Gone Fishing

May 21, 2015

Another summer is upon us and hopefully most of you are thinking about leaving town for all or part of the summer. If you truly wish to disconnect or hand off inquiries to someone else, there are a couple of housekeeping items that might help make your getaway a smooth one:

Email Out-of-Office

Outlook Web

Even if you have already left town, you can always set an Out of Office reply on Outlook Web from any browser by following the instructions on the Outlook Web page. As a reminder, if you are checking your email from a computer that doesn’t belong to you, make sure you shut down or restart the computer after accessing any Cal Lutheran resource.

Outlook 2010 and 2013 (Windows)

To turn on Out of Office replies:

  • Click on the ‘File’ tab at the top of the Outlook window
  • Click on ‘Info’, then select ‘Automatic Replies’
  • Select Send automatic replies radio button (uncheck upon your return)
  • Select a specific date and time range
  • Specify different messages for people in and out of the organization (Separate tabs).
  • Click OK to complete

Outlook 2011 (Macintosh)

To turn on Out of Office replies:

  • Click on Tools
  • Select Out of Office from the menu bar
  • Select Send Out of Office messages radio button (uncheck upon your return)
  • Enter your out of office message in the Reply to messages with box below
  • Specify a start and end time for the reply to activate and deactivate. Check the I am out of the office between box and specify the time in the START date and End Date
  • Note: The response entered in this field will ONLY be sent to internal Cal Lutheran email addresses
  • Check the box Send replies outside my company and whether it is sent to everyone or only those in your contact list
  • Click OK to complete

Voicemail Greeting

For those with a Shoretel office phone or extension, you might want to set a greeting notifying callers of your absence (Since PLTS is also on a Shoretel system, these instructions will work from within the GTU supported phone system by dialing the PLTS voicemail system).  As most of you know, you can setup messages for different  Call Handling Modes on the Shoretel system, including an Out of Office or Extended Absence modes. Follow the How to create an out of office greeting section of the Cal Lutheran Shoretel online guide.

If you have questions about this subject or any other technical matter, please call the Help Desk at (805) 493-3698 or send e-mail to helpdesk@callutheran.edu.

As a reminder, ISS staff will never ask you for your password.