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

When was the last time you truly unplugged from work? 

If you’re having a hard time answering, it might be time for a well-deserved vacation.  

Taking time off from work is about more than just having fun, it also has physical and psychological benefits for our health. Studies show that taking vacation results in improved mental health and better performance at work! Talk about a win-win.  

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.

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.

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!

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 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.” 

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

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