How to Set an Out of Office Reply in Gmail

Setting Up Vacation Responder in Gmail

When you are away from work, Gmail's vacation responder automatically replies to incoming emails letting people know you are unavailable.

Step 1: Open Gmail Settings

• Open Gmail in your web browser
• Click the Settings gear icon (top right)
• Click See all settings

Step 2: Find Vacation Responder

• Stay on the General tab
• Scroll down to find Vacation responder

Step 3: Configure Your Auto-Reply

• Select Vacation responder on
• Set your First day (start date)
• Optionally check Last day and set an end date
• Enter a Subject (e.g., "Out of Office")
• Type your message in the text box

Step 4: Choose Recipients

You have two options:

• Send to everyone: Replies to all incoming emails
• Only send to people in my Contacts: Only replies to known contacts

For business use, sending to everyone is usually appropriate.

Step 5: Save Changes

Scroll to the bottom and click Save Changes.

Tips for Effective Out of Office Messages

Include in your message:

• When you will return
• Who to contact for urgent matters
• Alternative contact details

Example Message:

Thank you for your email. I am currently out of the office and will return on [date].

For urgent matters, please contact [colleague name] at [email address].

I will respond to your email upon my return.

Turning Off Vacation Responder

When you return:

• Open Gmail
• Click the banner at the top that says "Vacation responder is on"
• Click End now

Alternatively, go back to Settings > General > Vacation responder and select Vacation responder off.

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162 for assistance.