Are you tired of constantly checking your email while you’re on vacation or out of the office? If so, an “away message” might just be the solution you’re looking for. With an away message, you can let people know that you’re unavailable while still maintaining a professional and courteous demeanor.
But crafting the perfect away message can be difficult – that’s why we’ve compiled a list of sample messages for Outlook that you can use or edit as needed. Whether you need a message for a short absence or an extended vacation, we’ve got you covered.
So why use an away message in the first place? For starters, it can help manage people’s expectations and improve communication – letting your coworkers and clients know that you’re not available can help prevent misunderstandings and delays. Plus, it’s just good manners to let people know you won’t be able to respond right away.
Check out our sample messages below and see if any of them fit your needs. Remember, you can always customize them to suit your specific situation. With an away message set up, you can relax knowing that your inbox won’t be overflowing with urgent requests while you’re away.
The Best Structure for an Away Message Sample for Outlook
When setting up an away message for your Outlook email, it’s important to remember that this is the first impression you’ll be making on your contacts while you’re out of the office. You’ll want to make sure that your message not only informs people of your absence but also leaves a positive impression and sets expectations for when you’ll be able to respond. Here’s a breakdown of the best structure for an away message sample for Outlook.
Firstly, start with a warm welcome. A friendly greeting sets the tone for your message. You can include something like – “Thank you for contacting me,” or “Greetings from my virtual office!” or “Hello everyone!”
Next, let your contacts know about your absence. Be straightforward and to-the-point. Something like – “I am currently out of the office and unavailable until [date].” or “Please note that I am on vacation from [date] to [date], and will not be responding to emails during this time.”
Then, set expectations for your return. This is important so that people have an idea of when they can expect to hear back from you. Something like – “I will respond to your message as soon as possible upon my return on [date].” or “I will be available again on [date], and will get back to your email at that time.”
You may want to also provide an alternative point of contact if someone needs to speak to someone urgently while you’re away. You can say – “In the meantime, please contact [colleague’s name] at [email address or phone number] for any urgent matters.”
Finally, end your message with a positive note. Something like – “Thank you for your understanding and I look forward to speaking with you when I return.” or “I hope you have a great day and look forward to catching up with you soon.”
In conclusion, the structure for the best away message sample for Outlook should include a warm welcome, a straightforward explanation of your absence, setting expectations for your return, providing an alternative point of contact if possible, and ending with a positive note. By utilizing this structure, you’ll be able to ensure that your contacts are informed and feel valued even while you’re out of the office.
7 Sample Out-of-Office Messages for Outlook
Out of Office for Business Trip
Dear All,
I am currently away on a business trip and will be unavailable from [date] to [date]. During this time, I will not have access to email and may be delayed in responding to any messages. I apologize for any inconvenience this may cause. If you have any urgent matters, please contact [name and email] who will be able to assist you in my absence.
Thank you for your understanding and I will respond to your email as soon as possible upon my return.
Best regards,
[Your Name]
Out of Office for Personal Reasons
Hello,
I will be out of the office from [date] to [date] due to personal reasons. During this time, I will not be checking my emails and may not be able to respond until my return. If this is urgent, please reach out to [name and email] who will be able to assist you in my absence. I apologize for any inconvenience this may cause and appreciate your understanding.
Thank you,
[Your Name]
Out of Office for Vacation
Hi,
I hope this email finds you well. I will be on vacation and out of the office from [date] to [date]. During this time, I will not be checking my emails and may not be able to respond until my return. If this is an urgent matter, please contact [name and email]. They will be able to assist you in my absence. Thank you for your understanding, and I look forward to getting back to you once I return.
Best regards,
[Your Name]
Out of Office for Conference
Dear All,
I am currently attending a conference from [date] to [date] and will be unavailable to respond promptly to your emails. If you have any urgent matters that need attention, please contact [name and email]. I apologize for any inconvenience this may cause, and I will follow up on your email as soon as possible upon my return.
Thanks for your understanding.
Best regards,
[Your Name]
Out of Office for Family Leave
Hello,
I will be out of the office starting [date] due to personal circumstances. During this time, I will not be checking my emails and may not be responsive until my return. If this is a pressing matter, please reach to [name and email]. They will be able to provide you with any necessary information that can assist you in my absence.
Thank you for your understanding and I will follow up with your email as soon as possible.
Best regards,
[Your Name]
Out of Office for Medical Reasons
Hey All,
I wanted to send a note that I am currently not feeling well, and I am taking some time off work to recover. I will be out of the office from [date] to [date]. During this time, I will not be checking my emails, and response may be delayed but will get back to them as soon as possible. For any urgent issues, please contact [name and email]. Thank you for your patience and appreciate your understanding.
Best,
[Your Name]
Out of Office for Maternity Leave
Hello Everyone!
This is to bring to your kind notice that I am currently on maternity leave and will not be active until [date]. During this time, I will not be available to respond to emails. However, the great customer support team can assist you with your queries and concerns. Please reach out to [name and email] for any immediate assistance. Thank you for your understanding, and I look forward to coming back soon.
Warm Regards,
[Your Name]
Tips for Crafting an Effective Away Message in Outlook
When you’re planning to be away from the office or out of reach for a set period, it’s essential to let people know with a thoughtful and informative away message. An effective message can improve communication and help prevent missed opportunities or misunderstandings. Here are some tips for crafting an effective away message in Outlook:
- Include dates and times: Be clear about when you’ll be away and when you’ll be back. If possible, specify the timezone you’re in to avoid confusion. Make sure the dates are accurate and up-to-date, especially if your plans change unexpectedly.
- Provide context: Let people know why you’re away and what they can expect when you return. Are you attending a conference, on vacation, or dealing with a family emergency? Be honest and straightforward about your availability and what you can and can’t do during your absence. This will help people understand your situation and adjust their expectations accordingly.
- Offer alternative contacts: If you’re not going to be available at all during your absence, provide alternative contacts for people to reach out to in your absence. Ideally, provide the names, phone numbers, and email addresses of team members who can assist with urgent queries or requests, or even an alternative email address to contact you in case of emergency.
- Set expectations: Be clear about what people can expect in terms of response times when you return. Will you be able to catch up on missed messages and emails quickly, or will you need some time to get back up to speed? Be honest about your workload and availability, and try to give people a rough timeline of when they can expect to hear back from you.
- Keep it concise: While it’s important to provide all the necessary information, don’t overwhelm people with a lengthy and convoluted message. Keep it short and simple. People are likely to appreciate a clear and concise message that they can quickly read and understand.
- Thank people: A little bit of gratitude can go a long way. Thank people for their understanding and patience while you’re away, and let them know that you appreciate their support. This will help maintain positive relationships and build goodwill with your colleagues and clients.
By following these tips, you can create an effective and informative away message that will keep your colleagues and clients informed and minimize disruption while you’re away.
Away Message Sample for Outlook FAQs
What is an away message in Outlook?
An away message is an automatic response sent from your email account whenever you are out of office or unable to respond to emails for a certain period of time.
How do I set up an away message in Outlook?
To set up an away message in Outlook, go to File > Automatic Replies. From the pop-up window, choose the date range and create your message. Click OK to save and activate the message.
Can I customize my away message in Outlook?
Yes, you can customize your away message in Outlook. Use a friendly tone, include relevant information such as when you will be back, and provide an alternative point of contact.
Can I set different away messages for internal and external contacts in Outlook?
Yes, you can set different away messages for internal and external contacts in Outlook. Select the “Inside My Organization” and “Outside My Organization” tabs when creating your automatic reply to set up different messages for each group.
Can I schedule my away message in Outlook?
Yes, you can schedule your away message in Outlook. Simply choose the date range and time when you want the message to start and end.
How do I turn off my away message in Outlook?
To turn off your away message in Outlook, go to File > Automatic Replies. From the pop-up window, select “Don’t send automatic replies” and click OK.
What are some examples of professional away messages in Outlook?
Some examples of professional away messages in Outlook include: “Thank you for your email. I am currently out of the office and will not be able to respond until [date]. If you need immediate assistance, please contact [alternative point of contact].”; “I am away from the office until [date]. I will respond to your email as soon as possible after my return.”; “Thank you for your message. I am currently attending a conference and will be unable to respond until [date].”
Sayonara for now, fellow Outlook friends!
Thanks for tuning into our little guide on using away messages in Outlook. We hope our away message samples gave you some inspiration for your own personalized message. Remember, good communication in the workplace is key, and using an away message can ensure that you don’t leave anyone in the dark while you’re away from your computer. Feel free to come back and visit us in the future for more helpful tips and tricks for navigating the hectic world of email. Until then, happy typing!