out-of-office replies in google workspace

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

Reading Time: 3 minutes

When was the last time you took a vacation? 

 

If you cannot answer this question in two minutes or less, it’s a clear sign you need one.

 

The benefits of taking vacations are undeniable. Several studies show that taking time off from work has physical and psychological benefits for our health including lowered stress levels, decreased risk of heart disease, and improved motivation. Furthermore, vacation time helps us improve our productivity, concentration, and decrease the chances of getting burned out.

 

However, you need to do a few important things before you pack your bags and welcome the Sun with a mojito in your hand. One of them is setting up out-of-the-office replies. 

 

Since many workplaces are now using various communication software to manage a business on a daily level, we decided to show you how you can set out-of-office replies in Google workspace.

 

What are out-of-office replies and why are they important?

 

Before we give you a complete guide on how you can set out-of-office replies in Google workspace, we should briefly explain what Out-of-office replies are and why they are important.

 

Out-of-office messages are messages we usually set up before going on vacation, that go out automatically to anyone who sends us an email while we’re away. They’re meant to notify our contacts about our absence from work, providing them with information on when they can expect the answer and who to contact if they need something quickly and urgently.

 

Out-of-office emails are very important, as they help us maintain good relationships with our business contacts. With an out-of-office email, our contacts are less likely to message us multiple times expecting the answer, nor they’d think they’re being ignored or mistreated. Out-of-office emails also help in keeping our inbox neat and clean, as people who message us won’t send multiple emails trying to reach us out, which makes things much easier once we’re back in the office. Lastly, out-of-office emails help us decrease the backlog of tasks since clients and people who need us can turn to our coworkers while we’re on a vacation and maintain a proper workflow.

 

How to set out-of-office replies in Google Workspace?

 

There is a wide array of tools that can help you manage vacations within the Google Workplace. One of them is out-of-office replies for the email component of Google Workspace.

 

To set up out-of-office replies in Google Workspace, you need to log in to your Google Workspace account HERE. After you fill out your login details and successfully sign in to your account, click on the cog icon in the top right corner of your email dashboard.

 

Once you’re there, click the “settings” option from the drop-down menu, and find “General” settings where you’ll find the “Vacation Responder” option.

 

Once you locate the “Vacation responder” you should click on “Vacation responder on”, select the dates of your vacation, and insert the message you’d like to send while you’re away. You can even restrict who’ll get the message before you set it up, and if you want to do it, it’s better to restrict it before pressing “save”.

 

How to set out-of-office replies in Google Workspace for a group?

 

If you’re a team lead or manager, and you need to keep an eye on a certain project, you can set up automated messages for specific groups within Google Workspace during the time of your departure. These automatic messages will be sent each time a member sends an email to the group.

 

To set this up you have to Sign in to Google Groups, then click the name of the group and scroll to the left panel where you’ll find the option “Group settings” where you’ll have to click on the “Email options” button.

 

Find the Auto replies sections, turn them on and insert the automatic message you want to appear. You can even set up separate auto-replies for internal and external members and non-members. After you’re finished with your edits, click “Save changes” and you’re all set.

 

Examples of out-of-office replies in Google Workspace

 

Now, when you know how to set up out-of-office replies in Google Workspace, let’s see what these messages can look like.

 

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.