In today’s fast-paced work environment, it’s essential to manage your availability effectively. One of the most useful tools at your disposal is the “Out of Office” (OOO) setting. Whether you’re taking a well-deserved holiday, attending a conference, or simply need some uninterrupted focus time, setting up an out of office message ensures that your colleagues and clients are informed of your absence and know when to expect a response. Here’s a comprehensive guide on how to make the most of this feature.
Why Use Out of Office Settings?
Using out of office settings is crucial for several reasons:
Communication: It informs your contacts that you are unavailable and provides them with an alternative point of contact if necessary.
Professionalism: It maintains a professional image by ensuring that people are not left wondering why you haven’t responded.
Efficiency: It helps manage expectations and reduces the number of follow-up emails or messages you might receive.
How to set up your Out of Office
Setting Up Out of Office in Outlook
Setting up an out of office message in Outlook is straightforward. Here’s how you can do it:
Open Outlook: Go to the File tab and select “Automatic Replies.”
Enable Automatic Replies: Check the box for “Send automatic replies.”
Set a Time Range: Optionally, you can specify the start and end times for your out of office message.
Compose Your Message: Write a clear and concise message. You can create different messages for internal and external contacts.
Save: Click “OK” to save your settings.
Setting Up Out of Office in Outlook App
Manage your out of office on the go with the smart phone app:
Open Outlook: Go to the Home icon and select the cog in at the bottom of the left hand menu
Enable Automatic Replies: Select Automatic Replies and enable the radio button next to your account.
Set a Time Range: Optionally, you can specify the start and end times for your out of office message.
Compose Your Message: Write a clear and concise message. You can create different messages for internal and external contacts.
Save: Click tick in top right to save your settings.
Top tip: You can manage the automatic replies of group mailboxes (if they are enabled on your smart phone) without the need of IT department / admin rights!
Setting Out of Office in Microsoft Teams
Microsoft Teams also allows you to set an out of office status, which syncs with your Outlook calendar. Here’s how to do it:
Profile Settings: Click on your profile picture and select “Set status message.”
Schedule Out of Office: At the bottom of the options, select “Schedule out of office.”
Enable Automatic Replies: Turn on the toggle for automatic replies and type your message.
Choose recipients: Tick “send replies outside my organisation” to send to both internal and external contacts. Ensure All external senders is enabled.
Set a Time Range: Optionally, you can specify the start and end times for your out of office message.
Save: Click “Save” to apply the settings.
Setting Out of Office in Microsoft Teams App
Profile Settings: Click on your profile picture and select “Set status message.”
Schedule Out of Office: At the bottom of the options, select “Schedule out of office.”
Enable Automatic Replies: Turn on the toggle for automatic replies and type your message.
Set Time Period: Choose the start and end dates for your out of office status.
Save: Click “Done” to apply the settings.
Who can see your Out of Office status?
Whichever application you choose to set your out of office both internal and external contacts will be notified of your status either as an automatic response to their email or by your Teams Presence showing a purple circle and arrow. Within Teams, your full out of office message is visible via your contact card.
Tips for an Effective Out of Office Message
Be Clear and Concise: Ensure your message is easy to understand and provides all necessary information.
Provide Alternatives: Mention an alternative contact person for urgent matters.
Set Expectations: Let people know when they can expect a response from you.
Update Regularly: Make sure to update your out of office message if your plans change.
Example Message:
Thank you for your email. I am currently out of the office and will not be available until [Return Date]. For urgent matters, please contact [Alternative Contact]. I will respond to your email as soon as possible upon my return.
Setting Out of Office Teams Voicemail Greeting
Microsoft Teams also allows you to set an out of office voicemail, which is played to both internal and external (if enabled) callers. Here’s how to do it:
Settings: Click on the 3 dots to the left of your profile picture and select “Settings”
Calling Settings: Select the Calling menu
Manage out of office voicemail: Open the menu and tick “play when out of office is on” to coincide with your email/teams messaging out of office.
Your customised greeting: Enter the message you wish to be played via text to speech to your callers.
Conclusion
Mastering the use of out of office settings is a small but significant step towards better communication and professionalism. By following these simple steps, you can ensure that your absence is managed smoothly, and your contacts are well-informed. So, the next time you plan to be away, make sure to set up your out of office message and enjoy your time off without any worries.
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Mastering the Art of Out of Office Settings
In today’s fast-paced work environment, it’s essential to manage your availability effectively. One of the most useful tools at your disposal is the “Out of Office” (OOO) setting. Whether you’re taking a well-deserved holiday, attending a conference, or simply need some uninterrupted focus time, setting up an out of office message ensures that your colleagues and clients are informed of your absence and know when to expect a response. Here’s a comprehensive guide on how to make the most of this feature.
Why Use Out of Office Settings?
Using out of office settings is crucial for several reasons:
How to set up your Out of Office
Setting Up Out of Office in Outlook
Setting up an out of office message in Outlook is straightforward. Here’s how you can do it:
Setting Up Out of Office in Outlook App
Manage your out of office on the go with the smart phone app:
Top tip: You can manage the automatic replies of group mailboxes (if they are enabled on your smart phone) without the need of IT department / admin rights!
Setting Out of Office in Microsoft Teams
Microsoft Teams also allows you to set an out of office status, which syncs with your Outlook calendar. Here’s how to do it:
Setting Out of Office in Microsoft Teams App
Who can see your Out of Office status?
Whichever application you choose to set your out of office both internal and external contacts will be notified of your status either as an automatic response to their email or by your Teams Presence showing a purple circle and arrow. Within Teams, your full out of office message is visible via your contact card.
Tips for an Effective Out of Office Message
Example Message:
Thank you for your email. I am currently out of the office and will not be available until [Return Date]. For urgent matters, please contact [Alternative Contact]. I will respond to your email as soon as possible upon my return.
Setting Out of Office Teams Voicemail Greeting
Microsoft Teams also allows you to set an out of office voicemail, which is played to both internal and external (if enabled) callers. Here’s how to do it:
Conclusion
Mastering the use of out of office settings is a small but significant step towards better communication and professionalism. By following these simple steps, you can ensure that your absence is managed smoothly, and your contacts are well-informed. So, the next time you plan to be away, make sure to set up your out of office message and enjoy your time off without any worries.
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