Professional Guidelines
Out of Office Messages
A proper email away message:
Appropriate times to set up an away message: Vacations or paid time-off Personal leave Business travel 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.
Microsoft 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.
Voicemails Teams Phones and County Cell Phones
County site office phones need an updated voicemail greeting with information including: Site and Program Phones
County teams phones and cell phones need an updated voicemail greeting with information of the current employee in position including: “Thank you for calling, you have reached” Employee name Position title (site if necessary) with PRCS
Name of facility or program within PRCS Hours of operation When to expect a response Email for more information
When to expect a response Email for more information
Update your voicemail with forwarding information while out of office, or set up calls to be forwarded.
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