Outlook Calendar and Out of office

I have seen a document about outlook calendar related to out of office, but I am not sure exactly its purpose, I will try to explain how it is set up:

-open a new appointment
-enter the subject , for example :my name -out of office - vacation
-location: Seattle
-enter start/end time
-Show as :Free

in scheduling assistant, add invitees and send invitations
after sending invitations, change: Show as to Busy and set reminder to whatever preferred.
Save changes,but do not resend to your invitees.

Any Outlook expert to explain the purpose of these settings?

Thank you
jskfanAsked:
Who is Participating?
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

Radhakrishnan RSenior Technical LeadCommented:
Hi,

Have a look at this link http://office.microsoft.com/en-in/outlook-help/keep-everyone-informed-about-time-away-from-the-office-HA010209819.aspx which details about outlook calendar out of office.

Hope this helps.
0
stu29Commented:
It does not sound like the instructions you are showing us are to do with Out of Office, but rather just a meeting request that shows you are out of the office.  The way your instructions are worded is actually standard protocol for sending out "I am out of the office" appointments.  By doing it this way, it will show as BUSY or Out of Office in your calendar as you want, but it will the people you invited as free in their calendars as it is just a reminder for them and you do not was Free/Busy showing them as busy while you are out also.
0
jskfanAuthor Commented:
stu29:

Can you please elaborate on what you are saying?
It might be related to meeting request. I cannot decipher well what the procedure of the document I read, was about

Thanks
0
Newly released Acronis True Image 2019

In announcing the release of the 15th Anniversary Edition of Acronis True Image 2019, the company revealed that its artificial intelligence-based anti-ransomware technology – stopped more than 200,000 ransomware attacks on 150,000 customers last year.

Mark GalvinManaging Director / Principal ConsultantCommented:
Hi

In your question you detailed this:
-open a new appointment
-enter the subject , for example :my name -out of office - vacation
-location: Seattle
-enter start/end time (set this to be full days and not times)
-Show as :Free

Now, what you should do is invite the people that should have this info appear in their Calendars. Once they accept the appointment, it will appear at the top of each day.

Then, your just you follow the same :
-open a new appointment
-enter the subject , for example :out of office - vacation
-location: Seattle
-enter start/end time (set this to be full days and not times)
-Show as : Out Of Office

This will just appear in your Calendar. And if someone who is not aware/has forgotten you are away tries to schedule a meeting with your, as long as they check the 'Schedule Assistant' they will see you are out of the office.

That is what we have done for over ten years.

Should work for your purpose.

Thanks
mark
0
jskfanAuthor Commented:
what does this achieve?
what s the purpose?
0
jskfanAuthor Commented:
I mean in which scenario you use it ?
0
stu29Commented:
Imagine I am going on vacation.  I would want this info to showing in my calendar as Out of Office.

BUT ... I also need my IT Team, and the CEO to have it in their calendar (they don't want to have to go look at my calendar to see where I am at).

So .. by sending the meeting request out with availability of FREE .. then my Teams calendar, and the CEO's calendar are still available for others to schedule.

Then .. changing my own calendar to show me as Out of the Office .. is how I need people to see me.

If we sent the original meeting request out as Out of Office .. all the calendars in question would show as unavailable.

Hope this helps.
0

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
jskfanAuthor Commented:
The way we used to do it at one company I worked for:
We create new appointment and fill out the subject "Vacation" and the start/end date of the vacation, we invite the manager only, and send it to him.

the manager has another Outlook mailbox named vacation mailbox, he will create a new appointment, and put my name and the start/end date of my vacation, then invite members of my department team and send it to them.
on my side, all I need to do it is set up a regular  out of office (not an appointment) from certain date to certain date, you can do that when you go to File-->Options, in Outlook.

So, my manager and team members will know that I am on vacation through the appointments and other people when they send me email, they get the Out of office reply.
0
jskfanAuthor Commented:
Thank you
0
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Outlook

From novice to tech pro — start learning today.