How to Set Up Out of Office Autoreply in Gmail

Whether you are going on a two-week holiday, taking a medical leave, or simply unplugging for a long weekend, it is crucial to let your colleagues and clients know that you will not be checking your email. If you do not, people will assume you are ignoring them, which can damage professional relationships.

Gmail includes a built-in feature specifically designed for this purpose: the “Out of Office AutoReply” (sometimes called a vacation responder). Once activated, Gmail will automatically reply to anyone who emails you with a custom message explaining your absence. Here is how to set it up.

Step 1: Access the Gmail Settings

You can configure your autoreply from either the Gmail mobile app or the desktop website. The desktop interface is usually easier for typing out professional messages.

1. Open your web browser and navigate to gmail.com.
2. Look at the top-right corner of the screen and click the gear icon.
3. A quick settings panel will slide out. Click the large button labeled See all settings at the top of that panel.
4. You will now be on the main Settings screen, specifically on the General tab.

Step 2: Configure the Autoreply Settings

Scroll all the way down to the very bottom of the General tab until you find the section labeled Out of Office AutoReply.

1. First, select the radio button next to Out of Office AutoReply on.
2. First day: Click the box to select the exact date your vacation begins. The autoreply will activate at 12:00 AM on this date.
3. Last day: Check the box next to “Last day” and select your return date. The autoreply will automatically deactivate at 11:59 PM on this date. (If you are leaving indefinitely, you can leave this box unchecked and turn the feature off manually later).
4. Subject: Type a clear, concise subject line (e.g., “Out of Office: [Your Name]” or “Vacation AutoReply”).
5. Message: In the large text box, type your autoreply. Be sure to include the exact date you will return and provide the contact information of a colleague who can assist them in your absence.

Step 3: Restrict Who Receives the Reply

Before you save your settings, look directly underneath the message box. You will see two very important checkboxes that control privacy.

• Only send a response to people in my Contacts: Check this box if you use a personal email account. This prevents your autoreply from being sent to automated newsletters, promotional emails, or potential spammers who are probing to see if your email address is active.
• Only send a response to people in my domain: (This option only appears if you are using a corporate Google Workspace account). Check this box if your message contains sensitive internal information and you only want your colleagues to see it, not external clients.

Once you have made your selections, click the Save Changes button at the very bottom of the screen.

How Often Does the Autoreply Send?

You do not need to worry about spamming someone who emails you multiple times. Gmail’s autoreply is smart. If the same person emails you three times in one week, Gmail will only send the autoreply in response to their first email. It will only send a second autoreply if four days have passed since the person last emailed you.

If you return from your vacation early, you will notice a yellow banner across the top of your Gmail inbox reminding you that the autoreply is active. Simply click the “End now” link on that banner to turn it off immediately.