Set an out-of-office message: how it works in Outlook and Gmail

Setting an out-of-office message sounds like a tiny job, until it is the last working day before the Christmas holiday. You close your laptop and suddenly think: customers are still waiting for a reply, and colleagues may still message you.

Luckily, it does not have to be complicated. In about 10 minutes, your message is ready in Outlook or Gmail, with a start and end date. After that, your email app does the work without you having to think about it.

In short: you can set an out-of-office message and schedule a start and end date, and it will stop by itself. Outlook and Gmail work differently, and a Gmail address in Outlook will not work, so first check which account you use. AI can write the text in a minute, but you still need to fill in the names, dates and contact details yourself and check it afterwards.

What is an out-of-office message and what should it include?

An out-of-office message is an automatic reply that tells senders you are away and when you will be back. It helps especially when people would otherwise wait for a reply that will not come for a while.

Your message does not need to be long. Short is often better. The sender mainly wants to know when you will respond again and who can help if something cannot wait.

At a minimum, include this:

• Your return date: say when you will be reachable again.
• An alternative contact: name who can help in an emergency, with email address or phone number.
• A short, friendly tone: stay professional and clear.
• No private details: do not mention your holiday destination or write anything that shows your home is empty.

Privacy matters. A good out-of-office message does not need customer names or sensitive company information. That also applies if you use AI to write the text.

An automatic reply, also called an out-of-office reply or away message assistant, is a message your email programme sends back by itself as soon as someone emails you, without you doing anything.

Do not make the message too personal. A line such as I am away until 5 January is enough. You do not need to explain where you are or exactly what you will be doing.

Setting an out-of-office message in Outlook: how do you do it?

To set an out-of-office message in the new Outlook, go via View settings, Accounts and Automatic replies. There you switch it on and choose replies during a specific period.

According to Microsoft Support, you can enter a start and end time in the new Outlook. That way the message stops automatically when you are back. Handy, because you do not need to remember to turn it off after your holiday.

The basic steps for the new Outlook are:

1. Open Outlook.
2. Go to View settings.
3. Choose Accounts.
4. Choose Automatic replies.
5. Turn the toggle on.
6. Choose Send replies only during a time period.
7. Enter the start and end time.
8. Write your message and save it.

If you use a work or school account, you can also create a separate message for people outside your organisation. Be careful with that. If you switch on replies outside your organisation, every sender gets a reply, including unknown or spam-like senders.

Microsoft also says Outlook sends the automatic reply once per sender during the period you are away. So if someone emails you several times, they will not keep getting the same message over and over.

If you use classic Outlook, the route is different. For that version, Microsoft refers to the File menu and then Automatic Replies. So check carefully which Outlook version you are using.

Important: automatic replies in Outlook are not supported for Gmail, Yahoo or other POP/IMAP accounts, according to Microsoft. If you have added a Gmail address in Outlook, set your out-of-office reply in Gmail itself.

If you work in Outlook a lot and want to get more out of your mail later, you can also look at Copilot in Outlook. For now, the main thing is to set up the standard feature properly first.

Setting an out-of-office message in Gmail: where do you find it?

To set an out-of-office message in Gmail, go via the cogwheel, Show all settings, and then to the bottom of the General tab. There you will find Automatic reply or the out-of-office message.

According to Google Gmail Help, you choose a period, enter a subject and message, and save the changes. The exact name of the menu can vary by version or app. On your phone it may therefore look a little different from your computer.

The basic steps on a computer are:

1. Open Gmail.
2. Click the cogwheel.
3. Choose Show all settings.
4. Go to the General tab.
5. Scroll to the bottom of the tab, to Automatic reply or the out-of-office message.
6. Choose the first day and last day.
7. Enter a subject and message.
8. If you want, choose whether only your contacts get a reply.
9. Save the changes.

That option to reply only to contacts can be useful if you do not want unknown people to get an out-of-office message. Just think carefully about whether customers and partners are in your contacts. Otherwise, they may not receive a message.

If you use Gmail on your phone, check the steps in Gmail Help. The place of the setting can differ by app or version. The principle stays the same: you choose a period, write your message and save it.

How do you let AI write a good out-of-office message?

You let AI write a good out-of-office message by clearly saying what the situation is, what tone you want and which details must be included. You then fill in the dates, names and contact details yourself and check the text.

You can use ChatGPT, Claude, Copilot or Gemini for this. Do not just ask, write an out-of-office message. Also give your job, the period, the return date, the emergency contact and the tone you want.

AI only writes the text. Outlook or Gmail sends the automatic reply after you have turned the setting on and saved it.

Never paste customer names, internal arrangements or sensitive company information into your prompt. You do not need that for this text either. If you want to be more careful with this, read more about using AI safely.

Not sure yet what a prompt is? Think of it as the instruction you give AI. The clearer your instruction, the more useful the answer.

Write an out-of-office message in Dutch for [job or company]. I am away from [start date] to [end date] and will be back on [date]. For urgent matters, refer to [name and email address of colleague]. Tone: [friendly and professional / informal]. Maximum [number] words. Include a short subject line.

You can also ask AI for two versions. For example, a short version and a more formal version. If you work with international business contacts, ask for both a Dutch and an English version.

AI is useful, but not perfect. Always check whether the dates are correct. Also watch out for made-up names, wrong phone numbers or a tone that does not suit you.

What is a good out-of-office text for the holidays?

A good holiday message is short, friendly and clear. Say when you will be back and who can help if something cannot wait.

Around Christmas, New Year and the year-end break, clarity is especially welcome. Check which public holidays apply to your organisation, especially if you work with Dutch and Belgian customers.

Use these examples as a starting point. Always adjust the dates, names and contact details.

Business example

Subject: Away until 5 January

Thanks for your message. I am away until 4 January and will be reachable again on 5 January. For urgent questions, please contact [colleague name] at [email address]. I will reply to your email as soon as possible after my return.

Example for a freelancer or entrepreneur

Subject: Away during the holidays

Thanks for your email. I am away from [start date] to [end date] and will be reachable again on [date]. For urgent matters, you can email [email address] or call [phone number]. I will get back to you after my return.

Example for a small online shop

Subject: Response during the holidays

Thanks for your message. We are away from [start date] to [end date]. Orders and questions will be picked up again after [date]. For urgent questions, please email [email address]. Thank you for your patience.

Keep the message calm. You do not need exclamation marks to sound friendly. A clear sentence with a thank you is usually enough.

Practical example: Marloes sets up her out-of-office message

Marloes can have her message written in one go and then schedule it in Outlook. Because she uses a Microsoft 365 account, she sets the out-of-office message via Automatic replies.

Marloes is a freelancer and graphic designer from Utrecht. She is away from 24 December to 4 January and wants to respond again on 5 January. She wants to help customers properly without being available throughout the holiday.

She uses this prompt:

Write a short, friendly out-of-office message in Dutch for my business email. I am away from 24 December to 4 January because of the Christmas holidays and will be back on 5 January. For urgent matters, customers can email [colleague email address] or call [phone number]. Maximum 60 words, no exclamation marks, no holiday destination.

A possible AI text is:

Subject: Away until 5 January

Thanks for your message. I am away from 24 December to 4 January and will be reachable again on 5 January. For urgent matters, you can email [colleague email address] or call [phone number]. I will respond as soon as possible after my return.

Then Marloes does this:

1. She opens Outlook.
2. She goes to View settings, Accounts and Automatic replies.
3. She turns automatic replies on.
4. She chooses to send replies only during a specific period.
5. She enters 24 December as the start and 4 January as the end.
6. She pastes the text into the text box.
7. She saves the setting.
8. She sends a test email from another email address.

How to test your out-of-office message

Send an email from another email address to your work address. Check whether you receive the automatic reply, whether the date is correct and whether the emergency contact is right. Do not use only an internal email if you have also set an external version.

That test is important. It shows Marloes whether the message really arrives and whether the text reads well. She also checks whether the date and emergency contact are correct.

What mistakes do people often make with an out-of-office message?

Most mistakes happen because people click too quickly or do not read the text back. A short checklist helps you avoid leaving your out-of-office message on for the wrong length of time.

These are common mistakes and the fix:

Mistake	Why it is a problem	Fix
Not setting an end date	The message stays on after you are back.	Always choose a period with a start and end date.
Not testing it	You are not sure whether the message works.	Send yourself a test email from another address.
Using the wrong account	A Gmail address in Outlook does not support these automatic replies.	Set the message in Gmail itself.
Sharing too many private details	Unknown people can get your message too.	Only mention the date and an alternative contact.
Using AI text without checking it	It may contain wrong dates or names.	Fill in the details yourself and read everything through.

Also use this checklist before you close your laptop:

• Period set.
• Text filled in with return date.
• Alternative contact added.
• Internal and external version checked, if you use one.
• Test email sent.
• Privacy check done.

Can you automate an out-of-office message further?

Yes, you can automate an out-of-office message further with scheduling, rules and, later on, perhaps an AI assistant. But start simply: first a good period and a clear text.

The next step is to think about what should happen to urgent mail. In some situations, you can use rules, for example to forward certain messages to a colleague. Always check in your email programme’s help what your account supports.

First compare where you find the standard setting:

Part	Outlook new version	Outlook classic	Gmail
Where do you find it?	View settings, Accounts, Automatic replies	File, Automatic replies, according to Microsoft	Cogwheel, Show all settings, General tab, at the bottom under Automatic reply
Schedule a period	Yes, with start and end time	Yes, according to Microsoft	Yes, with first and last day
Separate internal and external message	Yes, with a work or school account. Note: outside the organisation, every sender gets a reply.	Yes, with a work or school account. Note: outside the organisation, every sender gets a reply.	Not in the same way. Gmail does have an option to reply only to contacts.
Does it work with a Gmail address in Outlook?	No, automatic replies are not supported for Gmail, Yahoo or other POP/IMAP accounts	No, automatic replies are not supported for Gmail, Yahoo or other POP/IMAP accounts	Set it in Gmail itself

If this works well, you can look further into automating email. Think of fixed steps that you repeat every week, so email takes less time.

With a clear return date and a replacement, you prevent colleagues and customers from waiting for you or messaging you throughout your time off. With a short message and an alternative contact, you come across professionally and reduce the chance of losing customers. The most important questions are about scheduling, Gmail in Outlook, privacy and AI. Below you will find short answers to the most common situations.Microsoft SupportGoogle Gmail Help

Frequently asked questions

The most important questions are about scheduling, Gmail in Outlook, privacy and AI. Below you will find short answers for the most common situations.

Can I schedule an out-of-office message?

Yes. Choose a period with a start and end date in Outlook or Gmail. The message will then stop automatically when the period is over.

Does an out-of-office message work with a Gmail address in Outlook?

No, automatic replies in Outlook are not supported for Gmail, Yahoo or other POP/IMAP accounts, according to Microsoft. So set the message in Gmail itself.

Do I need to mention my destination?

No. That is not necessary and less safe. Only say that you are away, when you will be back and who can help in an emergency.

Can I use AI for the text?

Yes. Feel free to use AI for a first draft, but do not put customer details or internal information in the prompt. Always read the result through.

How long should the message be?

Keep it short. As an editorial guide, think of around 40 to 70 words, as long as the return date and alternative contact are clearly included.

Set up your holiday message now, send a test email and check the date one more time. If you want to take more email work off your hands after that, read on about automating email.

• ChatGPT
• Gmail
• Outlook
• Prompts