When you’re out of the office, it’s normal to set up an automatic reply to let people know you’re unavailable – but how much is too much information to share? Below are tips we suggest to stay safe when using the Microsoft Outlook Auto-replies feature from your company or personal email accounts for when you are out of the office or away from home.
Microsoft Office ‘Out of Office’ Tips to Stay Safe
Out of Office Replies
Reasons you might want to avoid using this feature to send to EVERYONE as opposed to specific groups of individuals:
1) Security concerns
If you’ve got your automatic reply set to everyone who emails you, you’re also sending that same info to spammers and hackers. This can alert these bad actors that your email address is active and encourage them to send more spam or phishing emails. They could also put your name on a list that could end up on the dark web for sale. Do you ever wonder how spammers can get your email address? This is one of their techniques.
2) Privacy concerns
Automatic replies can reveal information about your schedule and whereabouts, which could be used by cybercriminals to target you or your organization.
3) Not updating your settings
Automatic replies can sometimes be misunderstood. For example, if you forget to turn off your auto-replies feature when you return to the office, people may assume you’re still out of the office and not respond to your emails, or reach out to another party if they assume they cannot reach you.
4) Lack of customization
Automatic replies are often generic and don’t provide much information beyond the fact that you’re out of the office. This can be frustrating for people who need more specific information about your availability or who need urgent assistance.
If you do decide to use an automatic reply, consider customizing your message to different groups of people. Outlook offers the ability for you to have different responses to these groups:
1) Colleagues (under the ‘Inside My Organization’ tab)
2) Non-colleague but verified contacts (under the ‘Outside My Organization’ tab, and selecting the ‘My Contacts only’ radio button)
3) All other contacts, including non-verified email addresses (under the ‘Outside My Organization’ tab, and selecting the ‘Anyone outside my organization’ radio button)
Automatic Replies
If you know how long you will be out of the office, add a date and time range so that upon your return it will automatically shut off the auto-response feature for you.
Remember to confirm your auto-reply message is updated to reflect the accurate dates you will be out and when you will return to the office.
Expected Time Off
Upon your return to the office, you can choose to reply to any messages you deem safe as needed.
Customizing Messages
QCM suggests you write one message to your colleagues (using Option 1 above) and a second message to your verified contacts (using Option 2 and selecting the ‘My Contacts only’ option).
This option covers known contacts you regularly work with, yet doesn’t reply to unknown parties, spammers, or hackers, so those emails will receive no response or information at all. Be sure to review all the settings before clicking on the ‘OK’ button. Note: You can always go back and update your settings if needed.
Alternatives to using Out of Office Replies
There are several alternatives to automatic replies which you can consider:
1) Delegate
If you have a colleague who can handle your emails while you’re away, consider delegating your inbox to them. This way, they can respond to important emails on your behalf and keep your inbox organized.
Delegate Access:
2) Schedule Emails
If you know you’ll be away from the office for a specific period of time, consider scheduling emails to be sent at a later date. This way, you can respond to important emails without having to worry about checking your inbox while you’re away.
3) Use Rules
Most email clients allow you to set up rules that can automatically sort and prioritize your emails. For example, you can set up a rule to automatically move emails from your boss or important clients to a specific folder.
Update Your Signature:
4) Update Your Signature
Consider updating your email signature to include information about your availability. For example, you could add a line that says “Please note I will be out of the office from [date] to [date]."
5) Notify key contacts
If there are specific people who need to know that you’re out of the office, consider sending them a personalized email letting them know when you’ll be back and who they can contact in the meantime.
Keep these tips in mind next time you're planning on being out of the office. No matter which days you'll be out of the office, be sure you’re doing something to be proactive in your security efforts. Because cyber thieves don't take time off.
Recipient of multiple accolades throughout our history, most recently:
• SAP Utility of the Year Mid-Sized
Systems, Applications, & Products in Data Processing, Navajo Tribal Utility Authority (NTUA)
(QCM served as lead consultant on this project)
• BristolNet Innovation Partner of the Year
Bristol Global Mobility
• Minority Technology Firm of the Year
Arizona Hispanic Chamber of Commerce
Experience & Expertise
QCM has been in business for more than 22+ years with over 350 years' of extensive technical expertise across our team of 30 employees. We have strong and established relationships with the best in technology partners, which we use to achieve the best fluency and results for our valued customers.
Value in Relationships
The QCM founding philosophy is: "IT projects should pay for themselves" - to achieve this, we work closely with and establish deep partnerships with each of our customers to fully understand their business needs. We then harness our solid vendor relationships to deliver projects with high potential to yield quick ROI and long-term competitive advantages, so our customers can achieve their goals and grow beyond.
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QCM has retained many customers since the inception of our business in 2001 - now that's saying something. The value, ROI, technical expertise, and compelling advantages we provide are just some of the ways we save our customers money, and are the core of how we operate as a business - because when our customers succeed, we succeed.
Why Choose QCM
♦ Established 2001
♦ Minority Business Enterprise
♦ Serving SMB and Large companies
♦ Team of 30 holding 350+ years experience
QCM Technologies, Inc.
www.qcmtech.com
MBE Est. 2001 • Scottsdale, Arizona
