Working From Home? Stay Out Of Office

Whether you're working remotely or in an office, it's important to set up an out-of-office message if you're going to be away for an extended period of time. An out-of-office message is an automatic email reply that lets people know you're not available and provides them with information about when they can expect a response and who they can contact in your absence. This helps to maintain clear communication and ensures that business can continue as smoothly as possible while you're away.

How to set up an out-of-office message on Gmail

Setting up an out-of-office message on Gmail is a straightforward process. Here is a step-by-step guide:

Step 1: Log in to Your Gmail Account

Open the Gmail website on your desktop or laptop and log in to your Gmail account. If you are using a mobile device, you can set up the out-of-office message through the Gmail app.

Step 2: Access Gmail Settings

On the Gmail website, click on the "'Settings' gear icon" in the top right corner. This will open the "Quick Settings" menu. From here, select the "See All Settings" option.

On the Gmail app, tap the hamburger icon (three horizontal lines) in the top left corner to open the app's menu. Then, scroll down and tap on "Settings".

Step 3: Find the "Vacation Responder" or "Out-of-Office AutoReply" Section

In the Gmail settings, scroll down to the bottom of the "General" tab until you find the "Vacation Responder" or "Out-of-Office AutoReply" section. The naming may differ depending on your location, but the settings remain the same.

Step 4: Turn on the "Vacation Responder" or "Out-of-Office AutoReply"

Enable the "Vacation Responder" or "Out-of-Office AutoReply" option by toggling it on.

Step 5: Set the Date Range

Specify the date range for your out-of-office message by selecting the start and end dates of your absence. If you don't know the exact end date, you can leave the "Last Day" field blank, and Gmail will continue sending out-of-office messages until you manually turn off the responder.

Step 6: Compose Your Out-of-Office Message

Add a subject line and write your message. In the message, you can include details such as the reason for your absence, the duration, and any alternative contacts for urgent matters. Keep the message concise and professional.

Step 7: Choose Who Receives the Response

You can choose to send the out-of-office response to everyone who emails you, or you can limit it to your contacts or people in your domain. Simply check the appropriate boxes under the message field to make your selection.

Step 8: Save Your Changes

Once you are happy with your message and settings, click on the "Save Changes" button at the bottom of the screen.

Your out-of-office message is now active and will be sent automatically to people who email you during the specified date range.

Turning Off the Out-of-Office Message

When you return from your absence, remember to turn off the out-of-office message. Simply log in to your Gmail account, and you will see an "End now" option under your vacation reply. Click on it to disable the out-of-office message.

How to set up an out-of-office message on Outlook

Setting up an out-of-office message is a great way to let your colleagues and clients know that you are unavailable and will not be able to respond to their emails right away. It is considered good work etiquette to set up an auto-reply when you are on vacation, sick leave, or any other extended absence.

• Open the Outlook email client on your computer.
• Go to the "File" tab in the top left corner.
• Click on "Automatic Replies (Out of Office)".
• Enable the "Send Automatic Replies" option.
• Set the date range for your automatic replies. You can choose to send replies only during a specific time period or leave it on until you manually turn it off.
• Choose your audience: "Inside My Organization" or "Outside My Organization". This will determine who receives your out-of-office message.
• Type your response. Include essential information such as the dates you'll be gone, the reason for your absence, and a point of contact for further assistance. Keep the message short, professional, and to the point.
• Click "OK" to save your changes.

Remember to turn off your out-of-office message when you return to work. Simply open Outlook, navigate to the "Automatic Replies" tab, and select the "Do Not Send Automatic Replies" option.

By following these steps, you can effectively set up an out-of-office message on Outlook and manage your work-life balance, even when working from home.

What to include in your out-of-office message

When working from home, it is still important to set up an out-of-office message when you are away for an extended period of time. This lets your clients, supervisors, and coworkers know that you are away from your 'home office' or desk setup. It is a critical tool to help establish work-life boundaries and maintain client relationships. Here are some key things to include in your out-of-office message:

Dates of your time off

Specify the exact dates you will be away and when you will return. If you are reactivating an old out-of-office message, remember to change the dates and ensure all other information is current.

Reason for your absence

Provide a succinct reason for your absence. You don't need to give specific details, but it is helpful to note whether you are taking personal or vacation time. This will let colleagues know not to expect you to be checking in with work.

Points of contact

Include the names, phone numbers, and email addresses of any coworkers covering for you. Specify their areas of expertise so colleagues and clients know exactly who to contact for assistance. Make sure to get your colleagues' permission before providing their contact information.

Timeframe for response

Let the recipient know when they can expect a reply once you are back to work. You can also mention that there may be delays due to a high volume of emails or the ongoing COVID-19 situation.

Professional tone

Keep your out-of-office message clear, simple, and professional. Avoid jokes, bragging, or implying that you are happy to be out of the office. Don't say that you will respond as soon as you return, as this sets an expectation that you might not be able to meet.

What not to include in your out-of-office message

When crafting an out-of-office message, it's important to keep it professional and concise. Here are some things you should avoid including in your message:

Too Much Information

Keep your out-of-office message simple and to the point. Avoid sharing excessive details about your vacation plans, personal life, or medical situation. This is not only unprofessional but can also alienate your colleagues and compromise your privacy and security. It's perfectly fine to be vague, simply stating that you are "on vacation" or "out sick".

Overly Informal Language

Even if you have a casual relationship with your coworkers, remember that external contacts or clients may also be receiving your out-of-office message. Avoid overly informal language or humour that could be inappropriate or off-putting to those outside your workplace. You don't want to make a bad first impression on a potential new client or business opportunity.

Promising Immediate Responses

It's important to manage expectations regarding your response time. Avoid committing to responding as soon as you return or providing an exact date or timeframe. It's likely to take some time to catch up on emails and projects upon your return, so don't set an unrealistic standard for yourself. Instead, set realistic expectations and give yourself some flexibility.

Committing a Colleague's Assistance

While it's helpful to provide contact information for a colleague who can handle urgent matters, always make sure to get their consent first. Don't put your colleague in a position where they are unexpectedly burdened with extra work or inquiries. Communicate with them beforehand and ensure they are comfortable being your designated point of contact during your absence.

Excessive Creativity

While it's fine to add a bit of creativity or humour to your message, be mindful of your professional position and company culture. Assess the level of professionalism expected of you before crafting your message. Remember, your out-of-office message is still a work message, and you want to maintain a good impression even when you're not in the office.

Examples of out-of-office messages

Basic out-of-office template

> Hello, thank you for your email. I am out of the office until [return date] and will have limited access to email while I’m away. In case of an emergency or urgent matter, please contact [name] at [email address or phone number]. Otherwise, I’ll respond to your message as soon as possible after my return. Sincerely, [your name]

Friendly out-of-office template

> Hi there! Thanks for reaching out! I’m currently out of the office until [return date] celebrating my sister’s wedding. If you need immediate assistance, please feel free to reach out to [name] at [email address or phone number]. Otherwise, I’ll be sure to respond to your message when I get the chance after returning. In the meantime, have a great week! Warm regards, [your name]

Vacation responder out-of-office template

> Hi, thanks for your message. I’m away on vacation from [dates] and plan to disconnect during that time. For urgent matters, please contact [name] at [email address or phone number]. If your message can wait, I’ll be sure to respond as soon as possible once I’m back in the office. Have a great week, [your name]

Holiday season out-of-office template

> Greetings! Thank you for your email. I’m currently out of the office until [return date] to celebrate the holidays with my loved ones. If you need immediate assistance, feel free to contact [name] at [email address or phone number]. Happy Holidays! [your name]

Parental leave out-of-office template

> Hello, thank you for your message. I will be away on maternity leave from [dates]. My assistant, [name], will be managing my accounts during this time. You can reach her at [email address or phone number]. Best regards, [your name]

Work conference out-of-office template

> Hello, thanks for reaching out! I am currently out of the office attending a work conference until [return date]. I will be checking my email periodically, but please contact [name] for all urgent matters and requests. Thank you for your understanding, [your name]

Internal contacts out-of-office template

> Hi team! I’m out of the office until [return date] and will respond to your email when I return. [Name] is helping me out while I’m away. If you need something urgent or have questions, please contact [name above]. Thank you, [your name]

All-purpose out-of-office message

> I am out of office from [date] to [date] due to [reason]. I will respond to your email once I am back. During my absence, feel free to contact [name] at [email]. He/She will be able to assist you with any issue or question you might have. If the matter is urgent, you can call me at [phone number].

Out-of-office message for vacation or annual leave

> I am on annual leave from [date] to [date] and will not be able to respond to your mail until I return. For anything urgent, please contact [name] at [email].

Out-of-office message for sick leave

> I’m out of the office until [date] because of sick leave. I won’t be able to respond to any emails. In the meantime, you can contact my colleague at [email] for any assistance.

Out-of-office message for a business trip

> Thank you for your email. I am traveling from [date] to [date] for the [event name]. I will be active on my emails, but it might take a bit longer for me to get back to you. If there is anything urgent, feel free to call me at [phone number].

Frequently asked questions