Stepping Away? Is Your Out-of-Office Message in Microsoft Outlook Accessible?

Whether you are away on vacation, taking medical or sick leave, traveling for business, undertaking training, working part-time, or handling unexpected emergencies, setting a clear and accessible out-of-office message:

• Informs others of your absence;
• Lets them know when to expect your response;
• Provides a point of contact for urgent matters; and
• Supports inclusive communication to meet diverse needs.

How to Turn on Automatic Replies

In Outlook Desktop

• Go to File > Automatic Replies (Out of Office).
• Select Send automatic replies.

In Outlook Web

• Go to Outlook on the Web.
• Select the Settings (gear) icon in the top right corner.
• Select Account > Automatic replies. Then, toggle Turn on automatic replies.

Quick Access

To add the “Automatic Replies” button to your Outlook ribbon:

• Go to File > Options > Quick Access Toolbar.
• From the “Popular Commands” drop-down menu, select Automatic Replies.
• Click Add, then OK.

Best Practices for Writing Your Out-of-Office Message

1. Support Both Official Languages: When writing your message, follow these language requirements:
   • Unilingual roles: Write in English or French.
   • Bilingual roles: Write in English and French.
     • If you are in Quebec: Start with French, then write in English.
     • If you are outside Quebec: Start with English, then write in French.
   • Teleworking? If so, use the address of your designated work location (DWL) rather than your home address:
     • If your DWL is in Quebec, start with French.
     • If your DWL is outside Quebec, start with English.
   Important! Outlook’s automatic replies do not support hyperlinks or bookmarks, so your recipients will not be able to skip directly to another language. Instead, write “English follows the French” or vice versa in plain text (no underline) at the beginning of your out-of-office message.
2. Text Formatting: Write in plain text and use sans serif fonts (e.g. Arial, Calibri, or Aptos) in size 12 or larger. Avoid excessive use of bolded, italicized, or underlined text, as this can make your message difficult to read. Clear formatting makes your message easier to read, displays it correctly on different devices, and benefits users who prefer listening over reading.
   Tip! Write and copy your message in Microsoft Word, then paste it into the Outlook Automatic Replies textbox.
3. Proofing Language: Set the correct proofing language so that adaptive technologies pronounce your message properly. Go to Review > Language > Set Proofing Language and select English (Canada) or French (Canada) depending on the language required for that section. Repeat this process for each section in a different language.
   Tip! For more information, refer to the IT Accessibility Office’s (ITAO) article on how to improve accessibility in your bilingual emails with the proofing language feature.
4. Check Colour Contrast: Strong colour contrast improves your text’s readability and visibility. It reduces eye strain and supports colleagues or clients with low vision or colour blindness. Always ensure that your text stands out clearly from the background.
   Tip! Test your text and background using the Colour Contrast Analyser.
5. Keep It Clear and Simple
   • Include your full signature block in both English and French. For further guidance, refer to ITAO’s best practices for signature blocks.
   • Provide alternate contact information so that others know who they can reach out to for support while you are away.
   • Avoid placing images in your out-of-office message. Images are often blocked, may not be displayed properly, and may get flagged as spam.

Helpful Resources

• Refer to the following bilingual out-of-office message template (French first) to help you create your own automatic reply.
• Visit iService for examples of bilingual out-of-office messages to help you get started with customizing your own.

If you need assistance or have any questions, please do not hesitate to reach out to us through our request management tool or by contacting us directly at EDSC.TI-IT.A11Y.ESDC@hrsdc-rhdcc.gc.ca.