an entire day then select the “All Day Event” check-box. Enter a Start Date and End Date.

4. If we are only going to be out of the office for part of a day then enter a Start Time and End Time.

5. In the top ribbon select Options > Show As > “Out of Office”

6. Action > Save & Close


Make Out of Office status visible on your team members calendar

1. In Calendar, select New Meeting.

2. Enter a Title, “[Your Name] - [meeting description]” i.e. “James - On Vacation”

3. Tag your team members in the Required field.

4. If we are going to be out for an entire day then select the “All Day” check-box. Enter a Start Date and End Date.

5. If we are only going to be out of the office for part of a day then enter a Start Time and End Time.

6. In the top ribbon select Options > Show As > “Free” 

7. Action > Save & Close


Out of Office Automatic Replies

Once you set up an Out of Office Appointment, you also need to ensure that anyone that emails you, while you are not available, receives auto reply indicating to them that you are not available. Follow the below steps to setup an Auto-Reply:

1. Select File > Automatic Replies.

2. Select Send Automatic Replies.

3. Select Only Send During This Time Range.

4. Choose the dates and times you'd like to set your automatic reply for. This time range is the same time range your ‘Out of Office’ appointment is for

5. Type in a message, Be sure to indicate the dates you are not available. For example: ‘I am out of office from Monday, January 1 to Wednesday, January 3. Please contact [email protected] for urgent issues. I will reply to your email upon return to office on January 4.’

6. Select OK.


You will need to repeat this process each time you are going to be out of the office, with new out-of-office dates.



Turning Off OOO Automatic Replies

1. Upon your return to the office you'll see a yellow banner at the top of your Outlook screen. 

2. Select 'Turn Off Automatic Replies'.

3. When you receive your next email check  your 'Outbox' to make sure your email did not automatically reply.