Out of Office

When you are not available or on vacation and do not have time to look at your email messages. Gmail offers you the option to set an automated message that respond to all new email messages received.

 

Go to settings in Gmail by clicking on the settings gear on the right hand side of the Gmail screen (under your Profile picture), then choose settings. For the Official Gmail login page please go to https://mail.google.com or https://www.gmail.com.

Gmail Settings

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After clicking Settings. Scroll down on the general tab, until you reach the option “Out of Office AutoReply:“.

Gmail Settings General

 

Gmail™ webmail service, Google™ and the Google logo™ are registered trademarks of Google Inc., used with permission.

Choose “Out of Office AutoReply on”, then fill in the date when you want the auto responder to start “First day:” and optional “Last day:” . In the subject, that is the next field, fill in your subject. When you leave it blank it will automatically reply with the sender’s subject with RE:. Then fill in your message that you want the people to receive when the send you email. For example: I am currently unavailable. I will be back on 20 September to reply to your email. Regards [Your Name].

 

Scroll now to the bottom of the general tab. Click on “Save changes” button. If you did it correctly there will appear a banner on top of your Gmail screen that shows the subject of your out of office reply. To stop the automated message, click “end now” on the banner or go to “Out of Office AutoReply:” and select “Out of Office AutoReply off”. Then scroll to the bottom of the general tab and Click on “Save changes” button.

Gmail Save Settings

 

 Gmail™ webmail service, Google™ and the Google logo™ are registered trademarks of Google Inc., used with permission.

 

Acceptable examples for Out of Office Replies:

 

Example 1

 

Thank you for your e-mail.

 

I am out of the office till [Date] and your email will not be forwarded.

 

Should the matter be important, please contact [Name of Person] ( [email address of Person]) in my absence.

 

Best regards

Your  Name

 

Example 2 (refer to a colleague whilst you are away)

 

Dear Mail Sender,

 

Thank you for your mail. I will be out of office from today and will be back on [Date]. I will have limited access to my e-mail during this period.

 

In my absence, please feel free to contact [Name of Person] on +[Number of Person] or e-mail [Email of Person].

 

Thank you for your understanding.

Best regards,

Your  Name

 

Example 3

 

I will be out of the office till [Date]. I will respond to your e-mail as soon as possible on my return.

 

Please note, that your mail will not be forwarded. For any urgent matters, please contact [Phone Number] at  [His Email Address].

 

Thank you for your understanding.

Best regards,

Your  Name

 

Example 3 (popular)

 

Thank you for your email. I am out of the office from [DAY, DATE] to [DAY, DATE] and unable to respond at this time.

 

I will review your message following my return on [DAY, DATE]. If you need immediate assistance, contact [Name, phone number and email address].

 

Thank you for your understanding.

Best regards,

Your  Name

 

Out of Office