- This is a screenshot of a Gmail inbox viewed using the BASIC version of Gmail. Remember that the layout might change slightly from system to system. Also, note that the colour scheme and background may be different, according to your personal settings.
On your own Gmail screen, click on the Settings link indicated by the red arrow in the above screenshot.
2. This is a screenshot of the screen which should appear after you clicked the Settings link.
Note the tabbed navigation on the orange bar, and make sure your own screen is showing the General tab. To activate your out-of-office auto-response, first click the radio button labelled “Out-of-office Auto-reply on”. (To deactivate your auto-response, come back to this settings page, click the radio button next to “Out-of-office Auto-reply off”, then click the Save Changes button below.)
3. The next step is to give your automated email a subject line. Click in the text box next to the heading Subject and enter your chosen subject line, e.g., “Out of office”.
4. Now you should enter the actual message you would like to be sent. Click in the text box next to the heading Message and enter your message. An example is shown in the screenshot below. Notice that the example directs people with urgent queries to telephone. This is good practice, as directing them to an alternative email might end up frustrating them if that person is also Out Of Office!
5. Finally, you need to save your new settings. Click in the Save Changes button as indicated in the image below. Remember that the auto-responder will be active until you manually deactivate it. (To deactivate your auto-response, come back to this settings page, click the radio button next to “Out-of-office Auto-reply off”, then click the Save Changes button below.)
