Overview

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Follow these steps to set up an automatic response with your out-of-office message for incoming email messages.

Choose the system you use for email:

Web email:

• UCSD Gmail
• Outlook Web Access (OWA)

Desktop Programs:

• Outlook on Desktop

Steps to Take

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UCSD Gmail

1. Sign in to UCSD Gmail
   1. Open Gmail in your web browser.
   2. Sign in with your UCSD email and active directory login.
   3. Make sure you are logged into your UCSD Google account (check the logo in the upper right).
2. Navigate to your settings
   1. In the top right, click the gear.
   2. Choose See all settings in the drop down window
3. Set the vacation responder
   1. In the General tab of Settings, scroll down to the Vacation responder section.
   2. In the Vacation Responder section:
      1. Select Vacation responder on
      2. Fill in the date range, subject, and message
      3. Under your message, check the box if you only want your contacts to see your vacation reply
      4. At the bottom of the page, click Save Changes

Outlook Web Access (OWA)

1. Activate or modify out-of-office message
   1. Log in to OWA with your UCSD email address and Active Directory (AD) password.
      • Your username is usually the first part of your e-mail address before the @ symbol (e.g. username@ucsd.edu).
      • If you forget your AD password, you can reset it.
   2. Open the Settings menu in the top right corner of the page, click Account on the left side, and then click Automatic replies.
   3. Enable Automatic replies and check Send replies only during this time period.
   4. Select a Start time and an End time. Your message automatically turns on and off with the assigned dates.
   5. If you want to automatically block off your calendar, decline event invitations, or cancel scheduled meetings during this period, toggle the associated option.
   6. Enter your message in the text field. This message will only send to users within UCSD.
   7. If you want external users to receive a message, check Send replies outside your organization, and then add your message in the new box that appears.
   8. Click Save on the bottom right.

Outlook on Desktop

1. Start your setup
   1. In Outlook, click on File > Info then select Automatic replies.
   2. Enable Automatic replies and check the Send replies only during a time period check box.
   3. Specify a start and end time for the reply to activate and deactivate using the Start and End fields.
   4. Enter a message in the Send automatic replies inside your organization field. This message will be sent to internal UCSD email addresses.
2. Set up auto-reply to external email addresses
   1. Check the Send replies outside your organization box.
   2. Enter the message that will be sent to external (non-UCSD) email addresses.
   3. Click Save.