File –> Automatic Replies –> Type your message in both sections – Inside my organization and Outside your organization.
The problem with that is people just don’t look at your signature. Whereas they are reasonably likely to notice the OOO message in the email subject header.
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[Company name] office is closed today for the [holiday name] and will reopenam [date]. [Company name] Online and our website is available throughout.
So many people emailed Ryan that Aviation Gin's servers crashed. Here's his July 2018 out of office message:
Many in the MIT community will be taking vacation around the holidays and new year. If you’re in that group, you’ll want to set up automatic replies for your email and MITvoip phone. You can do this at work or at home. Read on for basic information and tips about auto-replies. Step-by-step instructions are available through the links provided.
If you think someone else at First Round Capital might be able to help you, feel free to email my assistant, Fiona ([email protected]) and she’ll try to point you in the right direction.
I’ll be banning myself from my inbox, so if you need something before Monday 2/8, try Molly Fitzgerald, customer success manager extraordinaire, at [email protected]. If it’s urgent, she’ll know how to reach me as I watch my 14th consecutive episode of The Great British Bake Off.
Sure, Kopelman is truthful about the fact that he’s on vacation, but he also lets the recipient know that he or she would be interrupting important family time if the first option is chosen. It states a point simply and uses humor to avoid making it sound like he wants the reader to feel guilty.
And just like that, you covered the essentials. You don’t always need to have a Shakespeare-like auto-responder. If you, however, prefer a little creativity, continue reading- it gets more interesting.
I think that’s maybe something you need to deal with internally with the person/people who you’re asking people to speak to instead – I think if you start to ask the original sender to update you or cc you then it’s going to start to annoy people that they are doing the running around, plus not everyone will do it.
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So what makes a good automated response that will give you the reassurance you need to keep your work email under control so that you can truly enjoy your holiday?
It’s my favorite time of year, which means I’m currently out of the office chugging mugs of cocoa, stuffing my face with cookies, and attempting to fulfill my life-long goal of memorizing every single line of [your favorite holiday movie].
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Not to mention, there are all sorts of oddball situations where you might wish you gave another option. No chance that a call from a big client, the CEO, or a supplier might get routed there? Not to mention enforcement agencies that are often “we sent the required notice to the contact info I was given” before they issue a citation or pull a license or tow the company van.
Now that you know what you should and shouldn’t include, how do you go about crafting the perfect out-of-office vacation message?
Walk through your office and take a look at your electronics and other potential energy drains. Since you will not be in the office, there is no reason to pay for electricity that you are not using. Make sure that you handle your shutdown properly.