IT-SOP-033 Out Of Office Reply

Transcription

1 IT-SOP-033 Out Of Office Reply Quality Control Purpose: The purpose of this S.O.P. is to provide all Staff with step by step instructions on how to set up and disable Out Of Office Replies for their account: Scope: This procedure applies to all Irrigation Tasmania Staff. Application: Effective 03/02/2014. All Irrigation Tasmania Staff are required to activate an Out Of Office Reply for all their incoming s pertaining Irrigation Tasmania. i.e. Whilst an Employee is on leave or working remotely where s cannot be addressed in a timely fashion Index: For Staff using a desktop PC to set up an Out Of Office Reply o Please use points 1 to 11 (inclusive) For Staff using a mobile device to set up an Out Of Office Reply o Please use points 1 to 5 (inclusive) and 12 to 17 (inclusive) For Staff using a desktop PC to deactivate their Out of Office Reply (for Staff that haven t put in an end date and also for Staff that need to override the Out Of Office Reply) o Please use points 1 to 5 (inclusive) and 18 to 19 (inclusive) For Staff using a mobile device to deactivate their Out Of Office Reply (for Staff that haven t put in an end date and also for Staff that need to override the Out Of Office Reply) o Please use points 1 to 5 (inclusive) and 20 to 21 (inclusive)

2 1. Go to Click on About Us 2. Click on Login

3 3. Login using your username and password NB: Contact Human Resources if you have forgotten your details 4. This will take you to the section If you are not at the Somerset Facility OR if using your phone / tablet please click on Remote Access If you are in Somerset please click on Local Access 5. Login to the exchange using your login details again to access the exchange Be sure to click This is a private computer Also ensure the Light Version box is checked

4 6. Click on Options 7. Click on Automatic Replies

5 8. Click on Send automatic replies and also tick the box next to Send automatic reply messaged to external senders Insert the dates / times you want to activate. Then type your message letting people know you are away, when you will return and what other options there are to contact someone. 9. Click on Save (very important)

6 10. Once you have Saved Successfully Click on Sign out 11. This screen will be displayed to indicate that have signed out.

7 12. This section (12 to 17 inclusive is to be used after points 1 to 5 inclusive) for Out Of Office Replies set up with mobile devices. NB: If this pops up please press Continue (this may occur depending on which search engine you use) 13. Click on Options

8 14. Click on Automatic Replies 15. Click on Send automatic replies Insert the dates / times you want to activate. Then type your message letting people know you are away, when you will return and what other options there are to contact someone.

9 16. Click on Save and you will see Saved Successfully in the top corner 17. Click on Sign out and you will see the Confirmation Screen to indicate you have signed out

10 18. This section (18 to 19 inclusive is to be used after points 1 to 5 inclusive) for deactivating Out Of Office Replies using a Desktop PC. Click on OK then Sign Out 19. This screen will be displayed to indicate that have signed out.

11 20. This section (20 to 21 inclusive is to be used after points 1 to 5 inclusive) for deactivating Out Of Office Replies using a Mobile Device. Click OK Then Sign Out 21. This screen will be displayed to indicate that have signed out.