The automatic response to the emails received is very convenient when you go on vacation. Here’s how to write the message and how to proceed on Gmail, Yahoo and Outlook.
Setting up an automatic reply on the email box when you’re on vacation is a great way to avoid having too many headaches while on vacation.
Of course, the emails will probably continue to arrive, but when we return we will not find the most annoying messages, those sent to ask for confirmation of reading, or phone calls for information.
Here’s how to set up automatic response on Outlook, Gmail, Yahoo and what to write in the text to avoid bad surprises and problems.
Automatic response by email
The first thing to do is to prepare a short message to send as an automatic reply.
Given that once you have set up the service to anyone, you need to be careful and not share too much personal information, such as private telephone and address.
It is advisable to be synthetic and rather formal, as the message could be received by an important client or by the boss.
The most common texts often include an initial “Good Morning or Hi”, a final greeting and a few lines warning you of the absence up to a certain date and how to get in contact in case of an emergency.
The system offered by Gmail to set up the automatic response is very intuitive:
- Access the box and click on the gear icon at the top
- Select Settings and scroll down to Auto Responder
- Select Enable auto responder and set start and end date
- Write the message and remember to fill in the object too
- Click Save
One of the options you can decide to activate is the one that sends the answer only to your contacts, very useful if you want to write personal messages or share e-mails and telephone numbers. Even without selecting this point, however, the addresses cataloged by the platform as spam or newsletters will not receive the answer.
The signature, if present, will instead be added to the message.
If the answering machine is active, Gmail will report it to your Inbox.
Outlook can involve a bit of extra problems. In fact, only Exchange users can take advantage of the automatic response in an easy way.
Who uses this software in the office almost certainly can access the function, which is not available for some users who use @outlook.com and will have to follow a different procedure to remedy the problem.
If you use Exchange you can:
- Click on File and then on Information in the tab that opens
- Select Auto Answers (offsite)
- In the window that opens, select Send automatic replies
- Select Send only within the time range, choosing start time and end time
There will be two messages to fill out, one for the Inside organization option and one for the outside of the organization. To conclude, just click OK.
If you do not have Exchange but use Outlook 2007 or later, you can always click on File to start:
- If the Auto Replies option is displayed, just select it and follow the procedure above
- If you do NOT see the Automatic Answers option you will need to save the template and set up a rule.
To save the model you need to open a new message, fill it out as if it were the automatic answer and then save it in .otf format. It will then be inserted following the procedure on File> Manage rules and warnings> E-mail rules> New rule.
You go back to simple procedures with Yahoo, where just follow a few simple directions:
- From the gear icon select Settings> Auto Answer
- Select the Enable automatic response on these dates (inclusive)
- Set the dates and write the message
You can also choose to select the option Different responses to emails from a specific domain and select a different message for a domain of your choice, of the type @yourdomain.com.