Automatic Replies

  • Automatic Replies
  • Outlook Client
  • Outlook WebApp
  • Phone Temp Message
  • Examples
 

Are you going to be out of the office for a few days?

Setting up an automatic reply is easy, click on one of the tabs located above for direction on how to create an auto reply from either the desktop version or through the Bruin Portal. Don’t forget to set a temporary greeting for your office phone.

Automatic Replies – Outlook Client

You will only have to set up Automatic Replies in one place, either the Desktop version or through the Portal.

In Outlook, click on “File” on the left, then click “Automatic Replies” button in the middle.

File and Automatic replies image

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The “Automatic Replies” window pops up, by default “Do not send automatic replies” option is selected.

Automatic replies default image

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1. Click the radio button for “Send automatic replies” option.
2. Define a start time and an end time for how long the auto message will apply.
3. Under “Inside My Organization” tab, compose your message in the text field.
4. You can format the message in any way that you want.
5. You can also add more specific conditions by clicking the “Rules…” button.

Automatic replies image

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1. Click “Outside My Organization” tab:
2. If you want people outside of KCC to receive an auto-reply, type in a message.
3. Choose whether you would like to send an auto reply to each person who sends you an e-mail message or only to people who are listed in your Contacts.

Outside organization image

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If you did not use a date range, you will need to turn off your auto replies when you return to campus.
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Automatic Replies – Outlook WebApp (Portal version)

You will only have to set up Automatic Replies in one place, either the Desktop version or through the Portal.

After logging into the portal email, click on your setting (gear) icon and select “Set automatic replies.

Email Options image

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The “Automatic Replies” window pops up, by default “Do not send automatic replies” option is selected.

Automatic replies do not send image

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1. Click the radio button for “Send automatic replies” option.
2. Define a start time and an end time for how long the auto message will apply.
3. The top section is for KCC emails only, compose your message in the text field.

Send automatic replies to inside organization image

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1. Send automatic reply messages to senders Outside of KCC.
2. Compose your message.
3. Save the changes.

Automatic replies for outside organization image

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Click on the arrow at the top left of the screen to return to your emails.

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Everytime you login to your email, this “Automatic Replies” notification will pop up as long as it is active. If you are ready to turn them off click “yes” otherwise click “no”.

Automatic reply notification image

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If you are ready to turn off the Automatic Replies, you can either do it as you login to the Portal Email from the notification by clicking “yes”. Or you can select the settings (gear) icon at the top right of the screen, and click on “Set automatic replies”. Finally click the “Don’t send automatic replies” and save at the bottom.

Turn off auto replies image

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Temporary Absence Greeting

During the holiday season or vacation time, phone messages should be changed to a “Temporary Absence” greeting to inform callers of your limited availability. You can also set an expiration date for your temporary greeting to automatically change back to your regular greeting upon return.

Step 1: From your primary extension, press ‘Message’ and enter your extension number followed by #, enter your password followed by # and press 82 for greetings. Press 3 for “Temporary Absence” greeting.

Step 2: To record your “Temporary Absence” greeting, press 5 and wait for the tone before you start recording. When you’re done recording, press #.

Step 3: To replay your recording, press 2. If you are not happy with the recording and want to delete it, press 76. To re-record, follow step 2.

Step 4: If you are satisfied with the recording and do not wish to set up the expiry date and time and wish to exit, press 4. You will be notified that the temporary greeting will not expire automatically. It will be played to callers until it is deleted. Remember upon returning from the holiday or vacation break that you will need to delete the temporary greeting. To do so, follow Steps 1 and 3.

Step 5: If you are satisfied with the recording and want to set up the expiry date and time, press 9. Enter the month, day and time (e.g. June 25th at 8 a.m.). For example, June=06#, 25th=25# and 8=8#. You will be asked for AM=1 and PM=2. After entering the date and time, the recording will recite the desired expiration date. When this is complete, press 4 to exit.

If you are stumped on figuring out what information to add to your email to manage your presence while you are away autoresponder messages, here are 7 examples– and fill in the blank templates that you can use as a reference and guide:

Example 1:
[Your Greeting] Thank you for your email. I’m out of the office and will be back at (Date of Return). During this period I will have limited access to my email.

For immediate assistance please contact me on my cell phone at (your cell phone number).

Best Regards,
[Your Name]

Example 2:
[Your Greeting]

I will be out of the office from (Starting date) until (End date).
If you need immediate assistance please contact (Contact Person).

Kind Regards,
[Your Name]

Example 3:
[Your Greeting]

I will be out of the office starting (Starting Date) through (End Date) returning(Date of Return).

If you need immediate assistance during my absence, please contact (Contacts Name) at (Contacts Email Address). Otherwise I will respond to your emails as soon as possible upon my return.

Warm Regards,
[Your Name]

Example 4:
[Your Greeting] Thank you for your message. I am currently out of the office, with no email access. I will be returning on (Date of Return).

If you need immediate assistance before then, you may reach me at my mobile – (Mobile Number).

Kind Regards,
[Your Name]

Example 5:
[Your Greeting] I will be out of the office this week. If you need immediate assistance while I’m away, please email (Contact Email Address).

Best,
[Your Name]

Example 6:
[Your Greeting]

I will be away from (Date) until (Return Date). For urgent matters, you can contact (Contact Person).

Best Regards,
[Your Name]

Example 7:
[Your Greeting] Thank you for your email. Your message is important to (Us/Me) and (I/We) will respond as soon as possible.

Thank You!
[Your Name]