What is an out of office message?

An out of office message, also called an automatic reply or away message, is an email that is sent automatically when you are not available. This can be during a vacation, while you are sick, or when you can't respond right away for some other reason. The message lets senders know that you are away and tells them when they can expect a reply. A well-configured out of office message looks professional, prevents misunderstandings and makes sure urgent matters still get handled.

When should you use an out of office?

There are several situations where an automatic reply makes sense. The most common are vacations and days off, but it can also be useful when you are sick, at a conference, in training or in a period of intensive project work. The main criterion is that you won't be able to answer emails for a longer period of time, usually a day or more.

Examples of suitable moments

Turn on your out of office for vacations of several days, when you spend a week at a conference, during parental leave, or when you are out sick for an extended period. For short absences of a few hours, an automatic reply usually isn't necessary.

Setting up an out of office in Gmail

Gmail makes it easy to set up an automatic reply. Follow these steps to activate your out of office.

Step-by-step instructions

Open Gmail and click the gear icon in the top right. Select "See all settings". Scroll down until you see "Vacation responder". Click "Vacation responder on". Enter the first and last day of your absence. Type your subject and message. Click "Save Changes" at the bottom of the page.

Extra options in Gmail

Gmail gives you the option to send your automatic reply only to people in your contacts, or only to people in your organization (for Google Workspace accounts). This can be useful if you don't want everyone to know you are away.

Gmail on mobile

You can also set up an out of office in the Gmail app for Android or iOS. Tap the hamburger menu, scroll down and tap "Settings". Select your account and look for "Vacation responder". The settings are similar to the web version.

Setting up an out of office in Outlook

Outlook offers extensive options for automatic replies, including the option to set up different messages for internal and external contacts.

Outlook Desktop (Windows)

Open Outlook and go to "File". Click "Automatic Replies" (or "Out of Office Assistant" in older versions). Select "Send automatic replies". You can optionally set a time range. Type your message in the text box. For Exchange accounts, you can create separate messages for people inside and outside your organization. Click "OK" to activate it.

Outlook Web (Office 365)

Sign in at outlook.office.com and click the gear icon. Select "Automatic replies" or search for it in the settings search bar. Turn the toggle "On". Optionally set a start and end date. Type your message and click "Save".

Outlook on Mac

Open Outlook for Mac and go to "Tools" in the menu bar. Select "Automatic Replies". The options are similar to the Windows version: choose the time range and set up your messages.

Setting up an out of office in other email programs

Not everyone uses Gmail or Outlook. Here are instructions for a few other popular email services.

Apple Mail (iCloud)

Sign in at icloud.com and go to "Mail". Click the gear icon and select "Preferences". Go to the "Vacation" tab. Check "Automatically reply to messages when they are received". Type your message and save your changes.

Yahoo Mail

Click the gear icon in Yahoo Mail and select "More Settings". Go to "Vacation response". Turn the toggle on, set the dates and type your message.

Business email through hosting

If you have email through a web hosting provider, you can often set up an autoresponder in cPanel or Plesk. Look for "Autoresponders" or "Automatic reply" in your control panel. The exact steps differ per provider, but the basic principles are similar.

What do you put in an out of office message?

An effective automatic reply contains specific information that helps the sender. Here are the essential elements.

Return date

Mention when you will be available again. This gives people a clear expectation. For example: "I am away from July 15 to July 29 and will reply to your email after I return on July 30."

Alternative contact person

For urgent matters, it's important to name a colleague or substitute people can contact. Give their name, email address and, if appropriate, phone number. Make sure this person knows you have listed them as your backup.

Limited availability

If you are only partly reachable (for example, you do check email but respond more slowly), you can say so. Be careful, though: if you say you check your email, people will also expect a reply.

Sample messages

Here are a few examples you can adapt to your own situation.

Formal business

"Thank you for your email. I am away from [date] through [date] and will not have access to my email during this period. I will reply to your message after my return on [date]. For urgent matters, please contact [colleague name] at [email address] or [phone number]. Kind regards, [Your name]"

Informal internal

"Hi! I'm on vacation until [date]. I'll answer emails when I'm back. Got something urgent? Then get in touch with [colleague] via [email/phone]. Cheers, [Name]"

English (for international contacts)

"Thank you for your email. I am currently out of the office from [date] until [date] with limited access to email. I will respond to your message upon my return on [date]. For urgent matters, please contact [colleague name] at [email address]. Best regards, [Your name]"

Best practices for out of office messages

A good out of office message follows a few guidelines that come across as professional and are practical.

Keep it short

Nobody wants to read a long email. Give the essential information in a few sentences: when you are away, when you are back, and whom they can contact for urgent matters.

Be specific about availability

Being vague about your availability leads to frustration. Give concrete dates and be honest about whether or not you have access to email.

Test your automatic reply

Before you leave, send a test email to yourself or ask a colleague to do so. That way you know for sure that everything works and there are no typos.

Don't forget to turn it off

A common mistake is forgetting to turn off your out of office after you return. This comes across as unprofessional. Set a reminder in your calendar for the day you are back.

Avoiding common mistakes

There are a few pitfalls to watch out for when setting up an automatic reply.

Sharing too much information

Don't share more than necessary. "I'm on vacation in Thailand for three weeks" is information that people with bad intentions could misuse. A simple "I'm away" is enough.

Not arranging a backup

If you name a colleague as your backup, make sure this person is actually available and knows what is expected of them.

Automatic replies to mailing lists

Some email systems send automatic replies to mailing lists and newsletters, which can be annoying for other recipients. Check whether your email program prevents this, or set up rules to limit it.

Conclusion

A well-configured out of office message is a sign of professionalism and makes sure people know what to expect while you are away. Whether you use Gmail, Outlook or another email service, the basic principles are the same: communicate clearly when you are gone, when you will be back, and how urgent matters can be handled in the meantime. Take the time to write a clear message before you leave, and don't forget to turn it off when you return.

Frequently asked questions

Is my out of office sent in reply to every email?

No, most email programs send only one automatic reply per sender during your absence. This prevents someone who sends you several emails from getting the same automatic reply every time.

Can I set up different messages for internal and external contacts?

In Outlook with an Exchange or Microsoft 365 account, you can indeed set up separate messages for people inside and outside your organization. Gmail only offers this option for Google Workspace accounts, with the ability to limit replies to your domain.

What if I forget to turn off my out of office?

If you set an end date, the automatic reply is turned off automatically. If you didn't set an end date, you have to turn it off manually. Set a reminder in your calendar for the day you return to avoid this.

Should I set up an out of office for a day off?

For a single day off, an out of office usually isn't necessary, unless you work in a role where quick responses are expected. For an absence of two days or more, it is a good idea to set up an automatic reply.

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