How to Set Up an Out of Office Automatic Reply in Gmail

If you are heading off on a two-week holiday, or taking an extended medical leave, the last thing you want is a mountain of angry emails from colleagues wondering why you are ignoring them. Setting up an “Out of Office” (OOO) automatic reply is the professional standard for managing expectations when you are away from your keyboard.

Gmail makes setting up a vacation responder incredibly simple, allowing you to pre-schedule the exact dates you will be away and draft a custom message. Most importantly, it includes crucial privacy settings to ensure your auto-reply is not accidentally sent to spam bots, newsletters, or salespeople.

How to Turn On the Vacation Responder in Gmail (Desktop)

The easiest way to configure your Out of Office settings is using the desktop web browser version of Gmail.

1. Open your web browser and navigate to gmail.com.
2. Look in the top-right corner of your inbox and click the Settings icon (the gear shape).
3. Click the large See all settings button at the top of the quick settings panel.
4. You will now be on the General tab. Scroll all the way down to the very bottom of this long page.
5. Look for the section labelled Vacation responder.
6. Click the radio button next to Vacation responder on.
7. Set the First day you want the emails to start sending. (You can optionally check the “Last day” box and pick an end date if you know exactly when you will return).
8. Type a clear Subject (e.g., “Out of Office: Annual Leave”).
9. Type your Message. Be sure to include when you will return and who to contact in an emergency.

Crucial Step: Restrict Who Receives Your Auto-Reply

Before you click save, look directly below the message text box. You will see two checkboxes.

• Only send a response to people in my Contacts: You should almost always check this box. If you leave it unchecked, Gmail will send your out-of-office message to literally every email that hits your inbox. This confirms to spammers that your email address is active, resulting in more spam. It also sends confusing replies to automated newsletters and promotional emails.
• Only send a response to people in [Your Company Name]: If you use a professional Google Workspace account, you will see a second checkbox limiting replies strictly to your internal colleagues. This is highly recommended for corporate security.

Once you have configured these settings, click the Save Changes button at the very bottom of the screen.

How to Set Up the Responder on the Gmail Mobile App

If you forgot to set up your auto-reply before leaving the office, you can easily configure it from the airport using your smartphone.

1. Open the Gmail app on your iPhone or Android device.
2. Tap the three horizontal lines (the hamburger menu) in the top-left corner.
3. Scroll down to the bottom of the menu and tap Settings.
4. Tap the specific email account you want to configure.
5. Scroll down and tap on Out of Office AutoReply.
6. Toggle the switch at the top of the screen to turn it On.
7. Fill in your dates, subject, and message, and ensure you toggle the “Send only to my Contacts” option for security.
8. Tap Done or Save in the top-right corner.

When you return to work, Gmail will display a highly visible yellow banner across the top of your inbox reminding you that your vacation responder is active, with a convenient “End Now” button so you do not accidentally leave it running.