I only set my out of office if I’m going to be gone for more than one full day. Like, right now I don’t bother if I’m going to be out for one day, because in general the people who email me either know I’m out for a day or are unfazed by waiting 24 hours for a response. The last time I went out of office for a week, I came back to about 65 emails, 9 of which would have actually required my attention when I weeded through them. If I got a higher email volume, I’d do for a single day though.
Businesses that send autoresponder messages need to ensure that they provide alternative contact options. The automated email responses or text messages should clearly mention what way customers can reach out to the business.
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(Depending on your email host, the process of setting up your out of office assistant may vary. You can find a guide on how to access your out of office settings in Outlook here.)
Protocol for when you should use an out-of-office message will vary by job and industry, but generally, you should set an OOO message when you’ll be out for two or more days.
'The very fact you were content to type out your query long hand and settle back to wait for a reply suggests you can wait' (Credit: Getty Images)
Going on a vacation, feeling under the weather, celebrating the holidays, or just playing hooky from work? If so, you need to let your colleagues, clients, and leads know that you’re not available. There’s nothing worse than waiting for an urgent request, or even a quick and simple response, only to find out the person you’re trying to reach is out of work and completely unable to respond to you.
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The one I’ve always wished I was brave enough to write was the one I once got which simply said:
It’s time for yet another everyone’s favorite period of the year! For me, it means eating as many cookies as possible while gulping down as much mulled wine as possible. Yes, this also means trying to remember every line of dialogue from [your favorite holiday movie] as my favorite holiday flick
9. Give – and get. There’s something special about holiday gifts. We like giving them probably just as much as we enjoy receiving them. Now, what if you could combine these two positive experiences?
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As with a regular cold email, the best way to utilize your out of office message is to offer something of value to your client. So if you’re taking a vacation right after the launch of your newest feature or after finishing up on that huge blog post, linking to them may prove to be a very good idea. Explain why that content is useful and the person who contacted you about their thoughts.
Remember, your email signature is as important to your company as all of your other corporate branding. Update any marketing promotional banners with seasonal offers. When the holiday season is over and your promos have finished, make sure you are no longer using a Christmas themed banner.
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