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Let Notes automatically inform people that you are out of the office, and when you will return.
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Table 1. Welcome
Step | Caption | On-screen action |
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1.1 | This video demonstrates how to set the out-of-office notification service to send an automated reply to people who send you mail while you are away. The automated reply tells people that you are out and when you will return. Notes also provides you a summary of automated replies when you return. | IBM social business animation displays with video title.
© Copyright IBM® Corporation 2013 |
1.2 | From your Notes inbox, choose More -> Out of Office. | Screen displays the Notes inbox. Click More -> Out of Office. |
1.3 | Select the date you are leaving the office. You can also specify particular hours when you will be away from the office by checking the Specify hours box.
By default, other people will see you as unavailable for meetings during the time you are away, unless you change this preference. | Click the date selector and choose a date for the Leaving field and the Returning field. Check the Specify hours box, and select 8:00 AM and 5:00 PM. Point to the I am unavailable for meetings box, but leave it checked. |
1.4 | Next, create your out-of-office message. You can customize the Subject and Body of the email message that your colleagues will see while you are away. | Keep the default Subject and type I will be checking email periodically while I’m away. in the Additional body text field. |
1.5 | You can also select an alternate notification for specific people. Click the Alternate Notification tab, and fill in the names of people you want to receive the alternate notification, then add your message. | Click Alternate Notification, and add a couple of names to theTo field. Type Contact [NAME] if you need assistance while I’m away. in the Additional body text field. |
1.6 | Finally, you can choose to not send a notification, based on certain conditions. In this example, people who send you mail through the internet while you are away will not be notified. | Click the Exclusions tab, then check the Do not automatically reply to mail from Internet addresses box. |
1.7 | When you’ve finished setting your out-of-office preferences, click Enable and Close to turn on the out-of-office notification. | Click the Enable and Close button. |
1.8 | After you’ve returned to your office, Notes provides a summary detailing who contacted you while you were away, so you can follow-up as necessary. | Double-click the out-of-office summary email in the Inbox to open and view it. |
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