How to Set Up an Out-of-Office Auto-Reply in Gmail, Outlook, and More

Whether you are heading off on holiday or just need a few days away from email, an auto-reply lets people know when to expect a response. Here is how to set one up in the most popular email applications.

Gmail — Vacation Responder

1. Click the Settings gear in the top right > See all settings.
2. Stay on the General tab and scroll to Vacation responder.
3. Select Vacation responder on.
4. Enter a First day and optionally a Last day (Gmail will turn off the responder automatically).
5. Write your subject line and message body.
6. Optionally tick Only send a response to people in my Contacts to avoid replying to mailing lists and spam.
7. Click Save Changes.

Outlook Desktop (Microsoft 365 / Exchange)

1. Go to File > Automatic Replies.
2. Select Send automatic replies.
3. Set a date range if you want it to turn off automatically.
4. Write separate messages for Inside My Organization and Outside My Organization if needed.
5. Click OK.

Note: If you do not see the Automatic Replies option, you may be using an IMAP or POP account. In that case, use a rule-based workaround: File > Manage Rules & Alerts > New Rule, choose Apply rule on messages I receive, and set the action to reply using a specific template.

Outlook on the Web (outlook.com)

1. Go to Settings > View all Outlook settings > Mail > Automatic replies.
2. Toggle Automatic replies on.
3. Set a time range and write your message.
4. Click Save.

Apple Mail on iPhone

Apple Mail itself does not have a built-in auto-reply feature for IMAP accounts. Set it through your email provider's website (Gmail, Outlook.com, Yahoo) using the steps above, and the auto-reply will work regardless of which app or device you use.