How to notify team of a day I am taking off

brgdotnet
brgdotnet used Ask the Experts™
on
I need to do the following in Outlook, however I don't know if it is possible. If it is possible, can someone show me how to do it?

 I have an upcoming day off from work in about a week. I would like to send a notification to my team mates through MS Outlook that I will be out of the office on that particular day next week. How can I send out a notification and have them "Accept" that they have read it, and that it will show up in my calendar?

I don't want it to interfere with their MS Outlook calendar. For example if they try to schedule a meeting, or accept a meeting from another team mate, the entire day is not blocked out, because I sent out my notification of the day off, and had them accept it.
Comment
Watch Question

Do more with

Expert Office
EXPERT OFFICE® is a registered trademark of EXPERTS EXCHANGE®
AlexSenior Infrastructure Analyst

Commented:
what version of outlook you on?
AlexSenior Infrastructure Analyst

Commented:
You'll need to set up a form.
brgdotnetcontractor

Author

Commented:
Microsoft Office 2010. Also, I have no idea what you are talking about when you say that I need to set up a form?
Ensure you’re charging the right price for your IT

Do you wonder if your IT business is truly profitable or if you should raise your prices? Learn how to calculate your overhead burden using our free interactive tool and use it to determine the right price for your IT services. Start calculating Now!

AlexSenior Infrastructure Analyst

Commented:
Right,

Your best option is to either use read recipts or voting buttons, they won't put it into your calendar but you'll see they have read it

https://ittrainingtips.iu.edu/outlook/using-voting-buttons-in-outlook-2010/06/2011/
brgdotnetcontractor

Author

Commented:
Yeah, I don't think that the voting feature is what I need. Can I send out an appointment notification that I have a appointment on a particular day and time. Then have them accept it? However I don't want the appointment to show up in their calendar as a blocked out period of time in their calendar. I don't want my appointment to block out any time in their calendar.

There has to be a better way to do this? Possibly others might have some ideas?
Most Valuable Expert 2012
Distinguished Expert 2018

Commented:
>>There has to be a better way to do this? Possibly others might have some ideas?

I suppose I need to ask:  Why do you want to do this?

It seems like a lot of work when a simple email then setting an "out of office" message for the day you are out.  If you really care if they've read it, add a read receipt to the email.

It isn't your problem if they read your email and forget about you being out or if they never read your email.
Andy MIT Systems Manager

Commented:
If you put an all-day appointment onto your calendar for the holiday/day-off it should show you as busy for anyone trying to book you for that day.

Then just send out an email/setup out of office accordingly.
Finance Analyst
Commented:
In our team when we book time out we set an appointment in our calendar and invite the other team members. We set it as an all day event but if we mark our appointment as "Out of Office" rather than just "Busy" it seems to highlight time  and conflict with other team members' calendars so we don't use the "Out of Office" setting on the individual Appointment but do still set the Out Of Office rules so that other people get notified on receipt of an email.

Do you have Office 365? There is an App in O365 bundles called Team which allows teams to share information or discuss projects etc. You could start a topic of discussion that relates to Time Out. There is also the "People" App which allows you to create groups and see their activities but Appointments might be better in the "Calendar" App.
Rob HensonFinance Analyst
Commented:
We also use an A1 size wall calendar showing the current year and then have different coloured sticker dots for each person and use them to mark days off. The calendar is then in a prominent place on the wall in the department.

Do more with

Expert Office
Submit tech questions to Ask the Experts™ at any time to receive solutions, advice, and new ideas from leading industry professionals.

Start 7-Day Free Trial