Setup a Vacation or out of office Auto Reply in Gmail

Not going to access Gmail for a while? Inform your email senders with an auto-reply. 

Checking your business emails constantly is not the best way to enjoy your vacations. You should enjoy your vacations with peace so that you come back refreshed and more focused. Setting up a Gmail out of office auto-reply will let everyone (who send you emails) know that you are out of office and unable to read the emails. This will let you enjoy your vacation peacefully and your email senders will be informed about your absence.

It is very easy to setup a vacation auto-responder in Gmail. In addition to this, you can even restrict the auto-reply messages only to the people already in your Gmail contacts. This tutorial we will let you know complete details regarding the Gmail auto reply.

 Setup Vacation Auto-reply in Gmail                  

Here are the steps you should follow in order to setup an out of office or vacation auto-reply in Gmail

  1. First of all, log into your Gmail account.
  2. Click on the settings gear icon from the top right corner.
  3. Open “General Tab”.
  4. Scroll down to find the “Out of office auto reply” section.
  5. Click on “Out of office auto reply on” radio button.
  6. Enter the subject line and message you want your senders to read while receiving an auto reply.
    1. In the message, you can provide the details about your vacation or any other reasons why you are not going to respond.
    2. Additionally, you can also let the senders know about any alternate way to get in touch with you in case of an emergency.
    3. Fill the date rage of your vacation/ out of office.
    4. Enter the date from which you will be out of office in the “First day”.
    5. Enter the date on which you will be available to read the messages in “Last day”. Auto replies will stop on the last date.
  7. If you want Gmail to send auto-replies only to the person in your contact list then you should check “Only send a response to people in my Contacts” from the bottom.
  8. Finally, Click on “Save Changes”.

When an auto-reply is sent in Gmail?

The auto-reply messages will start from the 12:00 AM on the First day and stop at the 11:59 PM on the “Last day”. Of course, you can stop them earlier if you want.

Generally, your vacation or out of office auto reply is sent only when a person messages you for the first time between the first day and the last day. However, there are situations when people can get your out of office message multiple times as given below:

  1. If the same person who received an out of office auto-reply sends you message once again within 4 days, then they will receive your vacation auto-reply once again.
  2. Your out of office auto-reply starts over every time you edit it. It means if someone gets your initial auto-reply, and then you edit the auto-reply message. Now, they will receive the new message if they email you again.

Note: Emails sent to your Spam folder will never get an auto-reply.

Exclude Messages from auto-reply in Gmail

You can stop Gmail to send automatic replies to certain messages. In order to do that you have to set up the filters to delete or forward these email. When you come back (before 30 days) you can find these emails from your Trash folder. You can also recover these messages from Trash folder if you want.

How to Set up Gmail Auto-reply on an Android Device?

You can also set up vacation or out of office auto-reply using your android device by following the steps given below:

  1. Open Gmail mobile app on your android phone.
  2. Tap on menu (three horizontal bars) from the top left corner.
  3. Now, scroll down right to the bottom and tap on “Settings”.
  4. Select your account.
  5. Tap on vacation responder.
  6. Now, turn on the “Vacation responder” toggle switch from the top.
  7. Enter the appropriate subject line for your auto-replies.
  8. Enter the out of office message under the message section
    1. You should include the details when you will be able to reply (if possible).
    2. Add an alternate way to contact in case of an emergency.
  9. Under “First day”, you should enter the start date of your auto-reply
  10. Enter the date for your auto-replied to stop under the “Last day”.
  11. Finally, Tap on “Done” to save changes.

Note: Changes done via mobile app will reflect in the desktop version and vice versa.

How to turn off auto-replies in Gmail?

 When you turn on your auto-replies, a banner with the subject of your auto-reply message will appear at the top of your Gmail inbox. You just need to click on “End now” link from that banner and auto-replies will stop straight away.

To turn off auto-replies in Gmail App, you need to turn off the “Vacation responder” toggle switch under settings.

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