Saturday, December 3, 2022

How To Set Out Of Office On Gmail

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How To Create An Auto Reply In Gmail + Examples For 2021

How to Set Up Out of Office Auto-Reply in Gmail

In 2017, there were a whopping 3.7 billion email users worldwide a number that is expected to skyrocket to 4.3 billion by 2022.

Theres a reason for that: Email is an essential channel for marketing and business that is continuously evolving and is ripe for automation. Thats especially important considering that a fair number of emails we send are cookie-cutter replies, as we respond to the same inquiries and questions over and over again.

Such repetitive tasks can be tedious and Im sure youve found yourself thinking Theres got to be a better way.

Well, if youre using Gmail, there is. You can set up an auto reply in Gmail that trigger specific template responses based on the content of the emails you receive, so you can spend less time in your inbox and more time doing what matters most.

With that in mind, here are step-by-step instructions for setting up an auto reply in Gmail, plus examples of how you can best leverage this useful feature in your business.

S To Set Up Out Of Office In Gmail From Phone

Below are the complete steps to set up an auto-responder in Gmail from your phone.

1. Open Gmail App from phone

2. Go to Gmail Menu

3. Open Settings

Scroll down in the menu and then click on Settings with a gear icon right next to it.

4. Choose your email address

Choose among the email address you have registered on your Gmail app. Click on the email address you want to set the Gmail vacation responder for.

5. Click on Out of Office AutoReply under General

Under the General section, you will find Out of Office AutoReply. Click on it.

6. Toggle Out of Office AutoReply to turn it on

7. Fill in the First day and the Last day

Choose the appropriate dates for which you want the Out of Office AutoReply to be enabled.

8. Write the Subject for the Autoresponder

Fill in the Subject. You can write a short subject which defines when you will not be available. It can be written and set according to individual preference.

9. Fill in the Message section for the Out of Office AutoReply

Write a short message as the body of the email. You can write the details about the dates when you will not be available and also the person or contact that can be used in your absence in case of any emergency.

There is no set format for this. It depends completely upon the user based on what is the purpose of the autoreply.

10. Enable/Disable Send to my contacts only

11. Click on Save

In this way, you can easily set up Gmail Auto Reply and respond to your email automatically.

How To Set Up An Out Of Office Reply In Gmail On Desktop

Toset up an out of office reply in Gmail on your computer, go to Settings > Settings > Vacation responder. Then select Vacation responder on,write your message, and click Save Changes.

Note: Automatic replies will not be sent to messages in your spam folder and messages addressed to a mailing list youre subscribed to.

  • Open your Gmail inbox.
  • Then click the cog icon in the top-right corner of the page.
  • Next, select Settings.
  • Then scroll down and check the box next to Vacation responder on.
  • Next, set your automatic reply dates. Check the Last day box and input the last day you want to send automatic replies. You can skip this step if youre going to manually turn off automatic replies when you get back to the office. This might be more convenient if youre not sure when youll be back.
  • Then type your out of office message. This will be the automatic response sent to people from your company who email you while youre away.

    Note: Gmail automatically attaches your signature when it sends automatic replies. So, you dont have to add your signature to your out of office message. If you dont have a custom signature, check out our guide on how to add an email signature in Gmail.

  • Finally, click Save Changes.
  • Note: Gmail only sends a vacation response to each recipient once, unless the same person emails you again after four days or longer.

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    Notify People When You Will Return

    Within the message section of the automatic reply, you may want to list a time and date when you will return. If youre only going to be out of the office until 2 p.m., for example, you can list this in the Message box. Or if you are on vacation until next Wednesday, you can list this information, if desired.

    Having a date for expecting a response is helpful and courteous for the people awaiting your response.

    Creating An Automated Out Of Office Reply In Gmail

    How to Set up Out of office vacation Auto Reply in GMAIL ...

    The steps in this article are going to show you how to set up an out of office reply through Gmail in your Web browser. Once you have completed these steps, Gmail will automatically send an out of office reply to messages that come into your inbox.

    Step 1: Sign into your Gmail account. You can go there directly with this link

    Step 2: Click the Gear icon at the top-right corner of the window, then click the Settings option.

    Step 3: Confirm that the General tab is selected at the top of the window.

    Step 4: Scroll to the bottom of the menu, check the circle to the left of Vacation responder on, set the dates during which you want the out of office reply to be sent, enter a subject for the reply, enter the information for the reply, then make any additional changes. Click the Save changes button at the bottom of the window when you have finished.

    The out of office reply in Gmail will turn off automatically if you have specified an end date. If not, you will need to return here later and manually turn off the out of office reply when you no longer wish to send it.

    Checking the box to the left of Only send a response to people in my Contacts can be helpful if you dont want to send this reply to every single person that sends you a message.

    Would you like to set up an out of office reply in Outlook, instead of through your Gmail account? Learn how to create an out of office reply in Outlook 2013 if you would prefer to let that application handle this task.

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    How To Set Out

    Gmail has made out-of-office autoreply setting very simple. Now, you can also do it in a few simple steps that I am going to show you if you are accessing your Gmail account on the Web.

    • Open Gmail and log in.
    • Click on Settings on the upper right side.
    • Select Settings. A new page will open with many options for settings.
    • Select the General Tab.
    • Scroll down and find Out-of-Office AutoReply
    • Select the Out of Office AutoReply on option
    • Now you need to select the date that you want to set Out-of-office auto-responder. Make sure that you mention first day and last day for auto-reply
    • Type message in the subject and message body.
    • Click on Save Changes.

    In these settings, you will also get the option to select Only send a response to people in my Contacts.

    If you choose this option then Gmail will send auto-reply only to the contact in your Gmail account.

    Related Content:

    How To Set Up Gmail Auto Reply For Out Of Office Or Vacation Responses

    Setting up Gmail auto reply for out of office or vacation is pretty easy. Follow these steps:

    Step 1. Open Gmail on web, and in the top-right corner, click on settings

    Step 2. Select “See all settings”

    Step 3. Scroll down to the “Vacation responder” section

    Step 4. Check the “Vacation responder on” option

    Step 5. Enter the First day, Last day, Subject, and Message

    Step 6. Click on “Save Changes”

    If you have a custom-domain Gmail account, Gmail vacation responder will also show you a check-box for this if you only want those within your organisation to see your auto reply email.


    • Unless you end it earlier manually, the Gmail auto reply starts at 12:00 AM on the start date and ends at 11:59 PM on the end date
    • The out of office Gmail auto reply feature only works on emails that are personally sent to you. It doesn’t work on mailing list subscriptions and spam messages
    • Each sender will see your auto reply message only once, unless they email you again after 4 days with the auto reply still being on
    • Editing your vacation auto reply settings will cause it to reset, so if recipients of your first auto reply message email you again, they’ll also receive your edited response again

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    Set Up Your Out Of Office Autoreply

  • On your computer, open Gmail.
  • In the top right, click Settings See all settings.
  • Scroll down to the ‘Out of Office AutoReply’ section.
  • Select Out of Office AutoReply on.
  • Fill in the date range, subject and message.
  • Under your message, tick the box if you only want your contacts to see your Out of Office reply.
  • At the bottom of the page, click Save changes.
  • Note:

    In Gmail Using A Mobile Browser

    How To Set Out Of Office in Gmail in 2019

    To create an out of office auto-reply using Gmail in a mobile browser:

  • Tap the Gmail hamburger menu for the folder list.
  • Now tap the settings gear icon.
  • Enable Vacation Responder.
  • Set up your out of office auto-reply as using the desktop interface.
  • Tap Apply.
  • To set up your vacation reply using the Gmail app for iPhone, iPad and Android:

  • Tap the hamburger menu for your Gmail labels or folders.
  • Select Settings from the menu that has appeared.
  • Now tap the account for which you want to create the auto-reply.
  • Select Out of Office AutoReply.
  • Create the vacation responder as using the desktop interface.
  • Tap Save.
  • Read Also: How To View Archived Emails On Gmail

    How To Turn Off Out Of Office In Gmail

    There are two ways you can disable the Vacation responder. While its enabled, youll see a message at the top of your inbox about the status of the responder.

    You can select End now to turn off the responder instantly. This is a quick way to disable it without having to search through your Gmail settings again to modify the responder settings.

    However, if you prefer to disable the Vacation responder in Gmail settings, you can either select Vacation Settings in the notification message, or you can go back to your Gmail Settings window.

    Scroll back to the bottom of the Gmail Settings menu to find the Vacation responder section again.

    Select Vacation responder off to disable the automatic responder.

    Note you wont have to do this if youve set the Last day field to the end date of your vacation. The Vacation responder will automatically disable after this date.

    But if you want to turn off the Vacation responder before the Last day setting, the above procedure will work.

    Set Up An Automatic Reply

  • Select File> Automatic Replies.

    Note: For Outlook 2007 choose Tools> Out of Office Assistant.

  • In the Automatic Replies box, select Send automatic replies.

    Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you’ll need to turn off automatic replies manually.

    Note: If you don’t see Automatic Replies, use Rules and Alerts to set up your out-of-office message.

  • On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

    Note: Sending automatic replies to anyone outside my organization will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organization, we recommend choosing My contacts only.

  • Select OK to save your settings.

  • Turn off automatic out-of-office replies

    When Outlook is setup to send automatic replies, you’ll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies. If you want to modify the dates for your automatic reply or the message sent, use the steps above to modify your settings.

    Note: For Outlook 2007, to turn off out-of-office replies, select Tools> Out of Office Assistant and uncheck the Send Out of Office auto-replies checkbox.

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    Set Out Of Office Message In Gmail On Mobile Devices

    You can alsoalso set an away message in the Gmail app on your Android , iPhone or a device iPad . These steps will work on all mobile platforms.

    To get started, open the “Gmail ” application on your phone or tablet. Once open, tap the “hamburger ” menu icon in the upper left corner of the app.

    Scroll down to the bottom, then press the option “Parameters “.

    In the “Settings ” menu, tap the Google account to which you want to add a Gmail vacation message.

    Your Gmail account settings menu will have options specific to your account, including out of office messages.

    To add an out of office message, press the option “Vacation Answering Machine” or “Auto Answer Out of Office”, depending on your regional settings.

    You will then need to define yours absence message settings.

    Tap the “Vacation Answering Machine” or “Out of Office Auto Answer” slider to allow you to change the message settings.

    Just like Gmail ‘s away email settings in your computer browser, you will need to set the length of time you want that the message be active from using the “First day ” and “Last day ” drop-down options.

    If you do not want to have an end date, instead, set the “Last day ” option to “None “.

    You will also need to add a subject and a message to send to users. If you only want to send messages to your contacts , check the “Send to my contacts only ” box.

    To save and apply the message, press the ” Done “option in the upper right corner.

    Troubleshooting: I Don’t See Automatic Replies

    How to set an Out of Office Reply in Gmail

    If you don’t see Automatic Replies after selecting File, you’re probably using a Gmail, Yahoo, or other POP or IMAP account that doesn’t support the Outlook Automatic Replies feature. You can setup a rule that will reply to incoming messages, but only if you leave Outlook running. For more information, see use rules to send an out of office message.

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    Specifying Filter Criteria And Switching On Automated Replies

    After you have created and saved your template, you can use the template to create an automated response to common emails. For this, you must create a filter in Gmail specifying the criteria under which your template will be sent as an auto reply.

    Step 1. In the Search bar at the top, click on the down arrow

    Step 2. Set your criteria, such as “Has the words”, “Subject”, or the other fields, for the auto reply filter, and select “Create filter”

    Step 3. Check the “Send template” option, and select the template that you want to send as an automated response

    Step 4. Select “Create Filter”

    Step 5. Go to Settings See all settings “Filters and Blocked Addresses” tab

    Step 6. Check the “Matches:” box specifying your criteria under the heading “The following filters are applied to all incoming mail:”

    This will automatically apply your filter to any email you receive that matches your criteria.

    Use It All Of The Time

    You dont have to actually be on vacation or out of the office to use the Vacation Responder feature.

    If you loathe answering your emails, you may choose to only look at them a few times a week. If so, you can let those who send you messages know that you will respond to them on certain days. This ensures people wont be expecting a response until later.

    Recommended Reading: Gmail View Archived Emails

    Set Up Your Vacation Reply

  • On your computer, open Gmail.
  • In the top right, click Settings See all settings.
  • Scroll down to the “Vacation responder” section.
  • Select Vacation responder on.
  • Fill in the date range, subject, and message.
  • Under your message, check the box if you only want your contacts to see your vacation reply.
  • At the bottom of the page, click Save Changes.
  • Note:

    For Starters Google Calendar Allows You To Set Specific Working Hours

    How to set up out of office in Gmail… 2 different ways!

    If youre working hours are from nine am to five pm, Google Calendar will automatically help you. It will decline meeting requests when youre out of the office if you set an out of office entry in your calendar.

    This process is similar to Googles, Vacation Responder feature in Gmail. This one sends automated replies whenever youre away from your computer. However, if you have flexible schedule, you can customize your working hours from day-to-day.

    That was just one of the new features that Google unveiled in the latest 2018 G Suite update in order to further improve your digital well-being.

    The other was being able to set up a customized out-office auto-response, instead of the generic automated I cant respond right now message.

    This is a new feature, although one that has been demanded by users for years.

    This article will show you how to set-up an out-of-office message in your Google Calendar. Please refer back to this article when needed as we will keep these updated.

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    How To Set Up Vacation Responder In The Gmail Mobile App

    You can set up your out-of-office reply in the Gmail app on Android, iPhone, and iPad too. This is convenient if you fail to do so on the website before you head out.

  • Tap the menu icon on the top left, scroll to the bottom, and select Settings.
  • Choose the account you want to use if you have more than one. You can set up the Vacation Responder the same way for each separate account if necessary.
  • Go down to and select Vacation responder.
  • Turn on the toggle to enable the feature.
  • Complete the details as you would online by entering the First day, optionally the Last day, the Subject, and your Message.
  • To only send the response to those in your Google Contacts list, mark that option at the bottom.
  • Tap Done on Android or Save on iPhone and iPad.
  • To turn off the Vacation Responder, go back to this section in your Gmail Settings and turn off the toggle for Vacation responder.

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