To set an automatic reply for contacts outside your company, select Outside My Organization > Auto-reply to people outside my organization, type in a message, and select OK.
That’s exactly how I set up mine, except that ordinarily I’d have several options, like: “If you need help with X, call A. For help with Y, call B. For help with Z, call C. For anything else, call my manager at extension 000.
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If you’ve written an out-of-office message before, you’ll surely know some of the basics. For the most part, they still apply during the pandemic, with a few additional considerations. Here’s a quick overview of what you should keep in mind as you compose your autoreply these days:
My boss does not understand OOO and thinks I saw his email and sent the reply personally and does not understand why I didn’t answer the actual question.
A literary agent I follow told the story of a long argument her autoreply had with a would-be author. She’d set up the outbound email while out of town and apparently an author who queried her with his book took offense to it. He replied back in frustration that he didn’t get a personal response. Her autoreply sent back another automated message, which he then in increasing anger kept responding to.
Confirm your greeting is set for each day you are closed to play the “holiday” or “closed” greeting. Check your on-call option is working properly, when applicable.
Unfortunately, I can’t answer your email (even though my office is three feet away). I’ll get back to you once I’m back from my long-awaited trip to the fridge. Bought tickets on TripAdvisor and everything.
We’re always busy. Sometimes we’re too busy even for work. This is where out of office message comes in.
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Hopefully they drop it because it doesn’t seem appropriate. If they don’t, I’d suggest something like Today is National Pirate Day, today is John Lennon birthday under your signature. It’s a fun random fact without being offensive and easy enough to do. Yet also a pain in the ass of course; )
In case of pressing issues that need urgent attention, feel free to reach out to [CO-WORKER NAME]. Give them a call on [PHONE NUMBER] or send a message to [CO-WORKER EMAIL].
When people leave first name contact only as if we’re supposed to know who Susan or Frank are..
Not just that, but some e-mail systems (Gmail comes to mind) have taken to hiding the signature underneath a little expando-button. You don’t see it unless you go looking.
Yet, sometimes compiling the right words can be a bit daunting. You want to be polite, clear, firm, and perhaps even a little festive. Plus, it’s often a task we leave until we’re just about to run out the door for a holiday break.
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].
Honestly, I like when people do this. I think it’s straightforward and it makes it clear that I still am in ownership of the problem (as opposed to wondering whether the other person has/will see it and what their timeline is).
I am currently out of the office on my holiday – I’m probably drunk somewhere in a bar in Spain. See you when I get back.