I once left a kind of breezy, fun out of office message for “people inside my organization” that said the literal truth: “I am out of office this week at a mountain resort where I have paid many hundreds of dollars for someone to take my electronics away from me. I’ll get back to you Monday,” and a very normal and professional OOO for “people outside my organization.” Needless to say I returned to a message from a senior (but not, I stress, my boss or even on my team) colleague calling me out on it. People surely can make things their business.
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Let them know that while you’re not technically OOO, you aren’t operating at typical capacity.
I suppose it’s better than a colleague of mine who’s out of office is always: “I am out of the office until XXX. Please email me if you need assistance.”
Yes – it’s become a stock phrase that people think sounds polite but they’re not grasping the nuance of it.
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While this sounds kind of onerous, I don’t think it’s actually a bad idea to say “I don’t have this info but I’ll get back to you when I find out” if it’s going to take a while.
Stav is a senior editor and writer at The Muse, where she covers careers and work with a focus on diversity, equity, and inclusion in the workplace. Before joining The Muse, Stav was a staff writer at Newsweek, and her work has also appeared in publications including The Atlantic, The Forward, and Newsday. Stav earned a B.A. in history with a minor in dance at Stanford University and holds an M.S. from Columbia Journalism School. She won the Newswomen's Club of New York's Martha Coman Front Page Award for Best New Journalist in 2016. She prefers sunshine and tolerates winters grudgingly. You can find her on LinkedIn and Twitter and can visit her website here.
The eternally mind-blowing story of the company-wide email, OoO messages, and reply-all autoresponders that took out a 30,000 employee university email server one summer, comes to mind here…
“There is something especially cruel about advocating for your boundaries while disrespecting other peoples.”
My European colleagues get an extended summer holiday all at the same time, which means we get OOO notes like this:
If you leave me a message that includes your name, telephone number and reason for calling, I will return your call when I get back. You have reached Jim Smith. I will be out of the office until Feb. 14. If you would like to leave a message after the tone, I will call you back when I return.
Happy holidays! I am currently out of the office, with no email access. I’ll be returning on (insert date) and will get back to you as soon as I can.
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Our Public Service Announcement: Each year, Americans leave 700 million DAYS of paid time off on the table. Stop and think about how many great out of office reply opportunities are missed because of this!
Open Outlook and click File in the menu bar. You can find this in the top left corner of your window.Then click Automatic Replies (Out of Office). The Automatic Replies window will then appear.