How to Set Out of Office in Gmail

Updated

Here’s how to set up your out of office message in Gmail, and an example of an acceptable out of office message.

Whether you work for a company or run your own business, it’s a good idea to set an out of office message if you’re planning to take a few days off or go on vacation. Doing so allows anyone emailing you to know when to expect a response. Seeing as how Gmail is the most popular email service, we’ve put together this guide to show you how to set an out of office in Gmail.

How to Set Out of Office in Gmail

To set an out of office in Gmail:

  1. Visit the Gmail website.
  2. Click the gear icon at the top right and click on See all settings.
  3. In the General tab, scroll down to Vacation responder.
  4. Click the radio button next to Vacation responder on.
  5. Select the first and last day of your vacation.
  6. Enter a subject and message for your out of office message.
  7. Click Save Changes to apply the changes.

Gmail’s Vacation responder automatically sends a reply to incoming messages. If a contact sends you multiple emails, the automated reply will send an email once every four days at most. You can tap on the “Only send a response to people in my Contacts” if you want to avoid replying to every email with your out of office message.

For indefinite out of office situations, where you don’t know when you’ll return, you can keep the Last day box unchecked. The Vacation responder will remain active until you turn it off.

What’s a Good Out of Office Message?

A good out of office message should include the dates you will be out of the office and a secondary contact for urgent messages. Here’s an example of a good out of office message:


“I will be away from the office from [first date] until [last date] for [reason] and will not have access to email. For urgent requests, please contact [colleague name], [title] at [company] at [email of colleague], and they will get back to you as soon as possible. Otherwise, I’ll get back to you when I return to the office.”

FAQ

What should my out of office reply say?

An out of office message should list the dates of your absence, along with an alternative contact for urgent matters.

How do you say out of office for personal things?

An out of office message does not need to give a reason. If you feel inclined to explain why you’re out of the office, you can say you are out of the office for personal matters.

What do you say in an automatic reply email?

An automatic reply message should say the dates for when you will be out of the office, a secondary contact with their details, and a message saying you will respond as soon as possible.

What is a good auto reply message for business?

A good auto reply message should confirm that the message was received, along with a message that the business will get back to the messager as soon as possible.

What should I write in a vacation email?

A vacation email needs to include three things: how long you will be on vacation, a secondary contact for urgent matters, and a message saying you’ll respond when you get back.

For more guides and walkthroughs, check out our Gmail Section.