How do you write and turn on an out of office message in Outlook and Gmail?

By JF Perreault, founder of Triago · October 16, 2026

A good out of office message fits in three lines. The date you're back, who to contact if it's urgent, and what happens to the email. In Outlook, it's File, then Automatic Replies. In Gmail, it's the gear, then the Vacation responder section. Always set an end date.

What a good message gets you

You leave with peace of mind. Your client knows when they'll get an answer. They also know what to do if it can't wait. There's nothing to guess, and they don't go elsewhere.

When you're back, you know who is waiting for an answer, and since when.

What to write: the 3-line template

1. When you're back. The exact date, not “next week”.
2. Who to contact if it's urgent. A name and a number. Tell that person before you leave.
3. What happens to their email. “I'll answer when I'm back, on the 5th.”

The client doesn't want to know where you are. They want to know when they'll get their answer.

An example, to copy and adjust:

In Outlook on your computer

1. Open Outlook and click File.
2. Click Automatic Replies.
3. Turn on sending automatic replies.
4. Pick your start date and your end date.
5. Paste your message, then click OK.

This button works with a Microsoft 365, Exchange or Outlook.com account.

In the new Outlook and Outlook on the web

1. Open Settings, with the gear at the top right.
2. Go to Accounts, then Automatic replies.
3. Turn automatic replies on.
4. Pick a start date and an end date.
5. Write your message and save.

Two messages: one for your team, one for everyone else

Outlook lets you write two messages. For your team, keep it short: they already know everything. For people outside, use the three lines of the template.

Who to send it to

Outlook and Gmail can limit the message to your contacts. The upside: newsletters and bots don't learn that you're away. The downside: a new client doesn't get it either.

Are you expecting new requests while you're away? Send it to everyone.

A mailbox from your internet provider, or another POP or IMAP mailbox

Can't find the Automatic Replies button? Your mailbox doesn't support it.

First, check your provider's webmail. If it has a vacation reply, it works even when your computer is off.

If not, an Outlook rule can reply with a template. Two limits: Outlook has to stay open on your computer. And the new Outlook doesn't offer this rule.

In Gmail

1. Open Gmail on your computer.
2. Click the gear, then See all settings.
3. In the General tab, find the Vacation responder section and turn it on.
4. Pick your dates, the subject and the message.
5. A box under the message limits replies to your contacts.
6. At the bottom of the page, click Save Changes.

Gmail usually replies only once to the same person. If they write again more than four days later, they get it again. A banner at the top of your inbox reminds you it's on.

On your phone

The Outlook app and the Gmail app also have their automatic reply. The menu changes from one phone to another. Look for the automatic reply in your account settings.

5 easy mistakes to avoid

1. Forgetting to turn it off. Always set an end date.
2. Giving your cell number to everyone. The message also goes to strangers.
3. Writing “I won't have access to my email”, then answering anyway.
4. Writing a novel. Three lines are enough.
5. Naming someone for emergencies without telling them.

Your first morning back

Start with the oldest emails. The client who has been waiting since Monday comes before this morning's.

The people who got your message are waiting for your answer. They come first.

Where Triago helps

Triago sorts inside your Outlook or Gmail inbox.

• When you're back. With “Update my mailbox”, Li-A puts your tags on your most recent emails. She shows you everything before touching anything.
• Order of action. What needs an action stays in your inbox. The rest can file itself, if you turn it on.

One free month to start: you add your card, and nothing is charged for 30 days.

Frequently asked questions

When should you turn on your out of office message?

Turn it on the day before you leave, with a start date and an end date. Outlook and Gmail switch it on and off by themselves, on the dates you picked.

Should you put your cell number in the message?

No, not for everyone. Your message also goes to bots and strangers. Give the name and number of someone who can answer instead.

Why isn't my out of office message going out?

Three causes come up often. The dates are past, or not here yet. The message is limited to your contacts, and the sender isn't one of them. Or your mailbox is POP or IMAP: then you need a rule, with Outlook open.

Does the out of office message reply to newsletters?

Yes, if it goes to everyone. To avoid that, limit it to your contacts. You then miss new clients who write to you for the first time.

Sources

• Microsoft, “Send automatic out of office replies from Outlook for Windows”: https://support.microsoft.com/kb/290846 (opens in a new window)
• Microsoft, “Send automatic out of office replies from Outlook.com or Outlook on the web”: https://support.microsoft.com/en-US/Outlook/send-automatic-out-of-office-replies-from-outlook-com-or-outlook-on-the-web (opens in a new window)
• Microsoft, “Use rules to create an out of office message in classic Outlook for Windows” (Outlook has to stay open): https://support.microsoft.com/en-US/Outlook/use-rules-to-create-an-out-of-office-message-in-outlook (opens in a new window)
• Microsoft Q&A, reply with a template missing from the new Outlook, checked on October 15, 2026: https://learn.microsoft.com/en-us/answers/questions/1382772/have-server-reply-with-feature-gone-in-outlook (opens in a new window)
• Google, “Send an automatic reply when you're out of office”: https://support.google.com/mail/answer/25922?hl=en (opens in a new window)