How to Set an Out of Office Reply in Gmail (2025 Guide)
11 août 2025
Learn how to set up an Out of Office Gmail auto-reply, share your availability, use example templates, and create advanced replies with filters and labels.
You finally closed your laptop and stepped away, ready for a real break. Before you go fully offline, take a minute to set an out-of-office reply in Gmail. It lets people know you're away, keeps things professional, and saves you from a messy inbox when you’re back.
This guide covers everything you need to set up, customize, and manage Gmail out-of-office replies like a pro.
Key Takeaways:
Set your OOO message in Gmail Settings with a start and end date.
You can limit replies to only your contacts.
Gmail sends your auto-reply once per person—unless they email you again after 4 days or you edit the message.
The reply starts at 12:00 AM on the first day and stops at 11:59 PM on the last.
Messages in spam or sent to mailing lists won’t receive your auto-response.
What Is the Gmail Out-of-Office Feature?
Gmail’s out-of-office feature, also known as the vacation responder, lets you send automatic replies when you're away. Once it’s turned on, Gmail replies to incoming emails with a message you’ve written, letting people know you're unavailable.
You can use it when you’re:
On vacation or holiday
Taking time off work
Traveling without email access
Out on extended leave or sabbatical
This feature works in both personal Gmail accounts and Google Workspace (work/school) accounts.
Using an out-of-office reply helps you set clear boundaries, manage expectations, and come back to a more organized inbox. It’s one of Gmail’s most useful features for a better work-life balance.
How to Set Up an Out-of-Office Reply in Gmail?
You can turn on Gmail’s vacation responder in just a few steps. Here’s how to do it on desktop and mobile.
How to set up a Gmail out-of-office message on a Web Browser?
Open Gmail on your computer.
Click the gear icon in the top right and select See all settings.
Scroll down to the Vacation responder section (under the "General" tab).
Check the box next to Vacation responder on.
Choose your start date and end date
Enter your subject and message.
(Optional) Check:
Only send a response to people in my Contacts
Only send a response to people in my organization (for Google Workspace users)
Note: If you check both options, only your contacts within your organization will get your automatic reply.
Click Save Changes at the bottom.
Once set, Gmail will automatically reply to new emails during the selected period.
How to Set Up a Gmail Out-of-Office Message on Android?
You can turn on Gmail’s vacation responder directly from the Gmail app on your Android device. Here’s how:
Open the Gmail app on your phone.
Tap the menu icon (three horizontal lines) in the top left.
Scroll down and tap Settings.
Select the email account you want to set the auto-reply for.
Tap Out of Office AutoReply.
Turn on Out of Office AutoReply using the toggle switch.
Set your start date and end date.
Enter your subject and message.
Tap Done to save your settings.
Tip: Want your automatic reply to appear as a separate email instead of part of an existing thread? Add a subject line. This prevents the reply from getting buried in an ongoing conversation.
How to Set Up Gmail Out-of-Office Message on iPhone or iPad?
If you’re using Gmail on an iPhone or iPad, you can turn on auto-reply right from the app. Here’s how:
Open the Gmail app on your iPhone or iPad.
Tap the menu icon (three horizontal lines) in the top left corner.
Scroll down and tap Settings.
Choose the email account you want to set the auto-reply for.
Tap Out of Office AutoReply.
Turn on the AutoReply toggle.
Set your start date and end date.
Enter a subject and your message.
Tap Save in the top right corner.
Once your out-of-office message is active, Gmail will show a yellow banner across the top of your inbox. This lets you know the auto-reply is turned on.
If you use multiple Gmail accounts, you’ll need to repeat these steps for each account on your Android or iOS device. Auto-replies are set per account.
Now that it’s set up, you can relax knowing Gmail is taking care of replies while you're away.
How to Edit Your Out-of-Office Message in Gmail
Need to change the dates or update your message? You can edit your Gmail out-of-office reply at any time, even while it's already active.
Here is how to edit your auto reply:
Open Gmail and click the gear icon, then select See all settings.
Scroll down to the Vacation responder section.
Update your start date, end date, subject, or message as needed.
Click Save Changes.
If you’re unsure when you’ll return, you can leave the “Last day” field blank. Gmail will continue sending auto-replies until you manually turn it off.
Good to know: If someone already got your first auto-reply and emails you again after you’ve made changes, Gmail will send them your updated message.
How to Turn Off Gmail’s Out-of-Office Reply (Manually or Automatically)
You can stop your out-of-office message at any time, either by letting it end automatically or manually turning it off.
Option 1: Automatic End
If you set an end date when creating your out-of-office reply, Gmail will automatically stop sending replies after that date. You don’t need to do anything.
Option 2: Turn It Off Manually
Got back from vacation earlier than expected? You can manually stop the auto-reply:
Open Gmail. You’ll see a yellow banner at the top of your inbox showing that your out-of-office reply is active.
Click the “End now” button on that banner.
Once it’s off, Gmail will stop sending automatic responses immediately.
Things to Remember Before You Set It
Before turning on your Gmail out-of-office reply, keep these key points in mind:
One reply per sender (usually):
Gmail sends your automatic reply only the first time someone emails you.They might get it again if:
They email you again after four days, and your auto-reply is still on.
You edit the message while your auto-reply is active.
Some messages won’t get a reply:
Emails sent to your spam folder
Messages sent to a mailing list you’re subscribed to
Start and end times are exact:
The auto-reply starts at 12:00 AM on your start date
It ends at 11:59 PM on your end date, unless you turn it off manually
Keeping these rules in mind will help you avoid confusion and make sure your auto-reply works as expected.
Also Read: Time Off Request Email: 6 Examples + Writing Tips
How to Share Your Gmail Out-of-Office Status
If you’re using a Google Workspace account (formerly G Suite), Gmail and Google Calendar can automatically show others when you’re out of office. This helps teammates avoid messaging or scheduling with you during your time off.
Step 1: Create an Out of Office Event in Google Calendar
Open Google Calendar.
Click Create > choose Out of office.
Set your start and end dates.
Choose whether to:
Decline only new meetings, or
Decline all meetings during your absence
Click Save.
That’s it, you’ve now set your out-of-office status!
Step 2: Make Sure Your Calendar Is Shared
By default, your team can usually see your OOO status, including when it starts and ends.
If they can’t see it, either:
You're not on the same Google Workspace domain, or
Your calendar isn't shared with them
In that case, you’ll need to manually share your calendar to make your availability visible.
What It Looks Like in Gmail and Chat
Once everything’s set:
Your coworkers will see your out-of-office status in Gmail when they try to email you
If you use Google Chat, your OOO status shows there too
In email threads, Gmail adds a banner letting people know you’re away
This helps prevent missed messages, meeting requests, or last-minute follow-ups while you're offline.
Want More Control? Use Filters + Templates for Custom Auto-Replies
If you want more control over who receives an auto-reply and when, Gmail’s filter + template combo is the way to go.
Instead of sending the same out-of-office response to everyone, you can create different auto-replies for different scenarios. This feature takes a few setup steps. Here is how:
Step 1: Enable Templates
Go to Settings > Advanced > Templates > Enable, then click Save Changes.
Next, compose a message you want to reuse, click the three-dot menu in the compose window → Templates → Save draft as template.
Step 2: Create a Filter
Go to Settings > Filters and Blocked Addresses > Create a new filter.
Set conditions like a specific sender or subject keyword.
Step 3: Link Your Template to the Filter
After creating the filter, Gmail will show action checkboxes.
Now you'll see “Send template” as an option only if you have a template saved.
Select the template you want to auto-send when that filter is triggered.
Example: Only send a reply to clients from @yourclient.com With a message like:
“Thanks for your message! I’m currently away but checking emails from priority clients.”
Note: If you don’t see “Send template,” go back and ensure you’ve saved a draft as a template first.
How to Write a Proper Out-of-Office Message
A good out-of-office message sets clear expectations and keeps communication smooth while you're away. Here are the key parts to include:
Key Elements of an Effective Out-of-Office Message:
Reason and Duration: Let people know why you're away (if appropriate) for example, vacation, medical leave, or travel. Always include your start and end dates.
Alternative Contact: If someone else can assist in your absence, provide their name, role, and contact info.
If no one is covering, simply state when you’ll be able to respond.Expected Response Time: Let the sender know when they can expect a reply from you. This helps manage their expectations.
5 Sample Out-of-Office Templates
Here are some ready-to-use templates you can copy and tweak based on your situation:
1. Personal Time Off
Hi,
Thanks for your message. I’m currently out of the office for personal time off and will return on [return date]. I’ll get back to you as soon as I can after I return.
If it’s urgent, please contact [name] at [email or phone].
Best,
[Your Name]
2. Sick Leave
Hello,
I’m currently out of the office on sick leave and unable to respond to emails. I expect to return on [return date].
For urgent matters, please reach out to [alternate contact].
Thank you for your understanding.
[Your Name]
3. Business Travel
Hi,
I’m currently away on business travel with limited access to email. I’ll return on [return date].
If this is time-sensitive, please contact [name] at [email].
Best regards,
[Your Name]
4. Vacation (Simple)
Hello,
I’m out of the office on vacation until [return date]. I’ll respond to your message as soon as I can when I'm back.
Thanks,
[Your Name]
5. No Alternate Contact Available
Hi,
I’m away from my desk and will return on [return date]. I’ll respond to your email after I return.
There is no alternate contact available during this time.
Thanks for your patience,
[Your Name]
Need more ideas? Check out our full list of 15 Best Out of Office Email Templates for different situations.
Conclusion
Getting your out-of-office reply right is only half the battle. Once you return, you’ll likely be greeted by a mountain of unread messages, many of them irrelevant. If you're tired of sorting cold emails from real client threads or digging through CCs to find next steps, it's time to upgrade your inbox workflow.
NewMail AI helps you take back control the moment you return. It ranks emails by relevance, auto-tracks important follow-ups in a built-in to-do list, and smartly tags your messages into folders you can actually use.
You’ll also get a daily calendar digest delivered to your inbox, with one-click scheduling tools to simplify your day. Whether you've been out for a weekend or a full week, NewMail AI makes the transition back smooth, focused, and stress-free. Try NewMail AI for Free Today
FAQs about Gmail Out-of-Office
1. Does Gmail automatically reply to every email with my out-of-office message?
No, Gmail only replies once per conversation thread and typically limits automated replies to the same sender once every four days to avoid spamming.
2. Can I set different out-of-office replies for internal and external contacts?
Yes. If you're a Google Workspace user, you can create separate messages for people within your organization and external senders.
3. What happens if I get an email after my out-of-office ends?
Gmail will stop sending auto-replies once your end date/time passes. Any new messages received afterward will not receive the out-of-office response.
4. Will people see I’m out if I don’t share my Google Calendar?
No. Your Gmail out-of-office status (like in Google Chat or Calendar) will only be visible if you share your calendar or are part of the same Google Workspace account with visibility enabled.
5. Can I update my out-of-office message after setting it?
Yes, you can edit or delete the auto-reply anytime by going back to Gmail Settings > Vacation Responder.
