When you know you are going to be out of the office, setting an automatic email response is a respectful way to keep co-workers and clients in the loop. The purpose of an OOO message is to let the sender know when you will be back and provide additional contact information for anything urgent.
Here are 3 things to know when setting a simple OOO message:
1. Go to your email settings → automatic replies
Within the automatic reply section of your email settings, you can create your OOO message(s). Set the date range and curate different messages to reply to co-workers, clients, or both! The replied message is determined by whether the sender’s email is within your organization.
2. Create the message(s)
Feel free to personalize your messages towards your field of work, service, or what you think is appropriate. Avoid giving too many details – you want to stay professional. You also want to ensure any colleague’s consent before adding them to your OOO message.
Here are a few examples of simple messages:
Option #1: Hello, thank you for your message! I will be OOO until [end date]. If your message is urgent, please contact [alternate point of contact]. Otherwise, I will get back to you when I return. Best regards, [your name]
Option #2: Hello, I will be out of the office from [date] to [date] with limited availability. If your message is urgent, please contact [alternate point of contact]. I will do my best to respond to you as soon as possible. Thank you, [your name]
Option #3: Hi there, I am out of the office and will be back on [date]. For assistance, please contact [alternate point of contact] or visit [helpful link]. Thank you for your email, I will get back to you upon my return. Sincerely, [your name]
3. Dos and don’ts
OOO replies are one of those things that might seem obvious, but it doesn’t hurt to check off the basics. These tips could be the reminder you need to make your out-of-office reply short, sweet, and effective.
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