Out-of-office & auto-replies
How to set up an automatic reply that lets senders know you're away and when you'll be back.
Going on vacation, attending a conference, or taking any time away from your inbox? An out-of-office auto-reply lets everyone who emails you know when to expect a response. This guide shows you how to set one up.
Quick summary
An out-of-office auto-reply automatically sends a response to anyone who emails you while you're away. You set the dates, write the message, and the reply goes out without any action from you. You can also add an alternative contact person.
What you'll need
Beginner 5 minutes- Access to your email account (webmail or desktop app)
- Your away dates
- An alternative contact name and email (optional but recommended)
What to write in an out-of-office message
A good auto-reply is short and helpful. Include:
- That you're away and when you'll return
- Whether you're checking email periodically or not at all
- Who to contact if the matter is urgent
Example:
Thank you for your email. I'm out of the office from Monday 2 June and returning on Monday 9 June. I'll respond to your message when I'm back.
For urgent matters, please contact Sarah at sarah@yourbusiness.com.
Keep it brief. Avoid listing your personal mobile number in an auto-reply — it's publicly visible to anyone who emails you.
Setting up an out-of-office reply
Open Gmail at mail.google.com.
Click the gear icon in the top right and choose See all settings.
Scroll to the Vacation responder section in the General tab.
Switch the responder to On.
Set the start date and end date (optional — if no end date, remember to turn it off manually).
Write your subject and message. Keep it short and warm.
Choose whether to reply only to contacts (recommended for most businesses — prevents your message going to spam senders).
Click Save Changes.
Open Outlook at outlook.office.com.
Click the gear icon (Settings) and search for "Automatic replies" — or navigate to Mail → Automatic replies.
Toggle Automatic replies to On.
Set your start and end time if you want it to switch off automatically.
Write your message — one for people inside your organization and one for external senders (optional).
Click Save.
Open Outlook on your computer.
Go to File → Automatic Replies (if you don't see this option, your account type may not support it from the desktop app — use the web version instead).
Select Send automatic replies.
Set your date range.
Write your message for internal and external senders.
Click OK.
Apple Mail does not have a built-in out-of-office feature. For business email, set your auto-reply directly in Google Workspace or Microsoft 365 using the web interface — it works regardless of which app you use to read email.
Tips
- Set an end date. Forgetting to turn off your out-of-office after you return looks unprofessional. Setting an automatic end date prevents this.
- Keep it professional. Your out-of-office is sent to clients, suppliers, and anyone who emails you.
- Include a contact for urgent matters. Make sure that person knows they're listed — and that they'll check their email.
- For shared mailboxes: Out-of-office replies can be set on shared mailboxes too. See Shared mailboxes explained.
Setting up auto-replies for your website contact form
If your contact form sends notifications to your email, those notifications will still arrive while you're away — but your website's contact form itself doesn't know you're gone. If you want visitors to see a message about your availability, you'll need to update the form confirmation message or your website's content separately.
Common questions
Related guides
- Email signatures
- Shared mailboxes (like support@) explained
- Gmail basics for business
- Outlook basics for business
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