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To create a vacation notice
in Outlook 2016

When the vacation time starts, and the desk does not want to let you go, because the stream of e-mails that you want to be answered does not tear off, that can be annoying.

But there is the absence assistant in Outlook, which informs the sender not only that you finally enjoy your deserved break, but also ensures that important e-mails are still processed by forwarding to a colleague.

You can find out how to activate the Out of Office Assistant in Outlook 2016 in our article

Abwesenheitsnotiz in Outlook
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To create a vacation notice in Outlook 2016

When the vacation time starts, and the desk does not want to let you go, because the stream of e-mails that you want to be answered does not tear off, that can be annoying.

But there is the absence assistant in Outlook, which informs the sender not only that you finally enjoy your deserved break, but also ensures that important e-mails are still processed by forwarding to a colleague.

You can find out how to activate the Out of Office Assistant in Outlook 2016 in our article

Abwesenheitsnotiz in Outlook
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1. What do I need for the Out of Office Assistant?

1. What do I need for the Out of Office Assistant?

In order for the Out of Office Assistant to work as you would expect, you need an Exchange-compatible email account in addition to Outlook as Exchange Client software, as well as a Mail Exchange Server which – unlike normal email accounts that simply receive and send your email Provide retrieval – the task is not only to receive emails, but also to set rules for them.

Large companies usually have their own mail servers on which the Microsoft Exchange software (or alternatives) are installed. Something is worthwhile for private individuals, freelancers, and single self-employed but usually not.

But there are also solutions for the private sector and small businesses:

Check if your provider offers the ability to convert your existing email account into an Exchange compatible one, or hire a Small Business Hosted Exchange solution from a professional company.

These are already available from about 2, – € per month, and also offer many other benefits such as:

Check if your provider offers the ability to convert your existing email account into an Exchange compatible one, or hire a Small Business Hosted Exchange solution from a professional company.

These are already available from about 2, – € per month, and also offer many other benefits such as:

  • reliable virus protection
  • regular backups

In order for the Out of Office Assistant to work as you would expect, you need an Exchange-compatible email account in addition to Outlook as Exchange Client software, as well as a Mail Exchange Server which – unlike normal email accounts that simply receive and send your email Provide retrieval – the task is not only to receive emails, but also to set rules for them.

Large companies usually have their own mail servers on which the Microsoft Exchange software (or alternatives) are installed. Something is worthwhile for private individuals, freelancers, and single self-employed but usually not.

But there are also solutions for the private sector and small businesses:

Check if your provider offers the ability to convert your existing email account into an Exchange compatible one, or hire a Small Business Hosted Exchange solution from a professional company.

These are already available from about 2, – € per month, and also offer many other benefits such as:

Check if your provider offers the ability to convert your existing email account into an Exchange compatible one, or hire a Small Business Hosted Exchange solution from a professional company.

These are already available from about 2, – € per month, and also offer many other benefits such as:

  • reliable virus protection
  • regular backups

2. Create Absence Notice with Exchange account in Outlook

2. Create Absence Notice with Exchange account in Outlook

If you have set up a corresponding e-mail account in Outlook, a new button named “Automatic responses” will now be visible under the “File”“Information” tab.

Note: This button is only displayed if you have registered an Exchange-compatible e-mail account in Outlook.

See picture: (click to enlarge)

Abwesenheits-Assistent in Outlook
Outlook-Automatische Antworten
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In the next dialog box, you can then specify the desired standardized message that should be displayed to everyone, as well as the desired period in which you will not answer any messages yourself.

In any case, make sure under which tab you enter which settings and automatic messages. There is a distinction between:

  • Within my organization
  • Outside my organization

The first point concerns only e-mail accounts that are in your in-house network, while the second point concerns all e-mail accounts that come in from outside.

You can further specify your absence notice under the heading “Rules” below and there among other things:

  • For certain senders have their own automated messages output
  • In addition to the automatic answer, set up a forwarding (eg to a work colleague)
  • and much more
Advertisement

After activating the Out of Office Assistant, you will see this again every time you open Outlook. In this way, do not forget to turn it off again when it is available again.

See picture: (click to enlarge)

Outlook-Automatische Antwort vorbereiten
Meldung-automatische-Antwort-Outlook

If you have set up a corresponding e-mail account in Outlook, a new button named “Automatic responses” will now be visible under the “File”“Information” tab.

Note: This button is only displayed if you have registered an Exchange-compatible e-mail account in Outlook.

See picture:

Abwesenheits-Assistent in Outlook
Outlook-Automatische Antworten
Advertisement

In the next dialog box, you can then specify the desired standardized message that should be displayed to everyone, as well as the desired period in which you will not answer any messages yourself.

In any case, make sure under which tab you enter which settings and automatic messages. There is a distinction between:

  • Within my organization
  • Outside my organization

The first point concerns only e-mail accounts that are in your in-house network, while the second point concerns all e-mail accounts that come in from outside.

You can further specify your absence notice under the heading “Rules” below and there among other things:

  • For certain senders have their own automated messages output
  • In addition to the automatic answer, set up a forwarding (eg to a work colleague)
  • and much more
Advertisement

After activating the Out of Office Assistant, you will see this again every time you open Outlook. In this way, do not forget to turn it off again when it is available again.

See picture:

Outlook-Automatische Antwort vorbereiten
Meldung-automatische-Antwort-Outlook

3. Create Absence Notice without Exchange account in Outlook

3. Create Absence Notice without Exchange account in Outlook

Now you might think:

“If it’s at no cost to an Exchange Server, why hire one?”

It is true that only a mail exchange server can offer you the possibility to organize the e-mail traffic in your absence so that it makes sense. Therefore, the method described here is really just a stopgap that is not actually recommended permanently.

As previously described, the Auto Reply button will only be displayed if we have an Exchange email account in Outlook. So we do a workaround:

  • Write a new e-mail with the content that should automatically be sent as a reply to a sender, leaving the recipient line free
  • In the “Start” tab, go to “Save as”, select “Outlook Template * .oft” as the file format and save the template

See picture (click to enlarge)

Abwesenheitsnotiz ohne Exchange Konto
Abwesenheitsnotiz ohne Exchange Konto speichern
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Next we go into Outlook we follows:

  • Under the tab “File”“Information” on “Manage rules and notifications”
  • In the dialog box on “New Rule”
  • In the next dialog box, click on “Apply rule to messages received by me”
  • Then click on “Next”

See picture: (click to enlarge)

Outlook Regel Assistent - Neue Regel festlegen
Outlook Regel Assistent - Bedingungen

In this example, we simply apply our new rule to all messages that are either directed to us directly or in which we are in the mailing list. Of course you can handle that as you like and specify everything individually.

Advertisement

Let´s continue:

In the further dialog, specify what should happen to the e-mails and select “Answer this with a specific template”
Click on the link in “a specific template”, and look in the next window, the template you have previously saved as such.

See picture: (click to enlarge)

Outlook Regel Assistent - Antwortvorlage auswählen

In the next dialog window you will see that our rule is expanding and clarifying exactly what should happen when. We could theoretically put an end to it, and complete our rule as it is, or we can refine it a little bit further.

As we know that there is an exception for each rule, we also have the option to choose from a large number of exceptions.

See picture: (click to enlarge)

Outlook Regel Assistent - Regelbeschreibung
Outlook Regel Assistent - Regeln-Ausnahmen

After we have fixed any possible exceptions, we can now click on “Finish”, and in the last step of our rule, give a name.

It also makes sense to come up with a name for it, which afterwards can be assigned from the memory of a certain rule construction (and not just Rule 1, Rule 2, etc.), because maybe someday you will create different rules.

See picture: (click to enlarge)

Outlook Regel Assistent - Regelbeschreibung
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Well, that’s it.

This approach of using some type of Out of Office Assistant is pretty fiddly, as you’ve seen, and of course the whole thing works, of course, the machine on which Outlook is active with these rules runs the whole duration of your absence, as long as there is no Exchange Server doing that

Print Friendly, PDF & Email

Now you might think:

“If it’s at no cost to an Exchange Server, why hire one?”

It is true that only a mail exchange server can offer you the possibility to organize the e-mail traffic in your absence so that it makes sense. Therefore, the method described here is really just a stopgap that is not actually recommended permanently.

As previously described, the Auto Reply button will only be displayed if we have an Exchange email account in Outlook. So we do a workaround:

  • Write a new e-mail with the content that should automatically be sent as a reply to a sender, leaving the recipient line free
  • In the “Start” tab, go to “Save as”, select “Outlook Template * .oft” as the file format and save the template

See picture:

Abwesenheitsnotiz ohne Exchange Konto
Abwesenheitsnotiz ohne Exchange Konto speichern
Advertisement
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Price incl. VAT., Excl. Shipping
*Zuletzt aktualisiert am 17. August 2018 um 13:32 . Preise können sich geändert haben. Alle Angaben ohne Gewähr.

Next we go into Outlook we follows:

  • Under the tab “File” – “Information” on “Manage rules and notifications”
  • In the dialog box on “New Rule”
  • In the next dialog box, click on “Apply rule to messages received by me”
  • Then click on “Next”

See picture:

Outlook Regel Assistent - Neue Regel festlegen
Outlook Regel Assistent - Bedingungen

In this example, we simply apply our new rule to all messages that are either directed to us directly or in which we are in the mailing list. Of course you can handle that as you like and specify everything individually.

Advertisement

Let´s continue:

In the further dialog, specify what should happen to the e-mails and select “Answer this with a specific template”
Click on the link in “a specific template”, and look in the next window, the template you have previously saved as such.

See picture:

Outlook Regel Assistent - Antwortvorlage auswählen

In the next dialog window you will see that our rule is expanding and clarifying exactly what should happen when. We could theoretically put an end to it, and complete our rule as it is, or we can refine it a little bit further.

As we know that there is an exception for each rule, we also have the option to choose from a large number of exceptions.

See picture:

Outlook Regel Assistent - Regelbeschreibung
Outlook Regel Assistent - Regeln-Ausnahmen

After we have fixed any possible exceptions, we can now click on “Finish”, and in the last step of our rule, give a name.

It also makes sense to come up with a name for it, which afterwards can be assigned from the memory of a certain rule construction (and not just Rule 1, Rule 2, etc.), because maybe someday you will create different rules.

See picture:

Outlook Regel Assistent - Regelbeschreibung
Advertisement
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Kapazität: 64 GB, Flash Card Typ: MicroSDXC, Flash-Memory-K...

List Price: € 30.99 You Save: € 11.99 (39%) Prime Price: € 19.00 zum Angebot*
Price incl. VAT., Excl. Shipping
*Zuletzt aktualisiert am 17. August 2018 um 12:52 . Preise können sich geändert haben. Alle Angaben ohne Gewähr.

Well, that’s it.

This approach of using some type of Out of Office Assistant is pretty fiddly, as you’ve seen, and of course the whole thing works, of course, the machine on which Outlook is active with these rules runs the whole duration of your absence, as long as there is no Exchange Server doing that

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About the author:

Michael Suhr
Michael SuhrWebdesigner / Economist
After 20 years in logistics management, I have been working as a freelance web designer and office trainer since the beginning of 2015. Incidentally, I give tips and tricks for more digital skills in my blog as time permits.

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About the author:

Michael Suhr
Michael SuhrWebdesigner / Economist
After 20 years in logistics management, I have been working as a freelance web designer and office trainer since the beginning of 2015. Incidentally, I give tips and tricks for more digital skills in my blog as time permits.

Search by category:

Advertisement
#1
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List Price: € 109.99 You Save: € 20.00 (18%) Prime Price: € 89.99 zum Angebot*
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2018-08-14T11:50:09+00:00By |Categories: Office 2016, Outlook 2016|Tags: |
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