Going on vacation? Or maybe out on a business trip, or on medical leave? Either way, you probably won’t be checking your inbox as often — and it might be a while before you can reply to new messages.
If you don’t let people know you’re away, they might get impatient, or worry about you. The fix is simple: set up an automated Out-of-Office (OOO) reply before you leave.
Gmail makes this easy with a built-in feature called the Vacation responder — sometimes called an auto-reply or OOO message. Turn it on, and Gmail automatically sends an out-of-office reply to anyone who emails you while you’re away.
You can fully personalize your Gmail Out-of-Office message: tell people when you’ll be back, who to contact in your absence, and how often you’ll be checking your inbox.
A few things you should know about the Gmail vacation responder before you set it up:
- Your Out-of-Office auto-reply will start at 12:00 AM on the day you selected. And it will end at 11:59 PM on the end date. Unless you end it earlier.
- The emails that land in your spam folder won’t get your vacation response. And neither will the messages addressed to a mailing list you subscribed to.
- If someone emails you multiple times while your vacation responder is enabled, they will only receive your Out-of-Office reply the first time.
- That is unless you edit your OOO message, or if that person contacts you again after 4 days. In both cases, they’ll see your vacation response again.
- Last but not least, you can choose to send your Gmail vacation reply only to the people who are in your contacts. Or in your domain.
Here’s what we’ll cover:
- How to set up an automatic Out-of-Office reply
- How to edit your automated reply
- How to turn off your Vacation responder
- Gmail Out-of-Office email teampltes
- How to auto-reply to a specific sender or subject
- How to share your Out-of-Office status
Sounds good? Then let’s dive in.
How to Set Up an Automatic Out-of-Office Reply in Gmail
Want to set up an out-of-office response in Gmail? In this section, we’ll explain how you can enable the vacation responder on your computer, Android device, or iPhone.
On Desktop
Gmail lets you create an automated vacation reply in just a few clicks. Here’s how to use this feature on your computer ⤵️
Step 1: Sign in to your Gmail account.
Step 2: Open the Gmail settings (in the top right corner of your screen). And click on See all settings.
Step 3: In the General tab, scroll down until you reach the Vacation responder section.
Step 4: Turn on your Vacation responder.
Step 5: Select the date range of your Gmail Out-of-Office auto-reply.
If you already know when you’ll be back from vacation, you can tick the checkbox next to Last day and fill in your return date. This way, Gmail will automatically stop sending Out-of-Office messages after this date.
If you don’t know when you’re coming back to work, you can leave the Last day field untouched. Gmail will then keep sending Out-of-Office auto-responses until you manually turn off your vacation responder.
Step 6: Add a great subject line and write your Out-of-Office message.
Step 7: Once you’re ready, click on Save Changes.
Your Gmail Out-of-Office message is now set up. If people send you a message during the time range you entered earlier, they’ll receive an auto-reply.
If you want Gmail to only send your vacation reply to your Contacts, make sure to select Only send a response to people in my Contacts.
If you have an email signature, Gmail will automatically add it at the bottom of your Out-of-Office response.
On Android
You can also set up an automatic Out-of-Office reply from the Gmail app. Here’s how to do it on your Android phone or tablet ⤵️
Step 1: Open the Gmail app.
Step 2: Tap on the hamburger icon (in the top left corner of your screen) to open the Gmail app’s menu.
Step 3: Scroll down and tap on Settings.
Step 4: Select your Gmail account. And tap on Vacation responder.
Step 5: Use the switch at the top of your screen to toggle on your vacation responder.
Step 6: Enter your date range, your subject line, and the body of your Out-of-Office auto-reply.
Step 7: Once you’re ready, tap on Done.
And voilà. You’ve just set up your Out-of-Office response in the Gmail app. You can now enjoy your well-deserved vacation :)
On iPhone
Want to turn on your vacation responder in Gmail? Here’s how to do it on your iPhone or iPad ⤵️
Step 1: Open the Gmail app on your iOS device.
Step 2: Tap on Menu. And select Settings.
Step 3: Under Compose and Reply, select Vacation responder.
Step 4: Turn on your vacation responder.
Step 5: Fill in your vacation dates.
Step 6: Add a subject line and compose your Out-of-Office message.
Step 7: Lastly, tap on Save (in the top right corner of your screen).
All done. You’ve just set up your Gmail Out-of-Office responder on iPhone. Now it’s time to go pack your bags and forget all about work. At least for a while 🏖️
How to Edit Your Automated Reply in Gmail
Mixed up your vacation dates? Or made a mistake in your Out-of-Office message? Not to worry. You can easily edit your vacation response in Gmail.
Once you’ve turned on your vacation responder, a yellow banner appears at the top of your screen. Here’s what it looks like ⤵️
If you want to change your vacation reply, click on Vacation Settings. Gmail will then let you edit your Out-of-Office reply.
Once you’re happy with your new vacation response, you can click on Save changes to update your OOO message.
How to Turn Off Your Vacation Responder in Gmail
Got back from vacation earlier than expected? In this case, you can switch off your Gmail Out-of-office response by clicking on End now.
Gmail Out-of-Office Email Templates
To create a great Gmail Out-of-Office message, make sure to indicate when you’ll be back in the office.
Also, tell your recipients what they should do if they need to reach you or someone on your team urgently.
Last but not least, try to keep a professional tone. And don’t share any details about your personal life. Unless it seems appropriate.
Here are 4 professional Gmail Out-of-Office templates that you can steal from us to create your vacation auto-reply in less time.
1. Vacation Email Template
Hi,
I hope this message finds you well. I wanted to let you know that I will be on vacation from [start date] to [end date].
During this time, I will have limited access to email. So if you have any urgent matters that require immediate attention, please contact [alternative contact] at [alternative email or phone number].
I will do my best to get back to you promptly upon my return. Thank you for your understanding.
Sincerely yours,
[Your Name]
2. Paternity Leave Email Template
Hello,
I hope this email finds you well. I’m writing to inform you that I am currently on paternity leave.
As a result, I will be away from [start date] to [end date] and will have limited access to email during this time.
If you have any urgent matters, please contact [alternative contact] at [alternative email or phone number].
I apologize for any inconvenience caused by my absence and appreciate your understanding and support during this special time for my family.
Warm wishes,
[Your Name]
3. Medical Leave Email Template
Dear Sir or Madam,
I hope this email finds you well. I wanted to inform you that I am currently on medical leave and will be unable to reply to messages during this time.
For any urgent matters, please contact [alternative contact] at [alternative email or phone number].
I apologize for any inconvenience caused by my absence. Thank you for your understanding and support.
All the best,
[Your Name]
4. Extended Leave Email Template
Hi,
I hope this message finds you well. I wanted to inform you that I will be on an extended leave from [start date] to [end date].
If you need some assistance, please contact [alternative contact] at [alternative email or phone number].
Kind regards,
[Your Name]
Looking for something a bit less formal? Check out our list of funny out-of-office messages ideas.
How to Auto-Reply to a Specific Sender or Subject in Gmail
The Vacation responder is all-or-nothing: it’s either everyone, or everyone in your Contacts. If you only want an auto-reply to trigger for one specific sender, or emails with a specific subject line — say, a client, a recurring form submission, or one project — the vacation responder can’t do that on its own.
Instead, combine two features:
- Save your reply as a Gmail template — see our full guide for the exact steps.
- Create a filter matching the sender or subject you want to target, and set it to send that template automatically instead of replying to everyone.
This gets you a targeted auto-reply without switching your whole inbox into vacation mode.
How to Share Your Gmail Out-of-Office Status
If you have a business email account in Gmail, you can add an Out of Office event to your Google Calendar.
This allows you to automatically decline new event invites received during the duration of your OOO event.
You can also prepare a personalized message right from your calendar. Google will then send that reply to the co-worker or client who sent you the invite.
There’s more. Once you’ve created your OOO event, Gmail will show your OOO status to the people who try to contact you in Gmail and in Hangouts Chat.
Here’s what the Out-of-Office status looks like in Gmail ⤵️
That way, people will know you’re out of the office before they even try to contact you. Which may deter some of them from emailing you.
Ready to Come Back to a Clean Inbox?
Your out-of-office message handles the “I’m away” part. But the moment your vacation responder turns off, you’re still staring down a pile of emails that arrived while you were out.
📂 Sort your inbox automatically with AI-powered email categorization, so replies are grouped before you even open Gmail
🤖 Draft replies with AI so catching up means editing, not writing from scratch
✍️ Insert your most-used replies with a saved template and a keyboard shortcut
🔁 Set automatic follow-ups on anything you sent before you left, so nothing slips through
Try Mailmeteor for Gmail today (it’s free!)
FAQs
Can I set an out-of-office reply for just one sender or subject?
Not with the Vacation responder — it’s all-or-nothing (or contacts-only). For a sender- or subject-specific auto-reply, combine a Gmail template with a filter: create a filter matching that sender or subject, then set it to send your template automatically.
Will my out-of-office reply go to everyone who emails me?
By default, yes — anyone who emails you receives your auto-reply, with two exceptions: messages that land in Spam, and messages sent to a mailing list you’re subscribed to. Check Only send a response to people in my Contacts if you want to limit it.
Does Gmail’s vacation responder reply more than once to the same person?
No. Each sender gets your out-of-office reply once. They’ll only see it again if they email you again after 4 days, or if you edit your message while the responder is still active.
How do I turn off my out-of-office message early?
Click End now on the yellow banner at the top of your inbox, or go to Settings > See all settings > General > Vacation responder, turn it off, and save changes.
Does the Gmail vacation responder work with Google Calendar?
Yes, but they’re separate features. The Vacation responder sends the actual auto-reply email. A Google Calendar Out of Office event shows your unavailability to colleagues in Gmail and Chat and can auto-decline new meeting invites — set up both if you want full coverage.
Can I set an out-of-office reply on the Gmail app?
Yes, on both Android and iPhone. It’s called Vacation responder on Android and Out of Office AutoReply on iOS, and you’ll find it in the app’s Settings menu.
How do I set up automatic emails in Gmail?
For a temporary away message, use the Vacation responder covered in this guide. For an ongoing automatic reply to specific incoming emails — not just while you’re away — combine a saved template with a Gmail filter instead, as described above.
