PROFESSIONAL GUIDELINES
Setting up appropriate professional email signatures and account profiles NEW AND OUTGOING EMAILS
ACCOUNT PICTURES Guidelines for profile picture in Microsoft 365 and other professional tools/databases: A profile picture features a clear picture of the employee’s face with a simple background. 1. Any animation, avatar, graphic, logo, pet, animal, or filter is not allowed. 2.
First Last Name, Certifications ( optional: pronouns ) Title/Position Department of Parks, Recreation and Community Services Desk: xxx-xxx-xxxx, Cell: xxx-xxx-xxxx Email: xxx.xxx@loudoun.gov Connect all communities through exceptional people, parks, and programs.
First Last Name ( optional : pronouns) Title/Position Parks, Recreation and Community Services REPLY EMAILS Email signature setup instructions can be found on CoCo.
Setting up proper out-of-office messages on Outlook Email & Teams
A proper email away message:
Appropriate times to set up an away message: Vacations or paid time-off Personal leave Business travel Attending trainings, workshops, or conferences Office closures: holidays or team-building events
Begins with a professional greeting. States the dates you’re away or out-of-office. Advises if you’re accessing email during your absence. Provides an estimated date the sender can expect a response. Informs the sender who to contact for urgent requests and provides appropriate contact info. Is set up for both internal and external automatic replies. Is activation when needs, and provides accurate out of office dates and times.
Microsoft Teams status
Update teams status when out-of- office by scheduling specific time away in the app. Set status message if working offsite.
Setting up and updating your Microsoft Outlook and Teams Calendar Employees with an Active Directory Account have a loudoun.gov email address along with access to the Outlook Calendar feature. Work calendars should be kept up to date to serve the department and other employees. Below are guidelines for keeping your calendar up to date: Schedule all meetings in your calendar. Schedule telework days (if applicable) and show as WORKING ELSEWHERE. Schedule reminders to help keep you on track with time management and deadlines.
Schedule appointments (can be marked as private if needed). Schedule out of office time, including leave and vacation time.
Respond to all calendar invites promptly: Accept, Decline or Propose a New Time If declining, respond with a reason why or ask what you can provide to support the meeting in your absence
Utilize color coding for meetings/activities. Include travel times for off-site meetings. For virtual meetings, include the Teams link in the invitation.
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