Problem
What is an Out-of-Office (OoO) automatic reply,
How does outMail support sending of Out-of-Office (OoO)?
Solution
An Out-of-Office (OoO) message, sometimes called an Automatic Reply or Holiday Responder, is an email that is automatically sent in response to incoming messages when the recipient is unavailable.
Businesses commonly use Out-of-Office replies to let senders know that someone is away from the office due to annual leave, illness, business travel, or other absence. A well-written OoO message reassures the sender that their email has been received and provides guidance on what to do next if their enquiry is urgent.
Unlike a normal email, an Out-of-Office reply is generated automatically by the mail system and is only sent under specific conditions.
What Should an Out-of-Office Message Include?
A good Out-of-Office message should be concise and provide useful information, such as:
- The reason for the absence (optional).
- The dates the person is unavailable.
- When the sender can expect a response.
- Alternative contact details for urgent enquiries.
- The name or email address of another person who can help.
For example:
Thank you for your email.
I am currently out of the office and will return on Monday 8th September. During this time I will have limited access to email.
If your enquiry is urgent, please contact Jane Smith at jane.smith@example.com.
Otherwise, I will respond as soon as possible after my return.
Avoid including unnecessary personal information, travel details, or other information that could present a security risk.
How Does outMail Handle Out-of-Office Replies?
By default, outMail does not generate Out-of-Office replies.
This is because Out-of-Office messages are considered a type of Delivery Status Notification (DSN) or Non-Delivery Report (NDR). Whilst legitimate in normal business use, these automatic responses can also be exploited to generate backscatter spam if enabled indiscriminately.
To help protect both our customers and the wider Internet from unwanted automated responses, this functionality is disabled by default.
Can Out-of-Office Replies Be Enabled?
Yes!!
If you have a outMail1000 (or higher) service with a fixed/static IP address, Out-of-Office functionality can be enabled on request, as it forms part of the NDR functionality available on eligible accounts.
If you believe your organisation requires automatic Out-of-Office replies, please contact Prolateral Support to discuss your requirements.
When Should You Enable Out-of-Office Replies?
Out-of-Office replies are useful for:
- Informing customers and suppliers that you are unavailable.
- Providing alternative contact details for urgent enquiries.
- Setting expectations on response times.
- Maintaining good customer service during planned absences.
However, automatic replies should only be enabled where there is a genuine business need.
Best Practices
To get the most from your Out-of-Office messages:
- Keep the message short and professional.
- Include an expected return date where possible.
- Provide an alternative contact for urgent matters.
- Avoid sharing sensitive information such as travel plans or personal phone numbers.
- If possible, only send one automatic reply per sender during your absence to avoid unnecessary email traffic.
