Quick answer
In Gmail, go to Settings (gear) → See all settings → General, scroll to Vacation responder, switch it on, set your first day (and last day), add a subject and message, then click Save Changes. Tick the "only send to contacts" or "only send to my organisation" boxes if you want to limit who gets the reply.
HOW TO TURN ON THE VACATION RESPONDER
Set it up in a couple of minutes.
- Open your Gmail settingsIn Gmail on the web, click the gear icon (top-right) and choose See all settings. Stay on the General tab.
- Find the Vacation responderScroll to the bottom of the General tab to the Vacation responder section and select Vacation responder on.
- Set the first and last dayChoose the first day your reply should start. Tick Last day and set your return date so it turns off automatically — if you leave it blank, it runs until you switch it off yourself.
- Write your subject and messageAdd a clear Subject (for example "Out of office") and a short Message with your return date and who to contact in the meantime. You can bold text or add a link.
- Choose who receives itDecide whether to limit the reply (see below), then click Save Changes at the bottom.
CONTROL WHO GETS THE REPLY
Two tick-boxes worth knowing.
Under the message box, Gmail gives you options that stop your auto-reply going to the wrong people:
- Only send a response to people in my Contacts — the reply only goes to people saved in your Google Contacts. This keeps mailing lists, spam and strangers from getting a bounce-back that confirms your address is active.
- Only send a response to people in [your organisation] — on a Google Workspace account, this limits the auto-reply to colleagues on your own domain. Handy when you don't want external clients or suppliers to know you're away.
Gmail sends the response once per person, and only repeats it if the same person emails you again after about four days — so nobody gets spammed with repeated auto-replies.
Tip for cover. If a colleague is picking up your work while you're away, name them and their email in the message so senders can reach the right person immediately. For a whole role or shared address, pair this with a proper mail rule or a shared mailbox rather than relying on one person's out-of-office — that's something worth setting up properly with your IT provider.
