53. Should You Use an Out of Office Message?

Out-of-office (auto-reply) messages are commonly used in business email—but they are often overused and misunderstood. While they can be helpful in certain situations, they should be used thoughtfully and sparingly.

53 Should You Use an Out of Office Message?

What Many People Don’t Realize

Out-of-office messages reply to every incoming email, including:

• Clients and customers
• Newsletters and automated systems
• Spam and scam emails

This means your auto-reply can unintentionally confirm that your email address is active and monitored.

Potential Downsides

• Increased Spam: Auto-replies can validate your email address to unwanted senders.
• Oversharing: Detailed messages may reveal when you are unavailable.
• Unnecessary Noise: Replies are sent even when no response is needed.

When It Makes Sense to Use One

• Extended time away (a week or more)
• Medical leave or unexpected absence
• Situations where response delays may impact clients

When You Can Skip It

• Short absences (1–2 days)
• Weekends
• Normal business response delays

A Better Alternative

Instead of relying on auto-replies, consider setting expectations:

• Clearly state response times on your website
• Use a contact page with helpful information
• Communicate availability proactively when needed

Best Practices for Out-of-Office Messages

• Keep the message short and professional
• Avoid sharing detailed travel or personal information
• Do not include unnecessary contact details
• Turn the message off promptly when you return

Example Message

“Thank you for your message. I am currently away and will respond as soon as possible.”

How to Set an Out-of-Office Message in Roundcube

If you use Roundcube webmail, you can create an automatic reply using filters:

1. Log in to Roundcube webmail
2. Click Settings
3. Select Filters
4. Create a new filter (for all messages)
5. Add the action: Reply with message
6. Enter your out-of-office message
7. Save and enable the filter

Important: Remember to disable the filter when you return.

Final Thought

Out-of-office messages are a useful tool—but they should not be the default. Use them when they truly help, and keep them simple, secure, and temporary.