2025-11-12
It's one of those quirks that makes you pause: Why do we say OOF instead of OOO?
Let's rewind to the 1980s. Back then, Microsoft Xenix was the leading Unix OS - yes, really! - and Microsoft itself was running its own mail system on it. This system had a feature to notify others when someone was unavailable, marked as Out Of Facility (OOF).
Over time, "Out Of Facility" evolved into "Out Of Office", but the abbreviation OOF stuck.
Why? Probably because it's easier to pronounce than "OOO".
🔗How "Out of Office" is actually used today
Out-of-Office messages are often the first thing people see when you're unavailable, which makes them more important than many realize.
A clear and professional OOF message helps:
- Set expectations
- Avoid unnecessary follow-ups
- Maintain a professional image even when you're away
🔗Quick examples of professional Out-of-Office messages
Here are a few simple templates you can use:
Simple and clear
Thank you for your message. I am currently out of the office and will return on [date]. I will respond as soon as possible after my return.
With alternative contact
I am out of the office until [date]. For urgent matters, please contact [colleague name] at [email].
More personal tone
I'm currently out of the office taking a short break and will be back on [date]. Thanks for your patience!
All-in-one flexible template (with selectable checkboxes)
Thank you for your email. I am currently out of the office.
I expect to be back in the office from [MMMM DD] and will then reply as soon as possible.
Reason for Absence:
- [ ] I am on annual leave.
- [ ] I am away on official business / attending a conference.
- [ ] I am out of the office with limited access to email.
- [ ] I am currently unavailable due to personal/medical reasons.
Email Policy During My Absence:
- [ ] No Access: I will not be checking my emails until I return.
- [ ] Limited Access: I will be checking emails intermittently, but responses will be delayed.
- [ ] No Forwarding: Your email has not been forwarded. I will respond when I get back.
- [ ] Auto-Forwarded: Your email has been automatically forwarded to my team for review.
Coverage & Urgent Matters
If your request cannot be postponed at all, please contact the secretariat ([Secretariat Email]) or my line manager [Manager Name] ([Manager Email], [Manager Phone]).
For specific project or topic-related inquiries, please reach out to the appropriate contact below:
- For [Topic A / Project X]: Please contact [Name] at [Email/Phone]
- For [Topic B / Project Y]: Please contact [Name] at [Email/Phone]
Best regards,
[Your Name]
[Your Title]
🔗Technical Best Practices for Your OOF Message in Exchange & Outlook
When setting up your automatic replies, keep a few technical behaviors of Microsoft Exchange and Outlook in mind:
- Internal vs. External Split: Exchange allows you to define separate out-of-office replies for internal and external recipients. This is great for sharing more specific details with colleagues while keeping external replies formal.
- Rich Formatting with Caveats: Exchange allows full formatting in OOF messages, just as with signatures. However, watch out for two caveats:
- Tables: Classic Outlook for Windows tends to mess up table layouts in OOF replies (though Outlook for the web and New Outlook for Windows render them perfectly fine).
- Images: Images are only possible when linking them via a web-hosted URL. Read our guide for image formats to learn more about image format compatibility and the potential issues linked image files can create.
- Automated Deployment: Set-OutlookSignatures with the Benefactor Circle add-on allows you to deploy internal and external out-of-office reply texts easily, based on Word or HTML templates.
🔗Bonus trivia: Ever heard someone say "Little 'r' me"?
This is a reference to the keyboard shortcuts in Outlook, which in turn were adopted from the Unix mail system mentioned above.
- Ctrl+R (little r) = Reply
- Ctrl+Shift+R (big R) = Reply All
🔗Turn every small email moment into a professional advantage
Email signatures and out-of-office replies may seem minor, but think about how often people see them.
We help organizations centrally manage and standardize these touchpoints across all users — unified Outlook branding everywhere, with zero external data exposure. No manual effort, no inconsistencies, no data leaving your environment. With Set-OutlookSignatures, every email becomes a consistent, secure, and fully controlled brand experience.
👉 See what’s possible for your email setup
→ See how it works (2 min)
👉 Want to try it yourself?
→ Quickstart
Not responsible for email setup in your company?
Share this article with your IT department or marketing team, they’ll thank you for it.