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You may carry on vacation or be from the office for a days that are few. In order not to make your contacts wait too long, it is recommended to set up an absence email delivered immediately to them. The lack message must be brief and include the absolute most important information such as the period of lack, the main reason for the absence and also the e-mail target of a colleague who is able to process your contact’s request.

To create the absence message, it’s important to produce a filter that is new Roundcube provided in your personal email hosting.

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How to configure an absence email on Roundcube?

If you have Roundcube on your colocation hosting, you can create an absence email by logging into your mailbox and clicking on “Settings” at the top right.

Absence email Click on the “Filters” tab and then on the “+” button in the “Filters” section.

Absence email enter a filter name, check the messages that are“All box then select the “Reply with message” action.

Absence email Indicate the body associated with the absence message, the main topic of the message as well as the regularity of sending the message then click the “Save” button.

Absence e-mail go the “Vacation” filter above the “Spam-default” filter so that the latter is taken into consideration.

The displacement is completed by simple drag and drop.

Just how to create an absence message?

As it’s good to recall, a communication that is good a company also passes by the message of absence. Although the latter is automatic, the latter must be precise and clear. How do you create your lack message?

Object of this message it’s important to define a topic on your message. Indeed, this can let your contact to know very well what are at stake. The item most frequently used is “out of the office”.

Type of appeal your absence e-mail must include a courtesy declaration. The best way is to first thank your contact for their message such as “Thank you very much for your message” or “Hello and thank you for your email”. Availability date as indicated at the beginning of the article, it is important to communicate the most relevant information. This is the reason why, it is necessary to indicate the date when you will be back at the office if you are away from your office.

You can also indicate in the email, the reason for your absence, for example: I am currently on leave although it is not an obligation. I will be available again from  March 10, 2020 monday.

Unable to redirect in some  cases, it is possible for you, in addition to sending the absence message, to forward the email to one of your colleagues. However, there may be some good reasons why this does not happen. It may be good to give the  reasons why your contact e-mail will not be forwarded to one of your peers.

Referent while you are away, a few of your files and clients may be handled by certainly one of your peers. In this full case, it may be interesting to let people know. You can for example, put as a sentence, this: In an emergency, you can contact Mr. X whose email address is the xxxxx@domaine.com that is following.

Conclusion formula it is possible to setup on your absence email, a polite statement in summary such as “Yours” or “Best regards”.

Personalize your absence email:

A little more to be less formal in many professions, you can be more relaxed, which allows you to personalize your absence message. This is particularly the case when the emails are mainly notes that are internal.

As an example, in your lack message, you can only indicate you are on holiday, without placing a return date.

Here is an overview of the designs you need to use for the absence messages: Relaxed i will be currently on leave. It will be feasible to become listed on me again from March 10, 2020 Special occasion delighted new year! On break for Christmas holidays, I will be back very soon, fresh like a roach

Humorous (mainly between colleagues) When hiking, i am going to be there again on March 10, 2020 it should be noted that there are certain formulas to avoid such as the formulas “Finally on vacation!” if I find my way However,, “I would perhaps not link your emails during my vacations!”.

Example of absence message Hello and many thanks for your message, we have always been currently on leave and you will be for your use again on March 10, 2020. For reasons of privacy, your message will never be transmitted. However, in the event of an emergency, you can reach my colleague at xxx@domaine.com. Best regards your signature

What are the risks of an absence e-mail?

It is extremely common to create an absence message up when you are away from the office for a certain period. However, it is imperative to pay attention that is particular the details that your message will transmit before saving it.

Indeed, it is unfortuitously not uncommon for criminals to just take this given information to make use of it, for example to rob you.

Conclusion on absence messages

You are now able to set up an absence email, it only remains to test this during your next vacation. Also, you know what must necessarily contain your message. Indeed, it is important to highlight the  basis for your absence as well as the date of return. Note that the polite formulas are required which is imperative maybe not to be too familiar in the latter. And most importantly, don’t forget to deactivate the filter just as you return.

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