Are you taking vacation soon? Keep colleagues and clients informed about your absence while on vacation by changing your voicemail and turning on your Out of Office email.
Changing your voicemail
- Dial 4000, then enter your passcode.
- Press 8 for User Options.
- Press 4 to access your greeting.
- Press 7 to record your new greeting.
- Make the date range of your absence the first thing the caller hears after your name
- If possible, keep the message under 15 seconds
- Provide the name and number of another colleague who can be reached if your position involves providing immediate assistance
- Example: Hello, you’ve reached John Smith. I will be out of the office from Tuesday, July 2nd until Monday, July 8th. Please leave your name and number, and I will get back to you upon my return. Thank you!
Changing your Out of Office email
- In Microsoft Outlook, click on the gear icon.
- Under Info, select Automatic Replies.
- Click the Send automatic replies button, and select a time for your absence.
- Enter your Out of Office reply in the box below.
- Click OK.
- Your email message can be slightly more detailed than your voicemail greeting, but make sure to keep it short (2-3 lines maximum)
- Provide the name and number of another colleague who can be reached
- You may include the reason for your absence in your message, but avoid too many details and keep it appropriate
- Keep the message formal, and do not use abbreviations
- Include your name or signature at the bottom
- Example: Thank you for your message. I will be away from the office from 12 PM on Tuesday, July 2nd until Monday, July 8th at 8:30 AM. If you need immediate assistance, please contact Jane Smith at 613-520-2600 ext. 1111 or at email@example.com.