- Setting up an out-of-office message in Gmail is a great way to automatically respond to your emails while you are away from your computer.
- You can set up out-of-office messages on your Android and iOS devices or the desktop website through the Gmail App.
- Users will only receive the out-of-office notification again when they send another email four days after the first email or when you edit the out-of-office message.
- Spam and emails from mailing lists you are subscribed to won’t receive out-of-office replies.
Keeping your inbox in check when not in the office goes beyond simply sending out a response to say you are unavailable. When vacating or traveling, you want to spend less time worrying about your emails and more time enjoying yourself. Gmail’s vacation responder feature lets you set an out-of-office message to make sure your contacts know you won’t be able to respond right away.
Setting up an out-of-office message in Gmail prevents the disruption of notifications and emails when having quality time with loved ones or getting some much-needed rest. It keeps your inbox clear while letting your contacts know when you will be back on the clock. You can enhance the messages by adding photos to the response.
This step-by-step guide takes you through all you need to know about setting an out-office message on Gmail for your iPhone, Android, or desktop. It will include photos with each step to ensure you have the most straightforward setup process possible.
6 Steps to Set an Out-Of-Office Message on Android
Android devices come with their own Gmail app. This app allows users to create an out-of-office message without logging in through a browser.
Step 1: Open the Gmail app
Assuming you are already logged in, open the Gmail app on your device. It’s the red, blue, green, and yellow “M” icon.
Step 2: Navigate to the Menu
At the top left of your screen, locate and tap on the hamburger menu icon. It’s three stacked horizontal lines.
Step 3: Select the “Settings” option
The Settings option is at the very bottom of the list. Tap it to continue.
Step 4: Choose the Gmail Account
You will see a list of all accounts connected to Gmail. Tap on the account you want to create an out-of-office message for.
Step 5: Select “Out of Office Auto-Reply”
Scroll down the list of options until you find the “Out of Office Auto-Reply” option. In some cases, it may be called a “Vacation Responder.” Tap to continue.
Step 6: Fill in the Details
Once it opens, turn the “Out of Office Auto-Reply” toggle to “On.”
From here, you will be asked to fill in your out-of-office message details in this window. First, you have to set the date range you will be away from the first date to the last date. Then, create the message you want to send as a response. You can customize the email subject to suit your needs.
To save the message, click on “Done” at the top right of the screen. To turn off the out-of-office message, go back to the same location and toggle “Out of Office Auto-Reply” off.
Whether you’re setting sail on your next big vacation or if you’re just taking a day to unwind, it’s important to let your colleagues know you’re out-of-office. With the steps above, you should be able to navigate the process of updating your status. However, if you think you’d benefit from a video tutorial, we found the perfect step-by-step guide on YouTube for you to watch.
5 Steps to Set an Out-of-Office Message on iOS Devices
Gmail is a product of Google and a competitor to Apple Mail. The process may be slightly different on an iOS device, but it still provides the same core features.
Step 1: Open the Gmail App on Your iPhone or iPad.
Tap on the Gmail icon to open the app.
Step 2: Navigate to the Menu Section.
At the top left of your screen, locate and tap on the hamburger menu icon.
Step 3: Select the Settings Option
The “Settings” option is at the bottom of the list.
Step 4: Toggle the “Vacation Responder” On
At the top of the screen, you will see a toggle switch. Toggle it on to enable the “Vacation Responder.”
Step 5: Fill in the Details
You will be asked to fill in your out-of-office message details. Select the date you will be away from the first to the last. Then, create the message you want to send as a response. You can customize the email subject to suit your needs.
Click on “save” to finish setting your out-of-office message. To turn off the out-of-office message, return to the same location and click “Vacation Responder Off.”
5 Steps to Set an Out-of-Office Message on Desktop Computer
You can also access the out-of-office message feature in Gmail through a web browser on your desktop.
Step 1: Launch Your Web Browser and open Gmail.com
The first step is to launch your web browser and open the Gmail website. Login to the account you want to create an out-of-office message for.
Step 2: Click on the Gear Icon (Settings)
You will see a gear-shaped icon at the top right of your screen. Click on this to reveal several customization options.
Step 3: Select “see all settings”
At the top of the screen, you’ll see the “See all settings” option. Click on this to continue.
Step 4: Find the Out-of-Office AutoReply Section
Scroll to the bottom of the page to find the Out of Office AutoReply section. You’ll see two options: “Out of Office Autoreply off” and “Out of Office AutoReply on.” Select the “on” option to enable it.
Step 5: Fill in the Details
With the responder enabled, you can select the date range and create your out-of-office message. You can customize the subject and message to suit your needs.
When you’re done, click “Save changes” to enable the out-of-office notification.
To turn off the responder on your desktop computer, click the “Vacation Responder off” option.
When Your Out of Office or Vacation Email Is Sent
Once you enable your vacation responder, it will automatically send emails to anyone who emails your address. This feature starts working at midnight on the first day and ends at 11:59 PM on the last day. However, you have the option to end it earlier or later.
People will often receive the message only the first time they email you. After that, any additional emails will only notify you that your message was received. Some instances when someone may receive an out-of-office message more than once include the following:
- Every time you edit your out-of-office message, the vacation response starts over. If someone receives the first message and emails you again after you edit it, they will receive the updated version.
- If a person emails you four days after the first out-of-office message was sent, they receive a new out-of-office message.
Users also have the option to select who receives the out-of-office message. For example, you can include only your contacts, domain, or all incoming messages. If you already added your signature in Gmail, it will be automatically included in the out of office message.
Another important thing to note is that messages sent to your spam folder won’t get out-of-office messages. The same applies to messages from a mailing list you are subscribed to.
How to Find Out-of-Office Status in Gmail
Finding the out-of-office status follows the same process for the Gmail App and desktop computer. Gmail has made it easy to find out who is out of the office. When you compose an email, you can see a notification at the top if someone has their vacation mode enabled. Only those with permission to view the message can view the out-of-office status.
Gmail also made it possible to share the out-of-office status with third parties. To do this, create an out-of-office event in your Google Calendar. Proceed to share this event with your contacts, colleagues, and other interested parties. The event must be one day long or at least extend past your working hours.
Setting out-of-office messages in Gmail is an easy and straightforward process. With the help of this guide, you can set up an out-of-office message quickly and easily. You can also choose who receives these messages and customize them to suit your needs.
While setting out-of-office messages can be an effective way to manage your email, you must remember to turn them off when you are back in the office. You don’t want to send out-of-office messages when you can respond. With that said, make sure to toggle the feature on and off whenever necessary.
The image featured at the top of this post is ©In Green/Shutterstock.com.