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

Gmail calls its out-of-office reply the vacation responder. Turn it on before you go, and anyone who emails you gets an automatic reply saying you’re away. Here’s how to set it up, who receives it, and how to switch it off — from Google’s own help page.

Turn on an out-of-office reply in Gmail

1. On a computer, open Gmail. At the top right, click Settings, then See all settings.
2. On the General tab, scroll to the Vacation responder section.
3. Select Vacation responder on.
4. Fill in the date range, subject and message.
5. Optional: under your message, tick the box to send the reply only to your contacts.
6. At the bottom of the page, click Save Changes.

When it starts and stops

Google says the reply starts at 12:00 AM on your first day and stops at 11:59 PM on your last day, unless you end it earlier. If you have a Gmail signature, it appears below the reply.

Who gets the reply — and how often

• Usually once per person. Someone who emails you gets the reply the first time they message you.
• Again after four days. If the same person writes again after four days and the responder is still on, they get it again.
• Edited replies are resent. If you change the message, people who already got the old one receive the new version the next time they email you.
• Not to spam or mailing lists. Emails in your spam folder and emails addressed to a mailing list you’re subscribed to don’t get a reply.
• Contacts only, if you choose. Ticking the contacts box keeps the reply away from strangers.

Turn it off

While the vacation responder is on, Gmail shows a banner across the top of your inbox. Click End now to turn it off straight away — or let it end on the last day you set.

Tips for a good away message

• Say when you’re back, and who to contact if it’s urgent — but think twice before listing personal details; anyone who emails you can read the reply unless it’s limited to contacts.
• Keep the dates honest. Because replies go out roughly once per person, a vague “back soon” sticks with people who emailed early.
• Thread tidy-up: Google notes that adding a subject line to your reply means the recipient gets it as a separate email rather than inside the conversation.
• Snowed under when you return? Gmail filters can label and sort the backlog, and the Gmail Search Builder finds everything that arrived while you were away.

Using Outlook as well? Set up automatic replies in Outlook. More time-savers: Gmail tips and tricks.