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How to set Out Of Office message in Microsoft Teams

Chat services can’t be turned off. Unlike social media accounts that you can deactivate for a short (or extended) period of time, a chat service will continue to work even if you’re signed out.

Your friends will see that you’re offline but even then, they’re able to send messages. This hold true for all types of chat services and apps, regardless if they’re used for work or for personal communication. 

If you want to stop receiving messages for a particular service, there isn’t much you can do. If you don’t plan on using the service, deleting the account is reasonable but if you’re taking a break, an Out of Office message is the way to go.

Out of Office messages

An Out of Office message is an automatic message that a user can set up. This message is automatically sent to anyone who tries to contact you. The message can be set so that it is sent on certain dates. 

Microsoft Teams Out of Office

Microsoft Teams allows users to set an Out of Office message. Unlike the status that is set for a user’s profile, this message is displayed when someone tries to message a user or mentions them in a group/team conversation. 

Microsoft Teams Out of Office status

You can set your Out of Office status directly in Microsoft Teams, and add a short message with it.

  1. Open Microsoft Teams.
  2. Click your profile at the top right.
  3. Select Set Status Message from the menu.

  1. Compose a message that is 280 characters, or less. You can mention a team member in the message if you want.
  2. Open the ‘Clear status message after’ dropdown
  3. Select Custom.
  4. Select the last date that you will be out of the office.
  5. Click Done.

Out of Office From Outlook

If you’re using the same account for Microsoft Teams and for Outlook, setting an Out of Office message in Outlook will sync it to Microsoft Teams.

Be warned though that the message will sync at its own discretion. It’s not immediate and it may in fact never happen. Additionally, you can only set an Out of Office message in Outlook if you’re using an Outlook or Microsoft account email. 

  1. Open Outlook on your desktop.
  2. Go to File.
  3. Click Automatic Replies.
  4. Select ‘Send automatic replies’.
  5. Compose a reply.
  6. Select ‘Only send during this time range’.
  7. Select the date range the automatic reply will be sent in.
  8. Click Ok.
  9. You can add exceptions by clicking ‘Rules’ at the bottom.

Turn Off Microsoft Teams Out of Office status

Turning the Out of Office status off in Microsoft Teams is easy though you should know you only have to turn it off if you want to stop sending it before the preset date. If the end date for the message has passed, the message will automatically stop displaying.

  1. Open Microsoft Teams.
  2. Click your profile at the top right.
  3. Click the delete/trash bin button at the bottom right of the Out of Office message.
  4. The message/status will be removed.

Turn off Outlook Out of Office alert

If you’ve set up an Out of Office alert in Outlook, and it is syncing to Microsoft Teams, you will have to turn it off from Outlook.

  1. Open Outlook.
  2. Go to File.
  3. Under Automatic replies, click the ‘Turn Off’ button.

Note: The status can take considerable time to sync to Microsoft Teams.

Conclusion

While there are two different ways to set an Out of Office status in Microsoft Teams, we strongly advise using the native option in Microsoft Teams. Outlook doesn’t always sync the message and you might be stuck with the message long after it has expired. More importantly, if you use a Gmail (or other account), Outlook’s built-in option simply won’t be available.

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