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E-mail Auto Responses PAT MITCHELL Group Vice President

E-mail Auto Responses PAT MITCHELL Group Vice President. Pat Mitchell 01. Administration. Pat Mitchell 02. Administration. Why are E-mail Auto-replies Important?. You want to appear professional 100% of the time, not just some of the time.

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E-mail Auto Responses PAT MITCHELL Group Vice President

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  1. E-mail Auto Responses PAT MITCHELL Group Vice President

  2. Pat Mitchell 01. Administration

  3. Pat Mitchell 02. Administration Why are E-mail Auto-replies Important? • 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.

  4. Pat Mitchell 03. Administration What is wrong with this e-mail auto-reply? Original Message ----- From: mthomas@hotelpros.biz To: jmanderfeld@hotelpros.biz Sent: Thursday, April 08, 2010 10:36 AM Subject: Mike Thomas, ROS Thank 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 a computer. If this is an urgent matter please resend to scoley@hotelpros.biz and she will be delighted to assist you. Otherwise I will respond to your email when I return. Thank you and enjoy the day!

  5. Pat Mitchell 04. Administration Always provide a forwarding contact: • Before posting your auto-reply, designate one or two colleagues who are available during your absence. • 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.

  6. Pat Mitchell 05. Administration Procedure for posting your auto reply: • Post your auto-reply in your WorldClient account rather than Outlook Express. • In your WorldClient account, on the left menu bar, click “Options” and select “Personalize” on the sub-folder list. • Go to “Auto Responder”. • Enter your auto-reply message in the text box.

  7. Pat Mitchell 05. Administration Procedure for posting your auto reply (cont.): • Select the date and time range. • Check the “Enable Auto Responder” box. • On the top tool bar, click “Save.” • This will default into your Outlook Express e-mail account.

  8. Pat Mitchell 08. Administration How to write your auto reply: • Thank the sender for their e-mail. • Advise that you will have limited access to e-mail but that their message is important to you. • 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.

  9. Pat Mitchell 08. Administration How to write your auto reply (cont.): • Provide, the name, title, e-mail address and mobile telephone number of the MMI colleague that will respond in your absence. • Run a spell check on the content. • Add your full signature block.

  10. Pat Mitchell 11. Administration How does a correct e-mail auto-reply look?

  11. 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.

  12. 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.

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