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How to Improve Your Teams Out of Office Experience

Introduction: In today's corporate world, Microsoft Teams has become the go-to platform for internal communication. But have you ever wondered how to effectively convey your absence to your colleagues using Teams? While setting an out-of-office...

Introduction: In today's corporate world, Microsoft Teams has become the go-to platform for internal communication. But have you ever wondered how to effectively convey your absence to your colleagues using Teams? While setting an out-of-office message in Outlook is common knowledge, many are unaware that Microsoft Teams offers the same feature. In this article, we will explore how to configure your Teams Out of Office message and status, ensuring seamless communication even when you're away.

Out of Office Status in Teams

One of the most frequently asked questions is how to set the Out of Office Status in Teams. You may have noticed a purple icon with an arrow in your profile picture, indicating that you are away. When someone tries to send you a message, they will also receive a notification above the compose box. However, to activate this status, we need to make use of Outlook. By creating an appointment in your Outlook calendar and setting the "Show As" status to Out of Office, your Teams status will automatically reflect the same.

Teams Out of Office status Teams Out of Office status

Set Out of Office in Teams

There are two methods to leave a message for individuals trying to reach you in Teams. You can either configure a message exclusively for Teams or schedule an Out of Office message that syncs with Outlook.

Out of Office Message in Teams

Let's start by learning how to set a message solely in Microsoft Teams. The configured message will be displayed in your profile and the text input box in the chat. Once you click on "Done," a notification will appear at the top of your Teams window. When your colleagues click on your profile icon in Teams or any other Office application, they will also see your status message.

Status message in Teams Status message in Teams

When someone tries to reach you in Teams, the status will be prominently displayed above the compose box.

Status message Outlook

Schedule Out-of-Office in Teams and Outlook

As mentioned earlier, you can configure a single message for both Outlook and Teams. In Outlook, you can set the messages using the Automatic Replies option or schedule an automatic reply in Teams.

  1. In Teams, click on your Profile icon and choose "Set status messages."
  2. Click on "Schedule out of office."

Schedule Out of Office Schedule Out of Office

  1. Turn on "Automatic replies."
  2. Write the internal Out of Office message.
  3. Optionally, enable "Send replies to outside my organization" and compose the message for external senders.
  4. Configure the duration during which the message should be sent.
  5. Click on "Save" when done.

Teams Automatic Reply Schedule a message

If you open Outlook and go to "File" > "Automatic replies," you'll notice that Automatic Replies is enabled in Outlook as well, with the same message and schedule. It's essential to note that this method won't display the personal message above the new message box in Teams. Instead, it will only show the purple Out of Office message, and users will need to click on your profile to read your custom message.

Teams Away message

Set Out of Office in Teams Mobile App

You can also configure your Out of Office message in the Teams Mobile app. The steps are similar to the regular Teams app. The message you set in the mobile app is automatically synced with the normal Teams app, eliminating the need for separate configurations.

  1. Click on your Profile icon in the Teams App.
  2. Click on "Set status message."
  3. Enter your status message.
  4. Enable "Show when people message me."
  5. Optionally, set the duration for which the message should stay visible.
  6. Click on the "Tick mark" in the top-right corner to save the settings.

Status Message Teams Mobile App Status Message in Teams Mobile App

Out of Office in Teams Mobile Out of Office in Teams Mobile App

Wrapping Up

Considering the widespread use of Teams in the corporate landscape, it's crucial to effectively communicate your absence through the Out of Office feature. For short leaves, setting the status message in Teams suffices. However, for longer vacations, utilizing the automatic reply option is recommended. We hope you found this article helpful, and if you have any questions, feel free to drop a comment below.

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