Write a perfect out-of-office message with Copilot in seconds

Hi, Insiders! Whether you’re signing off from work for a day, a week, or an extended period of time, communication is paramount. You deserve to enjoy your time away or have the space to focus on whatever personal matter is at hand – a clear, concise, and practical out-of-office message can make this possible. And you don’t have to craft it alone! Microsoft Copilot can help you write the perfect out-of-office message for Outlook, Teams, or other communication apps in no time at all.

For when you’re on vacation

When you take a much-needed break, you’ll not only want to alert people of your absence and inability to respond, but point them in the direction of whomever is available in your place to address their request.

Sample prompt

Hey Copilot, can you draft a funny but professional OOO message for a week-long vacation I’m taking starting March 3. I won’t be checking Outlook at all and want people to contact my boss, Megan Bowan, by email at megan.bowan@contoso.com only if it’s urgent. Otherwise, I will respond within 2-3 days after I return.

Copilot’s response

For a brief sick or personal day

If you’re only gone for a short while, you’ll still want people to know you may be slow to get back to them. This kind of OOO message also signals to coworkers and clients that you may need their grace and patience.

Sample prompt

Can you write me a brief, polite, and kind OOO message mentioning that I’m dealing with a personal matter and may be slow to respond to their email, and appreciate their patience?

Copilot’s response

For a last-minute emergency

Maybe your internet cut out or there are reports of an incoming snowstorm. Don’t fret! Whip up a quick away message and keep the work wheels turning while you tend to the issue.

Sample prompt

Copilot, draft an OOO response indicating that I may not respond right away because a local weather report is affecting my internet connection. Tell people I will be available by phone at (847) 555-3346 for anything urgent.

Copilot’s response

For an extended leave

Whether you’re taking time away from work to bond with your new baby or on a sabbatical, be sure to craft an OOO message that directs people who are trying to reach you toward colleagues who are ready to step in and help keep things moving while you are away.

Sample prompt

Write an OOO message for a 6-month parental leave. Make it friendly, and refer people with questions/requests to my coworker, Megan Bowan, at megan.bowan@contoso.com. Let people know that I’ll return to the office on April 25.

Copilot’s response

Tips and tricks

As you draft your OOO message with the help of Copilot, keep these tips in mind:

• State the duration: Clearly mention the dates you will be unavailable, as well as when you will return.
• Provide a reason (optional): You can briefly mention why you are out if you’re open to sharing and it feels appropriate for your audience, but it’s not mandatory. When in doubt, keep it short and void of details.
• Offer an alternative contact: Provide the contact information of a colleague who can assist in your absence, if there is one. Make sure that the contact you include is aware that you’re doing so and available to fill in for you before you take your leave.
• Set expectations: Let the sender know when they can expect a response from you. This can be a specific date, such as when you’ll return to your desk, or a time frame where you have flexibility to go through your emails diligently.
• Be polite and professional: Maintain a courteous tone throughout your message. If appropriate, you can inject some humor or personality.

 

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