How to Set Up Out of Office in Gmail (Vacation Responder)

The worst holiday email isn't the one you get, it's the one you didn't answer because you were on a beach, leaving a client wondering whether you'd vanished. A short automatic reply sets expectations before anyone gets cross.

In Gmail it's called a vacation responder. Here's how to switch it on, what Google says it will and won't do, and some wording that works for a small business.

Switching on the Gmail vacation responder on a computer

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

If you have a signature, Google says it shows below the reply, so check that it still suits an automatic message.

Setting an out of office reply in the Gmail app on Android

1. Open the Gmail app and tap Menu, then Settings.
2. Choose your account.
3. Tap Vacation responder.
4. Turn the Vacation responder switch on at the top.
5. Fill in the date range, subject and message.
6. Optional: tick the box to send the reply to your contacts only.
7. Tap Done.

Google's iPhone and iPad page covers this too, but its menus differ from Android, so I'd follow what you see in the app's Settings and look for the vacation responder or out of office option. To switch it off on Android, turn the responder switch off.

When your Gmail out of office reply starts and stops

The dates are worth a second look, because they decide when the reply works. Google says your automatic reply starts at 12:00 AM on the start date and ends at 11:59 PM on the end date, unless you end it earlier. A banner shows across the top of your inbox while it's on, and clicking End now stops it.

Who gets your Gmail vacation responder message

In most cases, a person only gets your reply the first time they message you. There are two exceptions Google names: the same person writes again after four days while your reply is still on, or you edit the reply, in which case anyone who got the first version and then emails again receives the updated one.

There are people who won't get it at all. Google says emails sent to your spam folder, or addressed to a mailing list you subscribe to, don't get your reply. That's sensible, because you wouldn't want to answer a newsletter.

Stopping the automatic reply appearing in an ongoing thread

If you reply to a colleague while your responder is on, you might not want them to get a vacation message in that thread. Google's tip: add a subject line to your reply. When you do, the recipient gets your reply in a separate email.

What to write in a Gmail out of office message

Keep it short and useful. Say when you're away, when you'll be back, and who to contact for anything urgent. A good message answers the question 'what do I do now?' before the sender has to ask.

• Subject: a clear line such as 'Away from the office until [date]'.
• First line: that you're away and the dates.
• Second line: when you'll reply to messages.
• Last line: who to contact if it can't wait, with their address.

Keep the tone consistent with your brand. If your signature includes your website or a link to a guide, it will appear below the reply, as I mention above, so it's worth making the signature work for you. I've covered how in email signature marketing for your business.

Gmail out of office: quick reference

Question	What Google's help page says
Where is it on a computer?	Settings, See all settings, General tab, Vacation responder
Where is it on Android?	Menu, Settings, your account, Vacation responder
Does it reply to everyone?	Usually just once per person, with exceptions
Does it reply to spam?	No, spam and mailing list emails don't get it
How do I end it early?	Click End now in the banner at the top of your inbox

If your Gmail out of office reply isn't working

1. Check the date range, because the reply only runs between the start and end dates.
2. Confirm you clicked Save Changes at the bottom of the settings page.
3. Remember it won't reply to spam or mailing list emails.
4. Remember a sender usually receives it once, so a repeat message won't trigger it again.
5. Look for the banner at the top of your inbox to see whether the responder is on.

If you're away because you've simply had enough of your inbox, my story of the email system that saved my inbox might help you come back to something calmer.

Frequently asked questions

How do I set up an out of office in Gmail?

On a computer, click Settings, See all settings, then go to the Vacation responder section under General, select Vacation responder on, fill in the dates, subject and message and click Save Changes.

How do I set up out of office in the Gmail app?

On Android, tap Menu, Settings, choose your account, tap Vacation responder, turn it on, add the dates, subject and message, then tap Done.

Does Gmail send my out of office reply to everyone?

Usually only once per person. It can be sent again if they write after four days while it's still on, or if you edit it. Spam and mailing list emails don't get it.

How do I turn off my Gmail out of office?

Click End now in the banner across the top of your inbox on a computer, or turn off the Vacation responder switch on Android.

Can I send the reply to my contacts only?

Yes. Tick the box under the message to send the reply to your contacts only.