When you know you will be out of the office for a period of time, you may want to send automatic e-mail replies to incoming e-mail messages, record an out of office greeting for telephone calls, and forward incoming e-mails and voice mails to a colleague. You can limit the amount of information you reveal in Out of Office e-mails, especially to people outside the Marquette community and you can choose to respond to only your contacts as it is advisable not to respond to spam.

IT Services recommends that you shut down your computer if you will be out of office for an extended period of time.


Set up E-mail to send an Out of Office reply to incoming messages

Leave an Out of Office greeting on the Telephone


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Send Out of Office messages with Outlook

Using Outlook 2013

To forward e-mail messages with Outlook, click Rules (bottom left).
Click Add Rule.
Specify who the message should be From… who it should be Sent to… (for example yourself so that this will exclude messages that are forwarded to you).
Enter the name of the person you want the voice mail forwarded to or search for it in the global address list in the To… field.
Click OK.

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Send Out of Office messages with Outlook for Mac 2011

 
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Send Out of Office messages with Outlook Web App

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LEAVE AN OUT OF OFFICE GREETING ON THE TELEPHONE

Use the telephone to activate or deactivate Out of Office greeting

  1. Access your voice mail:
    Press the Voice mail button on your Marquette phone.

    Or dial the voicemail number associated with the picture of your Marquette phone on the Campus Phones and Voice Mail web page.
  2. You will be prompted to enter your voice mail PIN.
  3. Say Personal Options (or press 6). Then press 1 to Turn On/Off Telephone Out of Office Status. To customize your Out of Office greeting, see below.

Use the telephone to record a personal Out of Office greeting

While in voicemail on the telephone, say Personal Options (or press 6). Once you are in Personal Options, you need to use the telephone keypad. Press 2 to record your Greetings. To record your greeting while you are away, press 2. Record your Out of Office greeting.

Use Lync to change your personal greeting

  1. Open Lync. Click the Phone icon.
  2. Click the gear icon to reveal a drop-down menu.
  3. Click Change Greetings.



Your phone will ring and you will be prompted to record a personal greeting or a personal out of office greeting. If you prefer, you can use the prerecorded messages.

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Reset Your Voicemail Greeting When You Return to the Office

IMPORTANT: The Out of Office telephone greeting will not automatically revert to your regular greeting. You must reset it when you return to the office. See activate or deactivate Out of Office greeting by phone or via Outlook Web Access.

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Use Lync to forward Voice Mail messages


Click the call forwarding down arrow (bottom left) > Forward Calls to and make a choice.
To change the mobile number and for more options click Call Forwarding Settings.

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Use Outlook Web App to activate an Out of Office greeting (rather than your regular greeting) for the telephone or to switch back to your regular telephone greeting.

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Please contact the IT Services Help Desk at (414) 288-7799 with questions.

 

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