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E-mail Auto ResponsesE-mail Auto Responses

PAT MITCHELLPAT MITCHELLGroup Vice PresidentGroup Vice President

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Pat Mitchell

01. Administration

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Why are E-mail Auto-replies Important? Why are E-mail Auto-replies Important?

Pat Mitchell

02. Administration

You want to appear professional 100% of the time, not just some of the time.

If your auto-response is disengaged, you may lose potential business.

Appropriate e-mail auto-replies are a required MMI Best Practice.

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What is wrong with this e-mail auto-reply?What is wrong with this e-mail auto-reply?

Pat Mitchell

03. Administration

Original Message ----- Original Message -----

From: mthomas@hotelpros.biz From: mthomas@hotelpros.biz

To: jmanderfeld@hotelpros.biz To: jmanderfeld@hotelpros.biz

Sent: Thursday, April 08, 2010 10:36 AMSent: Thursday, April 08, 2010 10:36 AM

Subject: Mike Thomas, ROSSubject: Mike Thomas, ROS

Thank you for your email. Please be advised that I will be onThank you for your email. Please be advised that I will be on

vacation from 04/08/10 to 04/13/10 and will have limited access to avacation from 04/08/10 to 04/13/10 and will have limited access to a

computer. If this is an urgent matter please resend tocomputer. If this is an urgent matter please resend to

scoley@hotelpros.biz and she will be delighted to assist you.scoley@hotelpros.biz and she will be delighted to assist you.

Otherwise I will respond to your email when I return.Otherwise I will respond to your email when I return.

Thank you and enjoy the day!Thank you and enjoy the day!

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Pat Mitchell

04. Administration

Always provide a forwarding contact:

1. Before posting your auto-reply, designate one or two colleagues who are available during your absence.

2. Do not assume that they will simply be available. Discuss the length of your absence and other details with the person whom you will leave as a contact.

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Pat Mitchell

05. Administration

Procedure for posting your auto reply:

1. Post your auto-reply in your WorldClient account rather than Outlook Express.

2. In your WorldClient account, on the left menu bar, click “Options” and select “Personalize” on the sub-folder list.

3. Go to “Auto Responder”.

4. Enter your auto-reply message in the text box.

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Pat Mitchell

05. Administration

Procedure for posting your auto reply (cont.):

5. Select the date and time range.

6. Check the “Enable Auto Responder” box.

7. On the top tool bar, click “Save.”

8. This will default into your Outlook Express e-mail account.

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Pat Mitchell

08. Administration

How to write your auto reply:

1. Thank the sender for their e-mail.

2. Advise that you will have limited access to e-mail but that their message is important to you.

3. Include that we want to provide uninterrupted services and offer information of the MMI colleague that will respond in your absence. Assure the senders that you will respond to their e-mail as soon as you can.

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Pat Mitchell

08. Administration

How to write your auto reply (cont.):

4. Provide, the name, title, e-mail address and mobile telephone number of the MMI colleague that will respond in your absence.

5. Run a spell check on the content.

6. Add your full signature block.

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How does a correct e-mail auto-reply look?How does a correct e-mail auto-reply look?

Pat Mitchell

11. Administration

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Pat Mitchell

12. Administration

If you have received this notice, it signifies that you are guilty of one of the following transgressions:

Refusing to be aware enough to properly manage your e-mail account

-or-Wittingly or unwittingly enabling an

e-mail auto-reply that does not comply with

MMI standards.

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Pat Mitchell

13. Administration

E-mail is a helpful tool to get work done. Effective auto-replies can properly manage a work absence. An e-mail message may,

however, have the opposite impact if we are not careful.