Based on the nature of duties and/or unexpected developments, some non-exempt staff members who are unable to leave early may take off alternate hours during that work week (at days and times designated by their supervisors). If operational demands require that exempt staff members be present after 2 p.m., the possibility of alternative time off will be determined by the employee's supervisor.
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Have you ever considered how your office design could be having a negative impact on the way your employees work?
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“Hi, Sorry I missed your call/text. I’m currently out of the office and will not be back until Feb 2. My colleague [name] has agreed to respond on my behalf, so feel free to forward the message to [phone] if it is urgent. You can otherwise expect a response from me once I return. Thanks for understanding.”
I’m four weeks away from going on maternity leave for six months, so I’m in the process of divvying up my clients between colleagues, or finishing off work and closing cases. I will need an OOO for anyone who pops up again having been closed in the past, so this thread has been useful to get me thinking about it!
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Setting Up a Holiday Schedule Log in to 8x8 Admin Console. Click Auto Attendants. Create a new Auto Attendant profile or click Edit (pencil icon) to the right of the Auto Attendant you wish to edit. Go to Business hours and select Create new schedule. Enter the Date and the Name of the holiday. If your business will remain Open, click Add business hours. Enter the Date and the Name. Select Status. Enter the hours of operation. You can create a custom greeting for your Holiday Open Hours Menu or Holiday Closed Hours Menu. Also, you can skip the Auto Attendant greeting by clicking Skip Playing Prompt in the Holiday Open Hours or Holiday Closed Hours menus. This can be used to route callers directly to your voicemail or another number. Log in to 8x8 Admin Console. Click Auto Attendants. Click Edit (pencil icon) to the right of the Auto Attendant you wish to edit. Go to the Call Handling Menus section and select the Holiday Open Hours Menu or Holiday Closed Hours Menu. Note: You need to select a Site for your Auto Attendant before you can view the Call Handling Menus. Select Play Audio. Click Select File. Select Call a phone number to record. Enter the Name and the Phone Number or Extension you wish to record your initial greeting on. Click Call Now and follow the instructions. Click Save.
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If people know you are on vacation or maternity leave, for instance, they are more likely to wait for your return to follow up. If you are at a work conference, however, they might still expect you to check your email or provide updates.
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My mom works part time at a library in archives, where her personal work email is also the general archives email (ie LibraryNameArchives @ email . com). She has an out of office response that replies with her work hours (since she’s the only employee in the archives) so people know when she’s in the library and can respond or when they can come in and visit her. The only frustrating thing is that her email either isn’t capable of, or she doesn’t know how to, turn off the OOO email when she’s actually in the office, or doesn’t trust that she’ll remember to turn it back on. She’ll send me an email about something, I’ll respond, I’ll get an OOO response, she’ll respond, I’ll reply, I get an OOO reply, etc etc.
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.
I’m with you, honestly! When the end was “she’s So great” and not “she’s so [sime negative adjective]” I was actually surprised. I thought it was annoying and condescending and all around extra. But I guess I see why some people (including the ooo boss) would think it’s funny.
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My project is entirely phone based and we don’t have voicemail, either for the project line or individual staff lines. We used to, but we found we spent so much time returning voicemails and getting people’s voicemails that it led to us missing calls and going in an infinite loop.
Or provide one of those downloadable calendar reminders in the OOO response that says “X is back from leave; okay to email!” Then at least you’re being helpful and proactive while you’re deleting everyone’s email.
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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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Happy holidays, and thanks for your email! I’m taking a few days off to spend time with my family and friends so I won’t be answering emails as quickly as usual. (Source: Futureofworking.com) Trying not to laugh at my [relative’s] corny jokes Attempting to explain my career to my [relative] for the 800th time Getting buzzed on too many mugs of eggnog (hey, can you blame me?)
I have no idea how to update my voicemail message and I don’t actually know what it says. I occasionally get voicemails that are automatically forwarded to my email as sound files but I don’t think I have ever had a business related voicemail land there (it is rare that I get calls from outside the company and most people in the company if they can’t reach me on the phone will IM me directly–we use Teams for both phone and messaging).
'I’m away from my desk at the moment but will respond the moment they give me a desk' (Credit: Getty Images)
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While you’re writing and activating your out of office message, avoid including the following:
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A. No. Winter break is the shutdown of the University during a time when many activities are generally slow. Because our hospital must operate 24/7 every day of the year, UTMC employees do not have winter break. The same holds true for other essential operations, such as providing safety on all of our campuses.
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Anything worded like Option 1 would never fly at my workplace, exactly because of this. I have colleagues who complain to upper management if their non-urgent tech support questions (that a whole troubleshooting website already answers) don’t get an answer from me or my boss within half a day. And oh, did I mention our job is not actually tech support?
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I suppose I’d rather know that and be able to factor it in to my schedule, irritating as it is, than not know and get caught by the month-long delay.
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13. "Hello, you've reached [company]. If you're looking for information on [X], please check out our [Facebook page, company website, etc.] If you want to know more about [Y], take a look at [Z page on our site, our YouTube channel, etc.] Still have more questions, or just want to chat with our team? Leave your name and number, and we'll return your call straight away."
I think the OOO you wrote in about is hysterically funny. I also think it would be out of place in a lot of offices (the board of directors that oversee my org would emphatically not think the message was funny).
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Creativity is thinking outside the inbox when it comes to email marketing, and this email took it way too seriously, for good. Instead of assigning a task to the receiver, this auto-reply asks the sender to complete a survey on which is the best flick from the Die Hard franchise. Any Bruce Wills fan here? Let us know your choice in the comments!
2. Vacation Auto-Reply Email Giving Alternative Contact Person. [Your Greeting] I will be out of the office from ____ until ____. For immediate assistance please contact
Website: https://www.exclaimer.com/email-signature-handbook/10142-out-of-office-templates
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First things first: let’s go over the basics of an OOO email. In your away message, you typically include the following: A quick “I’m out of the office” phrase. The date or time range you’ll be out. Who to reach out to in case the sender needs immediate attention. A sign-off.
I forgot I did that and it was pointed out by a recruiter who was trying to reach me to schedule a phone screen. Whoops, haha.
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Also, you need to know your audience if you are going to go eccentric. Alison mentions that this message is fine in their culture, but it wouldn’t npbe appropriate for my somewhat formal field. And even if your workplace in general is casual, you might be contacted by someone outside. (In a tiny provincial courthouse I served in the past, there is a story going around that in the 80s a junior but elderly clerk used to address phone callers as hun and sweetheart and generally speak very informally. Most people thought it was funny, and then the President of Supreme Court called and… he didn’t).
*When a holiday falls on a Saturday, it is observed on the preceding day. (When the preceding day is also a holiday, both holidays are observed on preceding days.) When a holiday falls on a Sunday, it is observed on the following work day.
I’ll be back on [DAY OF WEEK], [DATE]. No explanations, no apologies, no promises to respond, no redirects to other colleagues. It works.
No one thinks much about cybersecurity while traveling. However, email security company Tessian warns the out of office message actually plays right into the hands of threat actors and cybercriminals. It’s a social engineering attack vector that no one thinks about. The out of office message is ubiquitous and handy. But if it includes any personal information at all — such as attending a funeral or going out of the country — attackers have all the information they need to impersonate the person who is out of the office, without the attacker having to do any real work.
Here, we’ll go over what’s required in an out-of-office email responder or email greeting, as well as a few ways you can jazz up your out-of-office message (and potentially making your colleagues wish they thought this up first!)
Don’t beat around the bush! This is an expression that means you should get to the point. That is, you should make your message direct and brief. This will let the recipient quickly know that you’re not available and who they can contact instead. You can start with a simple greeting and then proceed to the message like in the following examples:
5. Out of the Office this Week with Alternative Contact Email. [Greeting] I will be out of the office this entire week. For all urgent matters that need immediate assistance, then please contact
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Now that you know what you should and shouldn’t include, how do you go about crafting the perfect out-of-office vacation message?
My absolute favorite was the one that literally said “hodilay”. Typo included, capitalization, or any other words, not.
A retired small town newspaper guy once told me about the first time the publisher went on vacation and left him in charge (this would have been in the 80s). The publisher told him “Don’t call me unless the building burns down, and even then, don’t call me until the fire is out.” Good example of management setting vacation expectations.
Thanks for your message. I am out of the office today and have limited access to email. If you need immediate assistance, please contact [Name] at [phone number], or you can try me on my cell phone at [phone number].
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Even if I do have access to my email while I’m vacation, I typically do “I’m out of office with no access to email or voicemail until (date). For anything requiring immediate attention please contact (boss).” If I happen to check my email I can still forward the important ones, but otherwise hopefully people get the message that I will not be responding.
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Who hasn’t longed to write something similarly huffy? Well, LA-based designer Paul Woods, for one. Woods is also the author of How to Do Great Work Without Being An Asshole and suggests opening your OOO with this: “Dear sender, As you are already aware, I am on vacation. However, as it appears that you have flagrantly ignored the numerous emails, in-person conversations and messages over the past week communicating this, below you can find a detailed recap what I will not be doing until my return…” It’s a recap that extends to wearing clothes, even in public, and moderating his consumption of hard liquor.
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I do this, too, especially if I’m out for longer than a day or two. I like giving myself a bit of breathing room to dig out of the inbox.
“Hello, I am out of the office from [date] to [date] for a family vacation. I have limited access to phone and will try to reply to you upon my return. If you need any urgent information, please contact [person] at [phone number]. Happy holidays!”
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I wish I could block my voicemail. I would so get fired if I had a message like this and was caught, though.
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It’s so much easier for everyone to have an OoO that says “I’m gone- please contact PaperClipSortingTeam ‘at’ spacelyspacesprockets for help while I’m out.
But really, I think people who know you WFH will get your meaning and people who don’t know you WFH won’t care or feel misled if they find out you really work from home.
And a darn good one... we hire brilliant people, provide extensive training, and develop one of a kind experiences.
If you’re out sick or caring for a loved one, you may not feel comfortable sharing the details. You can simply use words like “family situation” or “family matters,” which Smith says automatically garner some goodwill.
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To then turn it off after your break, you follow the same steps but this time you simply check Vacation Responder Off instead of Vacation Responder On.
