How to Set Out-of-Office Replies in Google Calendar

Q: "How do I set an out-of-office reply in Google Calendar?"

"\u003cp\u003eTo set an out-of-office reply, open Google Calendar, click on the date you’ll be away, and select “Out of Office” instead of “Event.” Enter your dates and times, add a custom message, and choose whether to auto-decline meetings. Save your settings to activate the out-of-office notice for others viewing your calendar.\u0026nbsp;\u003c/p\u003e"

Q: "Can I automatically decline meeting invites during my out-of-office period? "

"\u003cp\u003e\u003cspan style=\"\"\u003eYes, Google Calendar allows you to automatically decline both existing and new meeting invites during your out-of-office period. When you create an out-of-office event, you’ll see an option to auto-decline meetings. You can also add a message explaining your absence, which will be sent to anyone who tries to schedule with you.\u003c/span\u003e\u003c/p\u003e"

Q: "Is the out-of-office feature available for all Google Calendar users?"

"\u003cp\u003eThe out-of-office feature is available for Google Workspace accounts, including business and education users. It is not supported on personal Google accounts. If you use Google Workspace, you’ll see the “Out of Office” option when creating a new event in your calendar.\u003c/p\u003e"

Q: "Can I set out-of-office replies from the Google Calendar mobile app?"

"\u003cp\u003eYes, you can set out-of-office replies using the Google Calendar app on Android and iOS. Tap the “Create” button, select “Out of Office,” then enter your dates, times, and message. The app also lets you auto-decline meetings and notify others of your absence directly from your mobile device.\u003c/p\u003e"

Q: "What should I include in my out-of-office message in Google Calendar?"

"\u003cp\u003eIn your out-of-office message, state the dates you’ll be away, when you’ll return, and who to contact for urgent matters. For example, I typically include my return date and a colleague’s contact information to help redirect time-sensitive requests while I’m out. This keeps communication clear and helps colleagues plan accordingly.\u003c/p\u003e"

Q: "How can I make sure my team knows about my time off in advance? "

"\u003cp\u003eAdd your upcoming time off to your calendar as soon as possible and share the event with your team. You can also mention your absence in team meetings or add a note to your email signature before your leave. This proactive approach helps everyone stay informed and reduces confusion during your absence.\u003c/p\u003e"

Author
Claudia
Read time
4 minutes
Published
January 21, 2025

However, you need to do a few important things before you pack your bags and hop off to a sunny beach destination, mojito in hand. An essential task to get done is blocking off your calendar and setting up out-of-the-office replies, so everyone knows you’re away and you won’t feel pressured to be responsive.

Not too sure how to do that? We’ll help you by running through a quick and easy tutorial on setting out-of-office replies in Google Calendar.

Do your teams use Microsoft Teams? No worries, we have a tutorial for that as well. Click here to check it out.

What is an Out-of-Office Reply in Google Calendar?

Google Calendar’s “Out of Office” feature blocks your calendar during your time off, preventing meetings from being scheduled while you’re away. You can also set up automated messages to notify anyone who contacts you about your absence, informing them when they can expect a reply and who to reach out to for urgent matters.

What are the Benefits of Setting an Out-of-Office Reply in Google Calendar?

Out-of-office replies are a simple tool with significant benefits for both you and those you work with. Whether you’re taking a well-earned vacation or stepping away for business matters, an out-of-office message ensures everyone gets the information they need.

Out-of-office emails show colleagues that you’re professional and responsible by providing them with clarity on when they can expect a response from you. This shows that you value their time and take pride in your job.

But out-of-office messages don’t just help others, they make your return to work far smoother. Since your colleagues won’t feel ignored or forgotten, they’re less likely to flood your inbox with follow-ups. Plus, it’ll help decrease the backlog of tasks since those who need you can redirect their questions to the coworker who will be covering your responsibilities.

These replies are incredibly important, and they only take seconds to set up!

Ready to learn how?

Step-by-Step Guide: Manually Setting an Out-of-Office in Google Calendar

Step 1: Open Google Calendar

Log in to your Google Workspace account and open Google Calendar in your browser. Please note that this feature is available only for Google Workspace accounts, not personal accounts.

Select Google Calendar

Step 2: Create a New Event

Click on the date of your vacation to create a new event. Select “Out of Office” instead of the standard “Event.” This signals to others that you won’t be available.

Select Out of Office Event in Google Calendar

Step 3: Add Dates and Times

Enter the exact dates and times you’ll be out. Whether it’s a full day or just a few hours, being specific helps keep things organized. If your event is recurring, you can select the cadence and Google will automatically add future events for you, just like for regular meetings.

Step 4: Auto-Decline Meetings

Google Calendar lets you automatically decline existing and future meeting invites during your scheduled time off. This feature is optional, and you can either toggle it off completely or choose to only decline future meetings. Do whatever makes sense for you!

Create Out of Office Event in Google Calendar

Step 5: Add a Message

If you choose to activate the “Automatically decline meetings” feature, you can write a message to inform those who have sent you a meeting invite why you’re declining, prompting them to reschedule for a date when you’ll be available.

Sample Out-of-Office Replies for Google Calendar

Here are a few examples of some standard messages. Feel free to copy-paste them, input your info, and set up your OOO message.

Example 1:

Thank you for your email. I’ll be out of the office till [insert date] and during this period, I’ll have limited access to my email. I’ll get back to you as soon as I’m back.

Best Regards,

[Your Name]

Example 2:

I will be out of the office from [start date] to [end date]. In case you need immediate assistance please contact [contact person information] or you can call me back on my cell phone [phone number].

Kind Regards,

[Your Name]

Example 3:

Thank you for your email.

I am currently out of the office, with limited access to my email. I’ll make sure to respond to you as soon as possible upon my return on [date]. In case you need immediate assistance, you can contact [contact information of a colleague].

Kind Regards,

[Your Name]

Or check out our completely free OOO email generator to create your perfect OOO message.

Step 6: Save Your Settings

Double-check everything from your dates, times, and message, then click “Save.” That’s it! Now, anyone scheduling a meeting with you will get a heads-up that you’re out.

Tips for Managing Time Off in Google Calendar

Now that you know how to set up your out-of-office message, here are a few tips to keep in mind:

Plan Ahead: Notify your team and clients about your upcoming absence as early as possible. You can consider adding your upcoming time off to your email signature before your vacation.
Provide Alternatives: Make sure to always include the contact information of a colleague who can assist in your absence.
Double-Check Details: Verify the dates, settings, and messages to avoid confusion.

How to Automate Out-of-Office Calendars with Vacation Tracker

Google has some great features to organize your day-to-day activities, but the downside is it’s all manual. Your employees might be dreaming of that poolside mojito so intensely that they leave without setting this up!

Managers need to rely on employees to set OOO messages and block off their calendars, otherwise, there might be some confusion, delays, and a major disruption in workflow. If keeping track of everyone’s time off planning is causing you stress, consider automating this process.

Vacation Tracker Calendar Integration

Vacation Tracker automates this process with integrations with your calendar and communication tool of choice, at the click of a button. We centralize your entire time off process in our tool from requests to approvals, calculating quotas, and dispersing that information to your team. Through scheduled notifications and real-time calendar syncs, ensure that everyone is aware of upcoming time off. We’ll even prompt your team to set up an OOO message and automatically mark their status as busy.

All you need to do is press “approve.”

Slack Status

If that sounds like a major weight lifted, then you should give Vacation Tracker a try. It's free for 7 days!

Claudia

Claudia is an experienced marketer with a passion for writing and creating engaging content that connects with readers.

Frequently asked questions

How do I set an out-of-office reply in Google Calendar?

To set an out-of-office reply, open Google Calendar, click on the date you’ll be away, and select “Out of Office” instead of “Event.” Enter your dates and times, add a custom message, and choose whether to auto-decline meetings. Save your settings to activate the out-of-office notice for others viewing your calendar.

Can I automatically decline meeting invites during my out-of-office period?

Yes, Google Calendar allows you to automatically decline both existing and new meeting invites during your out-of-office period. When you create an out-of-office event, you’ll see an option to auto-decline meetings. You can also add a message explaining your absence, which will be sent to anyone who tries to schedule with you.

Is the out-of-office feature available for all Google Calendar users?

The out-of-office feature is available for Google Workspace accounts, including business and education users. It is not supported on personal Google accounts. If you use Google Workspace, you’ll see the “Out of Office” option when creating a new event in your calendar.

Can I set out-of-office replies from the Google Calendar mobile app?

Yes, you can set out-of-office replies using the Google Calendar app on Android and iOS. Tap the “Create” button, select “Out of Office,” then enter your dates, times, and message. The app also lets you auto-decline meetings and notify others of your absence directly from your mobile device.

What should I include in my out-of-office message in Google Calendar?

In your out-of-office message, state the dates you’ll be away, when you’ll return, and who to contact for urgent matters. For example, I typically include my return date and a colleague’s contact information to help redirect time-sensitive requests while I’m out. This keeps communication clear and helps colleagues plan accordingly.

How can I make sure my team knows about my time off in advance?

Add your upcoming time off to your calendar as soon as possible and share the event with your team. You can also mention your absence in team meetings or add a note to your email signature before your leave. This proactive approach helps everyone stay informed and reduces confusion during your absence.