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Idaho Transportation
Department

Office of Communications
P.O. Box 7129
Boise, ID 83707
208.334.8005
Fax: 208.334.8563

 


'Out-of-office" messages to be activated for ITD e-mail

A feature of ITD e-mail programs that previously was not available will be activated next month, enabling employees to let senders from outside the department know when they are out of the office.

Beginning Nov. 1 when employees turn on their “Out-of-Office Assistant (in Microsoft Outlook and Entourage), the automated reply will be allowed outside of the ITD network, and this e-mail alert will be sent to internal as well as external e-mail recipients, explains Chief Technology Officer Jon Pope.

“As a result of this change, we would like all ITD staff to follow simple guidelines in order to ensure that both the department and the individual employee are protected from potential issues arising from providing sensitive information within the body of their auto reply message,” Pope said.

Employees are asked to follow these guidelines:

  • Keep messages simple. State that you are out of the office, but do not state your reason for being gone.
  • Get permission before divulging an alternate contact’s information.
  • Be careful of what you reveal about your job title.
  • Do not divulge an associate’s e-mail address. Give a telephone number of someone who can help answer questions in your absence.
  • Do not divulge personal information in your auto-reply message (such as home phone, cell phone, etc.)
  • Do not set auto-reply messages for your home address or provide other sensitive personal information.

A good example of an auto-reply message is:

“I am unable to respond to my e-mail until (day, month, year). If you have an urgent request, please contact (name) at (appropriate phone number).

Published 10-26-07