Setting a vacation responder
How to set an out-of-office automatic reply in Gmail — including setting start and end dates so it turns off automatically when you return.
- Difficulty
- Beginner
A vacation responder (also called an out-of-office reply or auto-reply) sends an automatic message to anyone who emails you while you're away. It lets people know you're unavailable and when to expect a reply.
Quick summary
In Gmail, go to Settings → See all settings → General → Vacation responder. Turn it on, set start and end dates, write your message, and click Save Changes. Gmail then replies automatically while it's on — in most cases, once per sender. Set an end date so it turns off automatically when you return.
Setting up a vacation responder
Open Gmail at mail.google.com and sign in.
Click the gear icon in the top right, then click See all settings.
Stay on the General tab. Scroll down to find the Vacation responder section.
Select "Vacation responder on."
Fill in the date range. The reply starts at 12:00 AM on the first day and ends at 11:59 PM on the last day, unless you end it sooner. Setting a last day means it turns off automatically when you're back — forgetting to turn it off manually is a common mistake.
Write a subject line. Something like "Out of office: back on [date]."
Write your message. See the tips below for what to include. If you have a Gmail signature, it appears below the reply.
Optionally tick the box under the message to send the reply only to people in your Contacts.
Scroll to the bottom and click Save Changes. Your auto-reply is now active.
The banner at the top of Gmail confirms it's on
While the vacation responder is on, a banner shows across the top of your inbox. To switch it off from there, click End now.
What to include in your message
A good out-of-office message includes:
- The dates you're away
- When you'll be back and able to reply
- Who to contact for urgent matters (if applicable)
Example:
Thanks for your email. I'm out of the office from [start date] until [end date] with limited access to email. I'll respond when I return. For urgent matters, please contact [name] at [email].
Keep it short and professional. You don't need to explain where you're going.
Tips for a better vacation responder
- Always set an end date. It's easy to forget to turn it off manually.
- Update your phone voicemail too if you receive work calls — people may call as well as email.
- Let close colleagues know directly before you go — don't rely on the auto-reply as your only communication.
- Keep it to one message. The vacation responder sends the same reply to everyone it answers. If you need something different for colleagues, tell them separately before you go.
Turning off the vacation responder early
To turn it off before the end date:
Click the gear icon → See all settings → General → Vacation responder.
Select "Vacation responder off."
Click Save Changes.
Or click the End now link in the banner at the top of your inbox.
Common questions
Will the auto-reply go to everyone who emails me?
In most cases Gmail replies to someone only the first time they message you. The same person gets it again if they email you more than four days later while the responder is still on, or if you edit the reply in the meantime. If you tick the contacts-only box, people who aren't in your Contacts don't get it at all.
Will my auto-reply go to mailing lists and spam?
No. Google says emails that land in your spam folder, or that were addressed to a mailing list you subscribe to, don't get your reply.
Can I set different out-of-office messages for different senders?
No. The vacation responder sends one message. The only built-in choice is whether it goes to everyone or only to people in your Contacts.
Can an admin set a vacation responder on behalf of a user?
The vacation responder is a per-user Gmail setting, so the simplest route is for the person to set it themselves before they go. If they can't, an admin can arrange access to the account or redirect the mail instead — see Email routing & catch-all.
Related guides
- Gmail basics for business
- Delegating an inbox
- Setting up your Gmail signature
- Email routing & catch-all
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