Creating an out-of-office reply
An out of office note is an automatic reply to incoming emails that informs the sender of the recipient's absence. Out-of-office notifications are only possible for server installations, not for single-user installations.
- Create an out-of-office reply for yourself
Out-of-office reply notes can be individually phrased or based on text templates for repeated use.
- Go to the Communication tab in the function bar and select Out-of-office reply.
- The standard Out-of-office reply can be customised individually.
- To select a template, click on Out-of-office reply and select a text templates belonging to the "Email auto-replies" group.
Note: If you select a template, the text of the original note will be deleted. - In the toolbar, click on the Inactive icon to change the status to Active.
- Save your input by clicking on the icon in the top left-hand corner of the input window.
- Create an out-of-office reply for others
You can activate out-of-office notes for another user or user group as long as you are authorised to do so as a delegate (Authorise a delegate for yourself or others)
- Go to the Communication tab in the function bar and select Out-of-office reply.
- Select the user you want from the drop-down list On behalf of other user.
- If required, adjust the text or select a text template from the drop-down menu Out-of-office reply.
- In the toolbar, click on the Inactive icon to change the status to Active.
- Save your input by clicking on the icon in the top left-hand corner of the input window.
- Be reminded of the out-of-office reply
Choose to be prompted when exiting the application if an out-of-office message is enabled. This prevents the out-of-office message from being sent unintentionally after the user is available again.
- Go to the Options tab on the function bar and click on Settings.
- Tick the box to activate Confirm out-of-office reply when closing application.
- Confirm your input by clicking Save.