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I had a boss that required OOO messages anytime you left the office. A single sick day, leaving four hours early, coming in two hours late, etc. This at an org that didn’t require quick email responses, and at which people typically only put up OOOs for multiple days out.
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And yet regardless of your job description, the humble OOO can do much more besides simply telling people not to expect a prompt reply. Crafted subtly enough, it can even drum up business for you. While they wait for you to respond, perhaps they’d like to check out your new website or sign up for your monthly newsletter?
For many roles, of course, the sort of OoO described wouldn’t work. But there are a lot of roles where people would survive just fine letting their requests sit for an extra week before forwarding again. And especially at smaller companies where there they might be pressed for coverage when people are out, I think it’s great to normalise that a job is basically ‘off-line’ for a week or two so that the employee can rest and recharge.
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Thankfully, there’s a way to respond swiftly to all incoming texts without needing to jump onto your computer or phone. The answer is simple—automated text messages.
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The worst Out if Office I’ve seen wasn’t about the wording, it was how it looked. For some reason, some lawyer decided to write their OOO in lime green font against a deep blue background. SO GARISH. I could not read anything. Highlighting the text didn’t help either. Had to copy & paste it somewhere.
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Remember to make sure your auto-reply has a limit to how often it sends replies to any one address. If they reply to every single email they recieve, they can cause problems: https://www.reddit.com/r/talesfromtechsupport/comments/420oan/companywide_email_30000_employees_autoresponders/ I actually had that happen while I was on vaca, a travel agency e-mailed me with an update about my vacation from a no-reply mail box and triggered my auto reply, which triggered their “This is not a monitored mailbox” auto reply to the tune of 80,000 messages in my mailbox. It completely filled up my “available” space, so everytime I logged in and thought I had them cleared out, more would pour in. It took DAYS to delete all of them.
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Some of my coworkers have started putting “Thank you for your email” at the beginning of their out of office replies. Management loves it, but I think it’s too ingratiating and I cringe when I read it. These are junior-level staffers, so maybe it makes sense in that context? Anyway, I refuse to put that in my out of office messages.
HI. I need help. Auto reply works at me only for text messages. If anyone calls me auto reply doesnt work. Any suggestions? Thanks. Joco
While I won’t be quite as far as the North Pole, I will still be completely disconnected from my inbox until my return. So, if you require immediate assistance, please send your email to [contact name] at [contact email].
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There was a lot of pushback on this, discussion about how big a risk was that really anyway, people saying that John could word his out of office in such a way that people didn’t have to know he was actually away, and if something really was an emergency people would like to know that they have the opportunity to “direct queries to Sam or Dean” so they could be actioned, or make the judgement call that something could wait for John to return.
Also, IMO, it’s putting the burden of knowing and managing your schedule on the other person. You expect them to be paying enough attention to you to remember when you come back and to resend their request. That’s not reasonable.
Skip the "Greetings," "Salutations," "Dear sir/madam." These are far too stuffy and robotic. Instead, start off your response with a simple "Hi" or Hello."
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I would very much like to meet him, and I don’t know if that proves or challenges his point…
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I am on annual leave until [DD/MM/YY]. I will allow each sender one email and if you send me multiple emails, I will randomly delete your emails until there is only one remaining. Choose wisely.
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A. All faculty and staff are encouraged to leave their work areas clean, including taking food home. Also, please close all windows and doors, and shut down computers, monitors, printers and other similar equipment (except LAN servers and network devices). Portable space heaters, coffee pots, fans, radios and other non-essential equipment should be turned off and unplugged. If you notice any water fixtures that are leaking or dripping, or any other maintenance issues, please contact Facilities at [email protected] as far in advance of winter break as possible so these issues may be addressed appropriately.
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The worst one I ever received was from a coworker (senior to me, but not my manager) many years ago. I’ll paraphrase it as my memory isn’t great:
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An autoresponder email message is a notification that you receive when the person you are trying to reach is out of the office. These messages …
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Yeah this sort of chain is why we got an out of office address for each department. It went to the managers who were never all off at the same time.
I’ll be sure to reply to your message when I wade through my inbox upon my return. If your message is time-sensitive, please send an email to [contact name] at [contact email].
ObjectiveApplies ToProcedureSetting Up a Holiday ScheduleManaging Holiday Schedule RulesManage Auto Attendant Holiday GreetingsRecording Special Holiday GreetingsUploading Special Holiday GreetingsForwarding Calls to an Announcement-Only Greeting ObjectiveApplies ToProcedureSetting Up a Holiday ScheduleManaging Holiday Schedule RulesManage Auto Attendant Holiday GreetingsRecording Special Holiday GreetingsUploading Special Holiday GreetingsForwarding Calls to an Announcement-Only Greeting Note: To set up a holiday schedule for your Auto Attendant in Account Manager, the legacy version of 8x8 Admin Console, click here.
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Same. All you need to know is I am not available and you are not going to hear from me until such and such date and contact so and so if you need something sooner.
Make sure that customers who attempt to contact you know when you expect to be in the office again. Most customers will understand the desire to devote time and energy to the family during the holidays, but they want to know when you'll be back to provide them with your usual excellent customer service.
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‘Karen’ is his executive assistant. Who he really should have had craft that OOO message.
ContentsHow to Set Up an Out of Office Reply in the Outlook Desktop AppHow to Set Up Out of Office Replies in the Microsoft Outlook Web Version
Education Details: To set up your out of office on outlook, simply: Click the cog and select ‘Automatic replies’. Select ‘Send automatic replies’. Specify a time period. Write your out of office email. Confirm other details and press ‘OK’. Gmail out of office. To set up your out of office on …
Did you email me to ask me about XYZ software? Well then, don’t wait. Get our introductory book.
I’m out of the office from 01.02.2021 until 05.02.2021. During this period I will have no access to my email.
Education Details: The Out of Office feature is only available for users with a Microsoft Exchange account; however, Home users with non-Exchange accounts can create an out-of-the-office template and create a rule to have Outlook send the reply automatically.
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Since I’m out of the office for the Thanksgiving weekend, I’ll respond to your email with a list of 10 things I’m thankful for: Copiers that collate Co-workers that brew more coffee when they empty the pot Donuts on Mondays AND Fridays When IT surprised me with a new laptop AND remembered to transfer my files When You-Know-Who died at the end of book 7 Dry-erase boards that actually erase The brave soul who cleaned out the refrigerator When I’m early to an all-staff meeting and score a table near the door HR finally sent a memo telling people to STOP clipping their nails at their desk OOO autoresponders
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I’ve run into the “no voicemail” thing at a few businesses where phone was the main mode of contact too, and it was hugely frustrating. You call your doctor to ask about, say, a billing issue, and it turns out they’re closed, but then it just says the office hours and “goodbye *click*”. Seriously? Sorry, /end rant.
I’m the same. I don’t find it condescending, it’s kinda eye-rolly but also kinda charming! I get why it could be annoying if you need info quickly. But really, why not inject a little silliness into boilerplate messages like this, as long as it’s not disrespectful or really out of step with your field culture?
I am currently out of the office and will be back to work on (insert date). If something urgent comes up, you can let me know by emailing me with the word “URGENT” in your email title and I’ll get back to you as soon as I can.
First, here’s the out-of-message for people who don’t like watching video (although the person in the video is funny and really brings the message to life):
I’m glad I’m not the only one who thought it was funny and not annoying! I’m with Alison that it’s probably just a little wordy, but there’s no problem with the humor.
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How to Set Out-of-Office Auto Reply Text Message on iPhone for Calls and Messages
It all boils down to honestly assessing your situation, deciding what degree of contact is appropriate, and then stating your intention clearly and succinctly.
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If you need assistance before my return please contact (name of colleague covering for you, with contact details).
Rather than sounding like a boring email robot, you could add a funny tone to your letter. Use a GIF or a meme to joke about what you’re doing on vacation, but remember not to go overboard.
For non-urgent inquiries during my absence, you can contact [Name] at [email] or [phone number], and they will be happy to assist.
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That’s the way ours is set up, so anyone who was emailing that guy at the time would have seen it.
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I’ll be sure to reply to your message when I wade through my inbox upon my return. If your message is time-sensitive, please send an email to [Contact Name] at [contact email].
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Careful. Holiday revelry and debauchery ahead. Proceed with caution (if you dare).
Before we further discuss some of the examples of a good out of office message, decide for yourself what you want to get from it and what tone are you going to use.
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Every business is unique. There’s no one single best way to tell your clients that you’re not going to be around for the next few days (weeks or months). But there’s also no denying that whatever out of office message you use right now, you could always improve it.
But despite these (fantastic) suggestions, the number one rule for choosing your out of office is that it reflects who you are as a person. Don’t change for anyone, especially not your auto-responder.
If there's a year to take a break for the holidays, it's 2020! Since replying to email can make it hard to disconnect, set your vacation responder before you log off for the season.
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My snarky colleague sure did in his out-of-office message below. We send thank-you letters in response to holiday gifts, so it's only natural to expect the same gesture in our work inboxes …
I m currently out of the office returning on date. No matter what your message says just make sure you have one it s the polite and professional thing to so. Honest Coworker S Goodbye Email Goodbye Email Goodbye Email To Coworkers Farewell Email To Coworkers
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