The summer period is fast approaching, and it is important to be able to easily notify everyone who will try to reach you during your absence. Microsoft has made this very easy for anyone using the Microsoft 365 suite. In minutes, you can create an away message that will sync to Microsoft Teams and Outlook, so that both your emails and your calendar are up-to-date! 

When you are away from the office for an extended period, it is advisable to activate an automatic absence message. This is a message that is sent to anyone trying to contact you while you are away from the office. 

Add an away message on Microsoft 365 

If you use Microsoft 365 suite software, it is possible to add an away message that will automatically synchronize with all its tools: Outlook, Microsoft Teams, and your calendar! 

This can be done very easily by following these steps: 

• If you are using the desktop version of Outlook, click File> Automatic Replies. 

• If you are using the web version of Outlook, click the settings icon represented by a cogwheel, then click Show All Outlook Settings. Then choose Mail> Automatic replies. 

• Write your personalized away message that will be sent to your colleagues whenever they try to contact you. Don’t forget to add the dates of your absence in the body of the message. 

• Activate the date range during which the automatic message will be sent. 

• You can then decide which options to activate in your calendar. You can block your calendar for the entire period of your vacation, and also choose to automatically refuse any new invitations to new events. 

• Don’t forget to activate the option to send your message to people who do not work in the same organization as you! In your message, in addition to your dates of absence, don’t forget to refer the sender to another person within your organization who can respond to urgent requests. 

• That’s all! Your automatic message will then be synchronized with Microsoft Teams and your Outlook calendar. 

Activate Microsoft Teams voicemail 

If you want to take it a step further, you can also turn on Microsoft Teams voicemail so that any contacts trying to call you while you are away will be notified as well. 

• In Microsoft Teams settings, choose the Calls option. 

• Configure the auto responder rules. 

• Click Configure Voicemail. 

• Choose to record a voicemail message that will be heard by your contacts, or write your away message that will be read by Microsoft’s text-to-speech. 

• Decide whether your contacts can leave you a message, or whether they will just hear your away message and then be disconnected from the call. 

• That’s all! You can go on vacation with peace of mind! 

In short

Microsoft 365 makes it easy to configure your software to notify your colleagues and contacts that you are out of the office. Contact one of our Microsoft specialists now with your questions about the Microsoft 365 suite and its integration.