Teams Showing Out Of Office

  1. Teams Status Showing Out Of Office
  2. Set Out Of Office Teams
  3. Teams Showing Me Out Of Office
  4. Teams Not Showing Out Of Office Status

FYI—If you have a status message set in Teams, it will not show your automatic out-of-office reply that you’ve set in Microsoft Outlook. To set your status message in Teams: Go to your profile pic at the top of Teams and select Set status message to view your options. To explicitly set it yourself, go to your profile at the top of Teams and select one from the list. You can also update your status from the command box. Type /available, /busy, /dnd, /brb, /away, or /offline to set your status as Available, Busy, Do not disturb, Be right back, Away, or Offline.

Out of office messages in Office 365 (let’s assume Office 365 = Microsoft 365, to make things easier) are an extremely useful thing. Not everyone knows though that this simple automatic reply is more than just an email. In this article, I’ll quickly go over the basics: what out of office message in Office 365 is and how to set it up for your account. For the real treat, I’ll show the easiest way to set up an out of office reply for another user (or all users).

Out of office messages in Office 365

The whole concept of out of office messages is fairly simple – they are automatic replies, sent back on your behalf when you are away or busy and someone sends you an email. Every time you set up an out of office reply, its content and settings are stored on your mail server. That’s why, no matter if Outlook is turned off or on, automatic replies are sent.

What’s more, there’s a built-in mechanism which prevents infinite loops. Out of office messages are sent to each sender once. Thanks to that, even if both the sender and the recipient have automatic replies active, an infinite reply loop will not happen.

But that’s not all. Outlook has come a long way since it was created, and Office 365 is much more than simply email. That’s why out of office messages go way beyond simple email autoresponders. Once set up and active, they will trigger MailTips in Outlook and Outlook on the web and set up a corresponding status in Teams:

It helps a lot with productivity to know if your recipients are present or not. That’s why most companies insist on setting out of office replies. And they are right!

Out of office examples

One of the problems with out of office replies is that usually people don’t think about how to phrase them until five minutes before leaving for vacation. While this time frame is enough to set up an out of office reply, it might not be enough to come up with a perfect text for your autoresponder (and read it a few times to prevent typos).

That’s why it’s usually best to just use a sample out of office message, fill in the blanks and adjust it, if necessary. Getting creative is commendable, but sometimes it’s just better to keep it safe and use a message which has been proofread thoroughly.

How to set your out of office status in Office 365

To set up an out of office message in Outlook, you need to:

  • If you use Outlook: go to File >Info >Automatic Replies,
  • If you use Outlook on the web: go to Settings >View all Outlook settings >Mail >Automatic replies,
  • In Outlook mobile, go to: Menu >Settings >Account >Automatic replies.
  • If you use Teams, there is no specific setting at this time, but according to this roadmap item, Microsoft plans to add this setting to Teams. Keep in mind that if you set up an out of office message, Teams pulls this message from the server and sets up its out of office status.

While setting up your own automatic replies in Office 365 is no rocket science, there are situations in which an IT department ends up with the task of setting up someone else’s out of office message for them. The most common reason is usually the fact that the user simply forgot to do it. Let’s look into the available options.

How to set up an Out of office reply for other users

There are a few different ways to set up an out of office message for another user:

  1. Microsoft 365 admin center – That’s the UI-based approach. It works pretty well but has some drawbacks (see limitations at the end of this article).
  2. Logging in as this user and setting up their out of office message in, for example, Outlook.
  3. Creating an inbox rule to set up automatic replies – while definitely an option, it has some additional limitations. You can’t schedule them. Also, this feature doesn’t come together with adding a Teams status and MailTips. What’s more, setting up inbox rules with PowerShell causes all client-side rules to be removed. Read more about inbox rules in Office 365.
  4. Using PowerShell and the Set-MailboxAutoReplyConfiguration cmdlet.

Out of those methods, using the Set-MailboxAutoReplyConfiguration is by far the easiest and quickest, but it’s nice to know the other methods to see exactly how much better it is. Since the second method is questionable in terms of security and the third has some additional drawbacks, I’ll describe the first and the last method only.

Required Permissions

Permissions required to set up out of office messages in Office 365 for another user (both via Microsoft 365 admin center and via PowerShell) are as follows:

  • Mail Recipients
  • User Options

By default, both roles are included in the Organization Management role group. The Recipient management together with the Help desk role group will also include all the required permissions.

Set up out of office reply in Microsoft 365 Admin Center

In your Microsoft 365 Admin Center, go to Users >Active users >Pick a user >Mail >Manage automatic replies.

Here, you will be able to set up the automatic replies for the user you have chosen. Mind that this method doesn’t allow you to specify the out of office period, so either the user or you will need to turn those automatic replies off, later on.

As you can see in the image above, the setup is quick and easy. But let me show you a method which is even simpler. At least after a bit of preparation.

Set up an out of office reply with PowerShell

Setting up out of office replies in Office 365 is done with the Set-MailboxAutoReplyConfiguration cmdlet. The cmdlet requires you to insert the out of office message (internal, external or both), scheduled out of office duration and, of course, user’s identity. Typing in the out of office message each time is counterproductive, prone to error and might take a lot of time. That’s why I want to show you how to create a simple script to make the task as quick and easy as possible.

Start by creating your own script. Below, you can see a sample script, which you can use as is or adjust to your needs. Either way, make sure to change the mailto:[email protected] part.

Now, when you save this script, you can manage out of office messages in a matter of seconds. Let’s assume I’ve saved the script to my default PowerShell starting point: C:usersadminset-ooo.ps1.

Before you use the script, you need to connect to Exchange Online with PowerShell. After that, all you need to do is call the script with the right parameters. For example:

I want to set up an out of office reply for John Doe starting from November 1, 2020 to November 13, 2020:

And that’s it, both internal and external out of office messages will be set up, according to the text from the script above.

But what if I want to set up out of office for today and tomorrow for everyone, because there is a national holiday coming up?

And if all members of Marketing department have suddenly gone missing an hour ago and I know they will be back after 4 hours:

Advanced options

The script shown above is basic, just to show you the idea and how to use the tools that you have. There are quite a few useful parameters you can add to the Set-MailboxAutoReplyConfiguration cmdlet in Office 365:

  • -AutoDeclineFutureRequestsWhenOOF $true will cause all meeting requests to be declined while the out of office status is active.
  • -DeclineAllEventsForScheduledOOF $true can be used to decline all accepted events which take place during the out of office period.
  • -DeclineMeetingMessage specifies the message text sent to meeting organizers if at least one of the two previous parameters are used.
  • -CreateOOFEvent $true creates an event for the time the out of office status is active. It will make it easier for meeting organizers to use the scheduling assistant.
  • -OOFEventSubject specifies the subject of the out of office event.

Teams Status Showing Out Of Office

In case you were wondering about the OOF part – it’s an abbreviation of the old-school “Out of facility” term. What’s interesting you can come across the OOF phrase fairly often, even though I don’t think I have ever heard anyone saying “Out of facility” out loud.

Challenges/limitations

While out of office messages are important for productivity reasons, keep in mind that there are some challenges involved:

  • Standard out of office messages, sent on a server-level, are limited in terms of formatting. You can add hyperlinks, write in bold etc. but adding e.g. your professional HTML email signature will not be an option.
  • Autoresponders set via inbox rules may include images (like a logo or banner) but will not trigger MailTips or a status change in Teams. Also, there is no way to schedule those autoresponders, which means that you’ll need to remember to turn them off.
  • If you set up an out of office message in Microsoft 365 admin center, there is no way to schedule the out of office period.

Read also

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In the past, Microsoft Teams was a separate installation from Microsoft 365 Apps. But starting with Version 1902, Teams is included as part of new installations of Microsoft 365 Apps. If Teams is already installed on the device, no changes are made to that installation of Teams.

Teams is also being added to existing installations of Microsoft 365 Apps on devices running Windows. For more information about when that occurs, see What about existing installations of Microsoft 365 Apps?.

Note

Teams Showing Out Of Office

To complete the installation of Teams on new or existing installations of Microsoft 365 Apps, either restart the device or have the user log off and log back on.

If Skype for Business is already installed on the device, Skype for Business won't be removed and will continue to function as before. Skype for Business will continue to be installed with new installations of Microsoft 365 Apps, unless you configure your installation to exclude it.

You don't have to wait if you're ready now to deploy Teams to the users in your organization. You can deploy Teams for your users by following these instructions or you can have your users install Teams for themselves from https://teams.microsoft.com/downloads.

We also have the steps you can take to exclude Teams from new or existing installations of Microsoft 365 Apps if your organization isn't ready to deploy Teams.

Important

If you're in a GCC High or DoD environment, currently you need to exclude Teams from being installed with Microsoft 365 Apps. Instead, you need to install Teams by using the separate MSI-based installer. For links to the correct version of the MSI-based installer for your environment, see Install Microsoft Teams using Microsoft Endpoint Configuration Manager. In the future, you'll be able to install Teams along with Microsoft 365 Apps in GCC High or DoD environments without needing to use the separate MSI-based installer.

If you're using Office for Mac, see Microsoft Teams installations on a Mac.

If you're using shared computers or Virtual Desktop Infrastructure (VDI), see Shared computer and VDI environments with Microsoft Teams.

When will Microsoft Teams start being included with new installations of Microsoft 365 Apps?

The date when Teams starts being installed with new installations of Microsoft 365 Apps depends on which update channel you're using. The following table shows the schedule.

Update channelVersionDate
Current ChannelVersion 1902March 4, 2019
Monthly Enterprise ChannelVersion 2003May 12, 2020
Semi-Annual Enterprise Channel (Preview)Version 1902March 12, 2019
Semi-Annual Enterprise ChannelVersion 1902July 9, 2019

Note

Teams is also included with the following new installations:

  • Microsoft 365 Apps for business, starting with Version 1901, which was released on January 31, 2019. Microsoft 365 Apps for business is the version of Office that is included with some Microsoft 365 business plans, such as Microsoft 365 Business Premium.
  • Office for Mac, starting with Version 16.21, which was released on January 16, 2019. Office for Mac comes with any plan that includes Microsoft 365 Apps. For more information, see Microsoft Teams installations on a Mac.

How to exclude Microsoft Teams from new installations of Microsoft 365 Apps

If you don't want Teams included when you install Microsoft 365 Apps on devices running Windows, you can use Group Policy or the Office Deployment Tool. Or, as an alternative, you can let Teams be installed, but use Group Policy to prevent Teams from automatically starting when the user signs in to the device.

Teams showing out of office but not in outlook

If you want to use the Office Deployment Tool, you can use the ExcludeApp element in your configuration.xml file, as shown in the following example.

Tip

Instead of using a text editor to create your configuration.xml, we recommend that you use the Office Customization Tool (OCT). The OCT provides a web-based interface for making your selections and creating your configuration.xml file to be used with the Office Deployment Tool. For more information, see Overview of the Office Customization Tool.

If you're deploying Microsoft 365 Apps by using the Office 365 Client Installation wizard in Microsoft Endpoint Configuration Manager (current branch), you can set Teams to the Off position in the configuration UI.

If you're deploying Microsoft 365 Apps by using Microsoft Intune, there is a checkbox to exclude Teams on the Configure App Suite pane.

If you're letting your users install Microsoft 365 Apps for themselves from the Office 365 portal, you can't exclude Teams from being included as part of the installation, unless you use Group Policy.

To remove Teams after it's been installed, go to Control Panel > Uninstall a program and uninstall Microsoft Teams and any instances of Teams Machine-Wide Installer. If you previously installed Teams separately from installing Microsoft 365 Apps, you might see multiple instances of Teams Machine-Wide Installer. You can also use PowerShell to remove Teams as shown in this script sample.

What about existing installations of Microsoft 365 Apps?

Teams is also being added to existing installations of Microsoft 365 Apps on devices running Windows as part of the normal update process. There is no change to existing installations of Mac.

Whether Teams gets added to an existing installation of Microsoft 365 Apps is determined by what version is installed, what version you're updating to, and some other factors. Version 1906 that was released in Current Channel in July is the first version that started including Teams as part of the update process. But not all devices updating to Version 1906 or later have received Teams as part of the update process because the rollout has been a gradual process over several months. So if you've updated a device to the latest version of Microsoft 365 Apps, but Teams hasn't been installed, that is probably expected and not necessarily an error. It's likely a future update will install Teams. If you want Teams on that device now, you can install it manually from https://teams.microsoft.com/downloads.

OfficeOut of the office status message teams

Important

If you're updating your existing installation of Microsoft 365 Apps to Version 1908 (Build 11929.20300) or later, Teams will be added. To complete the installation of Teams after the update, either restart the device or have the user log off and log back on.

The date when Teams can start being added to existing installations of Microsoft 365 Apps depends on which update channel you're using. The following table shows the schedule.

Update channelVersionDate
Current ChannelVersion 1906July 9, 2019
Monthly Enterprise ChannelVersion 2003May 12, 2020
Semi-Annual Enterprise Channel (Preview)Version 1908September 10, 2019
Semi-Annual Enterprise ChannelVersion 1908January 14, 2020

If you don't want Teams to be added to existing installations of Microsoft 365 Apps when you update to a newer version, you can use Group Policy or the Office Deployment Tool. Or, as an alternative, you can let Teams be added, but use Group Policy to prevent Teams from automatically starting when the user signs in to the device.

If you want to use the Office Deployment Tool, you need to run the Office Deployment Tool in /configure mode on each device before you update to the new version of Microsoft 365 Apps. The following is a configuration.xml file you can use with the Office Deployment Tool to exclude Teams from being added to your existing installation of Microsoft 365 Apps for enterprise.

Note

  • Be sure you're using the most current version of the Office Deployment Tool available on the Microsoft Download Center.
  • If your existing installation of Microsoft 365 Apps has excluded other apps, such as Access, you need to include a line in your configuration.xmi file for each of those excluded apps. Otherwise, those apps will be installed on the device.
  • If you have Microsoft 365 Apps for business installed, use O365BusinessRetail for the Product ID in your configuration.xml file.

Also, in some situations, doing an Online Repair results in Teams being installed. For example, if Microsoft 365 Apps is configured to get updates from the Office Content Delivery Network (CDN) and the update channel or version you're using includes Teams as part of the installation.

Use Group Policy to control the installation of Microsoft Teams

If your organization isn't ready to deploy Teams and you use Group Policy, you can enable the Don't install Microsoft Teams with new installations or updates of Office policy setting. You can find this policy setting under Computer ConfigurationPoliciesAdministrative TemplatesMicrosoft Office 2016 (Machine)Updates.

Note

  • This policy setting only applies if you are installing or updating to Version 1905 or later of Microsoft 365 Apps.
  • To use this policy setting, download at least version 4882.1000 of the Administrative Template files (ADMX/ADML), which were released on July 9, 2019.

If you enable this policy setting, Teams won't be installed in the following scenarios for Version 1905 or later:

  • New installations of Microsoft 365 Apps
  • Updates to existing installations of Microsoft 365 Apps
  • Users installing Microsoft 365 Apps for themselves from the Office 365 portal
  • An Online Repair of an existing installation of Microsoft 365 Apps

If you have Microsoft 365 Apps for business or can't use Group Policy for some other reason, you can add the preventteamsinstall value to the HKEY_LOCAL_MACHINESOFTWAREPoliciesMicrosoftOffice16.0commonofficeupdate key in the registry. The type for preventteamsinstall is REG_DWORD and the value should be set to 1 if you don't want Teams installed.

Use Group Policy to prevent Microsoft Teams from starting automatically after installation

If you want Teams to be installed, but don't want Teams to start automatically for the user after it's installed, you can use Group Policy and enable the Prevent Microsoft Teams from starting automatically after installation policy setting. You can find this policy setting under User ConfigurationPoliciesAdministrative TemplatesMicrosoft Teams.

By enabling this policy setting before Teams is installed, Teams won't start automatically when the user logs in to the device. Once a user signs in to Teams for the first time, Teams is configured to start automatically the next time the user logs into the device. The user can configure Teams to not start automatically by configuring user settings within Teams or by clearing the Open Teams on startup check box on the sign in screen for Teams.

Tip

If you've already installed Teams but you want to use this policy setting to prevent Teams from starting automatically, enable this policy setting and then run this script on a per-user basis to reset the autostart setting for Teams.

But even if you enable this policy setting so that Teams doesn't start automatically, an icon for Microsoft Teams will appear on the user's desktop.

Important

  • This policy setting only applies if you are installing or updating to the following versions of Microsoft 365 Apps:
    • Version 1906 or later of Current Channel
    • Version 1902 (Build 11328.20368) or later of Semi-Annual Enterprise Channel or Semi-Annual Enterprise Channel (Preview)
    • Version 2003 or later of Monthly Enterprise Channel
  • To use this policy setting, download at least version 4882.1000 of the Administrative Template files (ADMX/ADML), which were released on July 9, 2019.

If you have Microsoft 365 Apps for business or can't use Group Policy for some other reason, you can add the PreventFirstLaunchAfterInstall value to the HKEY_CURRENT_USERSOFTWAREPoliciesMicrosoftOffice16.0Teams key in the registry. The type for PreventFirstLaunchAfterInstall is REG_DWORD and the value should be set to 1 if you don't want Teams to automatically start after installation.

Shared computer and VDI environments with Microsoft Teams

If devices in your organization are shared by multiple users, be aware that Teams is installed separately for each user that signs into that device. Installations of Teams average about 500 mb, so hard disk space, as well network bandwidth for updates, might become an issue for these shared devices installed with Teams. In cases where shared devices are used by a significant number of users, you might want to consider not installing Teams on those shared devices.

If you plan to use Teams in a Virtual Desktop Infrastructure (VDI) environment, see Teams for Virtualized Desktop Infrastructure. Teams installed with Microsoft 365 Apps as described in this article is NOT currently supported in VDI environments.

Feature and quality updates for Microsoft Teams

After Teams is installed, it's automatically updated approximately every two weeks with new features and quality updates. This update process for Teams is different than the update process for the other Office apps, such as Word and Excel. For more information, see Teams update process.

Set Out Of Office Teams

Microsoft Teams installations on a Mac

If you're using Version 16.21, or later, of the Office suite install package to deploy on a Mac, Teams will be included as part of the installation.

If you don't want Teams included as part of the installation, there is an Office suite install package available that doesn't include Teams. You can also use the install packages for individual applications, such as Word or Excel. For links to the most current install packages, see Update history for Office for Mac.

If you're letting your users install Office for themselves on a Mac, such as from https://teams.microsoft.com/downloads, you can't exclude Teams from being included as part of the installation.

To uninstall Teams on a Mac, quit Teams by right-clicking the Teams app in the dock, then hold down Option and choose Force Quit. Open the Application Folder, select Microsoft Teams, and move it to the Trash.

Teams Showing Me Out Of Office

What about Office 365 plans that don't include Microsoft Teams?

Teams Not Showing Out Of Office Status

Some Office 365 plans include Microsoft 365 Apps, but don't include the Teams service. Even if a plan doesn't include the Teams service, Teams will still be installed with Microsoft 365 Apps, as described earlier in this article. To prevent Teams from being installed, follow the steps outlined earlier in this article.

For Office 365 plans that don't include the Teams service, a free trial version of Teams that's valid for 1 year is available. Your users can start using it when they sign in to Teams. For more information about this free trial version and providing your users access to it, see Manage the Microsoft Teams Commercial Cloud Trial offer.

Additional information about installing Microsoft Teams

  • There is no change to new or existing installations of Office 2019, such as Office Professional Plus 2019.
  • Teams is installed with Microsoft 365 Apps in the same way that Teams is installed if you use the MSI-based installer for Teams. For each new user that signs into the device, the Teams installer runs and the Teams application is installed in the user's AppData folder.
  • The architecture (sometimes referred to as the bitness) of Teams and Microsoft 365 Apps installed on the device don't have to match. For example, you can install the 32-bit version of Teams on a device running the 64-bit versions of Microsoft 365 Apps. To change the architecture of Teams, for example from 32-bit to 64-bit, you need to uninstall the 32-bit version of Teams and then install the 64-bit version of Teams.
  • For more information for IT Pros about Microsoft Teams, see Microsoft Teams documentation.