Out of Office Updates
by Phillip Lyle
On September 30th, ITS announced the immediate availability of Out of Office replies to external users.
This change affects the delivery behavior of responses generated from Out of Office replies. Previously, an external user who sends a message to a district employee would NOT receive the configured Out of Office message. All internal and external users will now see all Out of Office replies.
Help protect against impersonation & theft
Since Out of Office messages are indiscriminately sent to all email users, consider the following best practices when crafting your reply. Review the following problematic message:
I am away on vacation in Las Vegas until 10/1. Please contact my manager Jane Smith (Dean of Admissions) at x04151 with any issues. In case of emergency I can be reached on my cell at 714-555-4165.
To correct the above reply, consider the following modifications:
· Refrain from using the names of specific places in your reply. Telling a criminal you will be out of town invites an easy window for impersonation or property theft. Instead, say “I am unavailable until xxxx”
· Try to avoid using the names and job titles of fellow co-workers in your reply. If absolutely necessary to leave alternate contact information, consider referring to a department (“Contact the Registrar”) or a generic email address.
· Do not put any personal information, such as a cell phone number or address in your reply.
An improved Out of Office message:
I am currently unavailable until 10/1. Please contact the Registrar with any issues that require immediate attention.