Summer Etiquette

May 26, 2016

First, a quick reminder of the computer training schedule: The last in the series of computer security workshops, this one titled “Think Like a Hacker”, will be held today from 10:15 – 11:00 Library Computer Lab Room 130. Recordings of previous sessions for those who missed them can be found on the ITS training page.

Setting up an email Out-of-Office greeting

As we speed into summer, follow the instructions below to set email and voicemail out-of-office greetings if you are planning on making a true getaway this summer. Setting proper out-of-office greetings on your voicemail and email will let your colleagues and customers know you are gone and who to reach in your absence.

Outlook Web

Even if you have already left town, you can still set an out-of-office greeting from anywhere. Smart tip! 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

Setting up a voicemail Greeting

Those of you with a Shoretel office phone or extension 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 into 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 article within the telecom section of the ITS knowledgebase.

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

Smart tip! As a reminder, ITS staff will never ask you for your password.