Clever Clogs tip # 742
1 June 2024


Three "Automatic replies" settings you might not be using, but probably would (new Outlook) *

Hello and welcome to the tip of the month June.

Until six months or so ago I was a big naysayer of the new Outlook and was grateful we didn't have to make the swap any time soon. (That is, unless you are using Windows Mail.) Nowadays I keep both versions open and have lots of reason to work with the new version. The new settings of Automatic replies is one of those.

Settings are no longer found under File > Options (as a matter of fact, there is no File tab in the new Outlook); it has its own button in the top right hand corner. One click less! (Not that I'm counting ;)

A link to Automatic replies is immediately visible, but if you prefer you can type (part of) Automatic replies in the Search settings box.

So what are the three things I love?

First of all... Block my calendar for this period.
The title you specify for the event will be what goes into your calendar. In the example below, mine was away.

Secondly, Automatically decline new invitations for events that occur during this period.
When someone sends you an invitation during the period you're away, Outlook will automatically decline meeting requests. They will show in your calendar as being declined.

The message that was sent to the organiser is saved in your Sent Items folder...

... and reads like this

The organiser will receive an Automatic reply as well as a Declined message. The Tracking has also been updated.

The third setting I love is at the bottom of the Automatic Replies settings dialog box: Send replies outside your organisation > Send replies only to contacts.

It avoids letting people know that your property might be empty. Stay safe while on holiday with the new Outlook automatic replies!

Finally, if - like me - you think this feature is helpful, why not let Microsoft know?

Don't get me wrong, there are still lots of things we hope will change. So let Microsoft know! You can use Help > Feedback and if you are an EA/PA add "I'm an EA" so they know the suggestions or issues come from the EA/PA community. EAs and PAs live and breathe all things Outlook and Microsoft knows that you are an extremely important group!

Related tips

  1. 5 tips to prevent email overload upon your return from holiday : tip_546.php
  2. Reduce the number of messages in your inbox upon your return from holiday: tip_576.php
  3. Undo send, move and delete for up to 10 seconds (new Outlook): tip_737.php

Last month's CleverClogsTipTime on LinkedIn (newest posts first)

  1. Send and Receive email messages and calendar appointments in Outlook (Sync)
  2. Find files or folders in File Explorer
  3. Automatically colour-code meetings by words in the title
  4. Getting too much email?
  5. A quick way to find the last day of the month in Excel
  6. Pasting just got easier
  7. 10 things you need to know about dates in Excel
  8. Do you remember the days you could edit your Word document from Print Preview?
  9. Did you know that the symbol for a paragraph ¶ is called the pilcrow?

Until next month!

K.

PS If you and your colleagues are worried about the new Outlook, let me help making the transition easier. Follow me on https://www.linkedin.com/in/karenroem/ for up-to-date tips or why not organise a one-hour webinar so that I can rub off some of my enthusiasm - and warn you about the bits and bobs we might lose if we don't say anything. I still have some availability over the summer period.


* Unless stated otherwise this tip is written for Microsoft 365 desktop apps and Windows 11 users, but might also be useful in Office 2010, 2013, 2016 and 2019 using Windows 11.