Free Tool

Out-of-office messages in one click

Pick your scenario and tone, set your dates, and get a polished OOO reply ready to paste into Gmail, Outlook, or Apple Mail.

Your details
Your message

Choose your scenario and tone, then hit generate to create your out-of-office message.

How to set up your auto-reply
  1. Open Gmail and click the gear icon (top right)
  2. Click See all settings
  3. Scroll down to Vacation responder
  4. Turn it on and set your start and end dates
  5. Paste your message into the body field
  6. Click Save Changes
  1. Open Outlook and go to File > Automatic Replies
  2. Select Send automatic replies
  3. Check Only send during this time range and set your dates
  4. Paste your message in both the Inside My Organization and Outside My Organization tabs
  5. Click OK
  1. Open Mail and go to Settings > Rules
  2. Click Add Rule
  3. Set "If any message is received" as the condition
  4. Set "Reply to Message" as the action and paste your message
  5. Click OK, then remember to disable the rule when you return

Out-of-office messages: tips and best practices

What should an out-of-office message include?

A strong OOO message has four elements: your absence dates so people know when to expect a reply, a brief reason (you don't need to share details), an alternative contact for anything urgent, and a clear return timeline. Keep it short. Nobody reads a five-paragraph auto-reply.

Should I use a different message for internal and external contacts?

If your email client supports it (Outlook does natively), yes. Internal messages can be more casual and reference specific colleagues. External messages should stay professional and avoid sharing internal details about team structure or projects.

How do I set up an out-of-office reply in Gmail?

Go to Settings (gear icon), click "See all settings", scroll to "Vacation responder" at the bottom of the General tab. Turn it on, set your dates, paste your message, and save. Gmail will automatically send your reply to anyone who emails you during that period.

How do I set up an out-of-office reply in Outlook?

Go to File, then Automatic Replies (or Info then Automatic Replies in newer versions). Select "Send automatic replies", set your date range, and type or paste your message. Outlook lets you set different messages for internal and external senders, which is useful for keeping internal replies more casual.

Is it okay to use humor in an out-of-office message?

It depends on your workplace culture and audience. A lighthearted OOO can leave a positive impression, especially for internal contacts. For client-facing roles, lean professional. When in doubt, start friendly and let the generator adjust the tone.

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