If you’re going on leave, it’s a good idea to set Out of Office notifications for things other than email. For example, you can set an ‘Out of Office’ message in the Microsoft Teams app and let others know about your unavailability. Setting such a message will make your teammates aware of your absence.
Here’s how you can set out of office notifications in Microsoft Teams.
Set out of office in Microsoft Teams
Microsoft Teams for Windows and Mac use the same user interface. The steps to use the Out of Office function on both platforms remain identical.
Follow the steps below to use and set Out of Office notifications in Microsoft Teams.
Step 1: Open the Microsoft Teams app on your computer.
Step 2: Select Related Groups from the left sidebar.
Step 3: Click on the profile picture at the top.
Step 4: Select Set status message.
Step 5: Click the ‘Schedule Out of Office’ button and this will open the dedicated Out of Office menu.
Step 6: Turn on the Turn on automatic replies switch.
Step 7: Set Out of Office message.
Note that your added message will appear when people try to contact you in Groups or open your profile. Teams will send it as an autoresponder in Outlook.
When you add an out of office message, you have two options to choose from from the same menu. Let’s learn about them.
Send replies outside of my organization: If you’d like to send automatic messages to contacts outside of your organization, click the box next to ‘Send replies outside of my organization.’ Groups will let you choose between ‘Only your contacts’ and ‘All external senders’.
You can just set different notifications for your contacts from the dialog below. If you want to keep the out of office message, copy/paste it above.
Send replies only for a period of time: This is a must-have for anyone trying to set up out-of-office messages in Teams. Enable the dot box and it will ask you to add the Start date and End date according to the time.
Let’s say you run out of a week. You can add a start and end date and specify a time to schedule out-of-office messages.
Set out from group settings
You can access the same option from the Groups settings menu and set up out of office messages.
Step 1: Open the Microsoft Teams app and click the three-dot menu next to the profile picture.
Step 2: Go to Settings.
Step 3: Select General and scroll to the bottom.
Step 4: Click Schedule, it will open the familiar menu as above to set the absence status.
Edit Out of Groups from Microsoft Outlook
Once you set up out of office in Microsoft Teams, it’s automatically synced with Microsoft Outlook email. Here’s how you can edit out of office in Outlook and update the same message in Teams.
Step 1: Open Microsoft Outlook application on Windows.
Step 2: Click File at the top.
Step 3: Select Automatic reply.
Step 4: You will see a notification like the one you set in Microsoft Teams.
Step 5: If you edit the out of office message, the same change will happen on the Microsoft Teams app.
Set status messages in the Teams mobile app
There is no way to set up out of office notifications in the Microsoft Teams mobile app. However, you can set a normal status message and clear it after a set amount of time.
This is useful when you’re in a meeting or aren’t in Teams for a few hours. Here’s how you can use it.
Step 1: Open the Microsoft Teams app on iPhone or Android (both use the same user interface).
Step 2: Tap the profile icon at the top.
Step 3: Select the Set Status message.
Step 4: Add a status message, turn on Show when people message me.
Step 5: Timer to automatically delete messages after a fixed time.
Tap Done at the top and your contacts will see the set status message whenever they try to message you in Teams.
If you don’t use Microsoft Teams for a specific reason, you can use this functionality instead of just changing the status of Teams in the app.
Set clear communication in the group
Look professional when you set up out of office notifications in Teams to let others know the reason and possible time to wait for a reply. Remember that the same out-of-office messages are synced with Outlook email as well.
Categories: How to
Source: thpttranhungdao.edu.vn/en/
