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The IBM Tips Podcast

Connecting you with news and best practices for IBM software

It's vacation season! But no one likes to return to a disaster at work, so here are some tips to help keep things in order while you're gone.

Set up Out-of-office notifications


The day before you leave, you should set up out-of-office notifications, so people who email you will know that you are out of the office, when you'll be back, and who to contact while you're gone. Follow these steps:
1.        From your Inbox, click More > Out of Office.
2.        Select your leaving and returning dates. (You're returning date is the day you'll be back in the office, not your last day of vacation.)
Note: If your admin allows it, you can also put what time time you will leave and return (with Notes 8).

Image:Keep the office in order while you’re on vacation
3.        People who email you while you're gone will get an email back telling them you'll be out of the office. Change the subject or the body text of the e-mail they'll receive.

Tip:
Under Additional body text, you can say who people should contact with questions while you're gone.

Image:Keep the office in order while you’re on vacation
4.        When you're done, click Enable and Close to turn on the out-of-office notifications.



Send emails that arrive while you're gone to a separate folder


While you're gone, a lot of emails can come in. Make your life a little easier by automatically sending these emails to a separate folder. Follow these steps:
1.        Create a folder called "Out of office," "Vacation," or whatever you'd like to call it.
2.        From your Inbox, click the plus sign (+) next to Tools, and then click Rules.

Image:Keep the office in order while you’re on vacation
3.        Click New Rule.
4.        Under Specify Conditions, select "all documents."

Image:Keep the office in order while you’re on vacation

5.        Click Add.
6.        Under Specify Actions, select "move to folder," click Select, and then select the folder you created in step 1.

Image:Keep the office in order while you’re on vacation

7.        Click Add Action, and then click OK.




Forward important emails to your personal e-mail address or to another person


You can also have Notes forward any e-mails that are marked high-priority or urgent, to your personal e-mail address (or to another person, like your assistant). Follow these steps:
1.        From your Inbox, click the plus sign (+) next to Tools, and then click Rules.
2.        Click New Rule.
3.        Under Specify Conditions, select "Importance", select "is", select "High."

Image:Keep the office in order while you’re on vacation
4.        Click Add.
5.        Still under Specify Conditions, select "OR," select "delivery priority," select "is," select "High," and then click Add

Image:Keep the office in order while you’re on vacation
6.        Then, under Specify Actions, select "send copy to," select "full," and then enter your personal email address (or someone else's email address, like your assistant's).

Image:Keep the office in order while you’re on vacation
7.        Click Add Action, and then click OK.



Remember: Turn these settings off when you come back!!


1.        To turn off out-of-office notifications, click More > Out of Office, and then click Disable and close.. Depending on the settings your administrator has put in place, out-of-office may turn off automatically on the day you return.
2.        To turn off your mail forwarding and sending mail to the folder, click the plus sign (+) next to Tools, click Rules. Select the rules you made, and click the Disable button.
When you go out of the office in the future, you can easily turn these rules back on by selecting them and clicking Enable.

Tip: If you think you might forget to turn off these settings when you return, you can create a To Do item to remind youself.  

Julia Brown | 6 August 2009 11:21:21 AM ET |

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