Letting Reception, Agents and Staff know you are Out Of The Office

General Information:

The shared calendar *Out of Office is used to provide information on agents and staff that are out of the office. This will help better route calls when Agents and Account Managers are not available to take calls. This is easily done in your own Outlook Calendar and keeps the shared calendar up to date as well.

Scheduling an Out of Office time in your Outlook Calendar

  1. Right click on the date and approximate start time to create a new “Meeting Request”.
  2. In the subject type your name and reason. Ex: Out of Office, Vacation, Sick, etc.
  3. Click “Rooms” to the right of the Location field. Double click on *Out of Office to Select Room > at the bottom > Click “OK”
  4. Click Send.
  5. Window will close and you will receive an email indicating your Out of Office entry was accepted.
  6. To make changes to your time out - simply double click the the entry on your Outlook calendar and click "Send Update" to close the window. If the time off needs to be deleted - right click on the calendar event and click "Cancel Meeting" > "Send Cancelation"

Adding and existing appointment in your Outlook Calendar to the shared calendar

  1. If you already have an appointment or vacation in your calendar, it is easy to share it on the *Out of Office shared calendar.
  2. Locate the appointment and double click the the entry on your Outlook calendar.
  3. Click “Scheduling Assistant” on the top menu.
  4. Click “Add Rooms...” at the bottom left of the window. Double click on *Out of Office to Select Room > at the bottom > Click “OK”
  5. Click Send.
  6. Window will close and you will receive an email indicating your Out of Office entry was accepted.
  7. To make changes to your time out - simply double click the the entry on your Outlook calendar and click "Send Update" to close the window. If the time off needs to be deleted - right click on the calendar event and click "Cancel Meeting" > "Send Cancelation"

Adding the "Out of Office" calendar to your Outlook to check if someone is out

  1. From the Calendar tab on your Outlook right click on My Calendars on the left margin > hover over "Add Calendar" > click on "From Room List"
  2. Double click on *Out of Office to Select Room > at the bottom > Click “OK”
  3. Conference Room calendars are also added to your Outlook this way.
  4. If you uncheck the calendars they will no show the details, rechecking them brings them back in the window.

Scheduling an Out of Office time in Outlook Web Access webmail (OWA)

  1. Double click on the meeting start time to create a new Meeting Request from OWA calendar.
  2. In the subject type your name and reason. Ex: Out of Office, Vacation, Sick, etc.
  3. Click Down Arrow to the right of “Select Rooms” > More…
  4. Highlight *Out of Office then click “Rooms à” at the bottom of the window > OK
  5. Click Send.
  6. Window will close and you will receive an email indicating your Out of Office entry was accepted.
  7. To make changes to your time out - simply double click the the entry on your Outlook Web calendar and click "Send Update" to close the window. If the time off needs to be deleted - right click on the calendar event and click "Cancel Meeting" > "Send Cancelation"

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