A holiday out-of-office (OOO) message is an automated response that tells people you’re away for the holiday, when you’ll be back, and who can help in the meantime. Three sentences usually cover it.
The right wording depends on the holiday and the reader. A Thanksgiving reply to clients needs a different tone than a Christmas note to your team, and an office-wide closure needs one message that everyone sends. The out-of-office message examples here are grouped by holiday, in calendar order, with professional, short, friendly, and office-closed versions you can copy and adapt.
Key takeaways
- A holiday out-of-office message needs a return date, a backup contact, and a short closing. Three sentences usually cover it. People reading an auto-reply want to know when you’ll be back and who can help with something urgent right now, and a holiday greeting is a friendly extra.
- The right tone for an out-of-office reply depends on your workplace and your audience. Law firms, finance teams, and healthcare practices should keep auto-replies formal, while creative agencies and tech companies have more room for humor. When in doubt, use the professional version of a holiday template.
- Holiday timing decides the dates in your reply. Many US offices close Thursday and Friday for Thanksgiving, and the break from Christmas to New Year’s often runs a week or more. Set your auto-reply to start at the end of your last workday and stop the morning you’re back.
- Saving out-of-office templates as TextExpander Snippets means you don’t rewrite them every holiday. Each template gets a short abbreviation, fill-in fields let you change the dates and backup contact, and a shared Snippet group gives a team the same wording.
Start with the dates table to jump to your holiday, then copy the version that fits your reader.
Holiday out-of-office dates for 2026 and 2027
These are the next dates for the holidays people most often set an out-of-office reply for. When a US federal holiday falls on a weekend, federal offices observe it on the nearest weekday, per the OPM federal holiday schedule, and many private employers follow the same pattern.
| Holiday | Next date | Templates |
|---|---|---|
| Thanksgiving | Thursday, November 26, 2026 | Thanksgiving templates |
| Christmas and the holiday season | Friday, December 25, 2026 | Christmas templates |
| New Year’s Day | Friday, January 1, 2027 | New Year’s templates |
| MLK Day | Monday, January 18, 2027 | MLK Day templates |
| Presidents Day | Monday, February 15, 2027 | Presidents’ Day templates |
| Memorial Day | Monday, May 31, 2027 | Memorial Day templates |
| 4th of July | Sunday, July 4, 2027 (observed Monday, July 5) | 4th of July templates |
| Labor Day | Monday, September 6, 2027 | Labor Day templates |
| Veterans Day | Thursday, November 11, 2027 | Veterans Day templates |
| Diwali | Varies, usually October or November | Diwali templates |
New Year’s out-of-office message
New Year’s Day falls on a Friday in 2027, so a reply that runs through the weekend covers most people. If you’re out from Christmas through January 1, use one of the holiday season templates instead.
Professional
I’m out of the office starting January 1st and will return on [DATE]. I’m spending this time with family and won’t have email access. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL]. I’ll get back to you as soon as I’m back in the office. Happy New Year!
Casual
Out celebrating the start of 2027 until [DATE]. No email, only resolutions (which I’ll probably break by next week). Hit up [CONTACT NAME] at [EMAIL] if things get urgent. See you when I’m back!
Short
Out for New Year’s until [DATE]. For anything urgent, contact [CONTACT NAME] at [EMAIL]. Happy New Year!
For clients
Thanks for your email. I’m out of the office for the New Year holiday and will be back on [DATE]. I’ll reply to messages in the order I received them. If your request is time sensitive, please contact [CONTACT NAME] at [EMAIL]. Wishing you a happy and healthy new year.
MLK Day out-of-office message
Martin Luther King Jr. Day is the third Monday in January. It’s a one-day federal holiday, so a reply that runs from Friday evening to Tuesday morning usually covers it.
Professional
I’m observing MLK Day on [DATE] and will be out of the office. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Thank you.
Casual
Out observing MLK Day. Back [DATE]. Reach out to [CONTACT NAME] at [EMAIL] if you need something urgent.
Office closed
Our office is closed on [DATE] in observance of Martin Luther King Jr. Day. We’ll reopen on [DATE] and respond to your email then. For urgent inquiries, please email our team at [EMAIL].
Presidents Day out-of-office message
Presidents Day, officially Washington’s Birthday, is the third Monday in February. Banks, schools, and government offices close, and plenty of private businesses stay open, so say whether it’s you or the whole office that’s out.
Professional
I’m out for Presidents Day on [DATE] and will return [DATE]. I won’t be checking email during this time. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL].
Short
Out for Presidents Day on [DATE]. Back [DATE]. For urgent matters, contact [CONTACT NAME] at [EMAIL].
Long weekend
I’m out of the office for the Presidents Day weekend and will return on [DATE]. I won’t be checking email, but [CONTACT NAME] at [EMAIL] can help with anything urgent. Thanks for your patience.
Memorial Day out-of-office message
Memorial Day is the last Monday in May and starts summer for a lot of teams. If you’re stretching the long weekend, put both dates in the reply.
Professional
I’m out observing Memorial Day on [DATE] and will return [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. I’ll respond to your email as soon as I’m back in the office.
Casual
Out for Memorial Day weekend. Back [DATE]. Reach out to [CONTACT NAME] at [EMAIL] for urgent stuff. Otherwise, I’ll be back in touch soon.
Office closed
Our office is closed on [DATE] for Memorial Day. We’ll reopen on [DATE] and respond to messages within two business days. For urgent requests, please email [EMAIL].
4th of July out-of-office message
Independence Day falls on a Sunday in 2027, so federal offices observe it on Monday, July 5, and many employers do the same. Use the observed date in your reply, since that’s the day people will notice you’re gone.
Professional
I’m out of the office for Independence Day on [DATE] and will return [DATE]. I won’t be checking email during this time. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL].
Casual
Out celebrating Independence Day! Back [DATE]. For urgent stuff, contact [CONTACT NAME] at [EMAIL]. Otherwise, I’ll catch up with you when I’m back.
Short
Out for the 4th of July until [DATE]. Contact [CONTACT NAME] at [EMAIL] for anything urgent.
Office closed
Our office is closed for Independence Day on [DATE] and will reopen on [DATE]. We’ll respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Happy 4th of July!
Labor Day out-of-office message
Labor Day is the first Monday in September and, for many people, the last long weekend of summer. Most Labor Day replies cover Friday evening through Tuesday morning.
Professional
I’m out observing Labor Day on [DATE] and will return [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. I’ll respond to your email as soon as I’m back.
Casual
Out for Labor Day weekend. Back [DATE]. Reach out to [CONTACT NAME] at [EMAIL] if you need something urgent.
Short
Out for Labor Day. Back [DATE]. For urgent matters, contact [CONTACT NAME] at [EMAIL].
Office closed
Our office is closed on [DATE] for Labor Day. We’ll reopen on [DATE] and respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
For clients
Thanks for reaching out. I’m out of the office for the Labor Day holiday and will be back on [DATE]. If your request can’t wait, my colleague [CONTACT NAME] at [EMAIL] can provide immediate assistance. Otherwise, I’ll reply as soon as I’m back.
Veterans Day out-of-office message
Veterans Day is November 11 every year. Government offices, banks, and the post office close, while many private employers stay open, so a short personal reply is often all you need.
Professional
I’m out observing Veterans Day on [DATE]. I’ll return [DATE] and respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Thank you for your service.
Short
Out for Veterans Day on [DATE]. Back [DATE]. For urgent matters, contact [CONTACT NAME] at [EMAIL].
Office closed
Our office is closed on [DATE] in observance of Veterans Day. We’ll reopen on [DATE]. For anything that needs immediate attention, please email our team at [EMAIL]. Thank you to everyone who has served.
Thanksgiving out-of-office message
Thanksgiving is the fourth Thursday in November. Many offices close Thursday and Friday, so most Thanksgiving replies cover a four-day weekend, and some teams take the whole week. Put the day you’re back in the first sentence.
Professional
I’m out of the office for Thanksgiving from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL]. Happy Thanksgiving!
Casual
Out eating turkey and giving thanks until [DATE]. Reach out to [CONTACT NAME] at [EMAIL] if you need something urgent. Otherwise, I’ll be back in touch soon!
Short
Out for Thanksgiving until [DATE]. For anything urgent, contact [CONTACT NAME] at [EMAIL]. Happy Thanksgiving!
Office closed
Our office is closed on [DATE] and [DATE] for Thanksgiving. We’ll reopen on [DATE] and respond to messages in the order we received them. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Happy Thanksgiving!
For clients, with thanks
Thanks for your email. I’m out of the office for Thanksgiving and will return on [DATE]. I’m grateful for clients like you, and I’ll get back to you as soon as I’m back. For anything time sensitive, please contact [CONTACT NAME] at [EMAIL].
Thanksgiving week
I’m out of the office for Thanksgiving week, from [START DATE] to [END DATE], with limited access to email. I’ll respond when I return on [DATE]. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL].
If you send a version of this every November, save it once with fill-in fields for the dates and backup contact. Type a short abbreviation like ;thxooo, pick the dates, and the reply is ready to paste into Outlook or Gmail. Try it with the holiday Snippets below.
Christmas and holiday season out-of-office message
The stretch from Christmas Eve to New Year’s Day is the longest break of the year for many teams. If your readers celebrate different holidays, “happy holidays” or “happy holiday season” is the safer close, and “Merry Christmas” works for people you know.
Professional
I’m out of the office for the holiday season from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL]. Happy holidays!
Casual
Out spreading holiday cheer until [DATE]. No email, just eggnog and family time. Reach out to [CONTACT NAME] at [EMAIL] if it’s urgent. Merry everything!
Short
Out for the holidays until [DATE]. For anything urgent, contact [CONTACT NAME] at [EMAIL]. Happy holidays!
Christmas
I’m out of the office for Christmas from [DATE] to [DATE] and will return on [DATE]. I won’t be checking email, but [CONTACT NAME] at [EMAIL] can help with anything urgent. Merry Christmas!
Festive
Tis the season to be away from email. I’ll return [DATE] and respond to all messages then. For urgent matters, reach out to [CONTACT NAME] at [EMAIL]. May your day be merry and bright!
Checking email occasionally
I’m out for the holiday break from [DATE] to [DATE] and checking email only once or twice. If something can’t wait, call me at [PHONE NUMBER] or contact [CONTACT NAME] at [EMAIL]. Otherwise, I’ll reply when I’m back on [DATE].
Office closed for the holidays
Our office is closed for the holiday and will reopen on [DATE]. I’ll respond to your email then. For urgent matters, please contact [COMPANY GENERAL CONTACT]. Thank you and happy holidays!
Our office is closed from [START DATE] to [END DATE] for the holidays. We’ll be back on [DATE] and will reply to messages in the order we received them. For urgent requests, please contact [CONTACT NAME] at [EMAIL]. Wishing you a happy holiday season.
When the whole company closes, everyone should send the same dates and the same contact. Save the closure message in a shared Snippet group so one person can update it for the whole team. For more closure wording, see these office closed for holiday templates.
Diwali out-of-office message
Diwali follows the Hindu lunar calendar and usually falls in October or November. The festival runs five days, and many people take two or more off, so give both dates.
Professional
I’m out of the office celebrating Diwali from [DATE] to [DATE]. I’ll return [DATE] and respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Happy Diwali!
Short
Out celebrating Diwali until [DATE]. For urgent matters, contact [CONTACT NAME] at [EMAIL]. Happy Diwali!
Office closed
Our office is closed on [DATE] for Diwali and will reopen on [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Wishing you a happy and prosperous Diwali!
Public holiday out-of-office messages
For a national or bank holiday anywhere, name the holiday and the day you’re back. The first template works for any public holiday, and the rest cover India’s most-searched dates.
Any public holiday
I’m out of the office on [DATE] for [HOLIDAY], a public holiday, and will return on [DATE]. For anything time sensitive, my alternative contact is [CONTACT NAME], [JOB TITLE], at [EMAIL].
India’s Independence Day, August 15
I’m out of the office on 15 August for Independence Day and will return on [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Happy Independence Day!
Gandhi Jayanti, October 2
I’m out of the office on 2 October for Gandhi Jayanti and will return on [DATE]. For immediate assistance, please contact my colleague [CONTACT NAME] at [EMAIL].
Holi
I’m out of the office celebrating Holi on [DATE] and will return [DATE]. I won’t have email access during this time. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL].
Out-of-office messages for other holidays and observances
Easter
I’m out of the office observing Easter from [DATE] to [DATE]. I’ll return on [DATE] and will respond to emails then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Have a happy Easter!
Hopping away for Easter! Out until [DATE]. Reach out to [CONTACT NAME] at [EMAIL] if you need something urgent. Otherwise, I’ll catch up when I’m back.
Passover
I’m out of the office observing Passover from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Chag Kasher Sameach!
Juneteenth
I’m out observing Juneteenth on [DATE]. I’ll return [DATE] and respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Thank you.
Columbus Day and Indigenous Peoples’ Day
I’m out of the office on [DATE] and will return [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. I’ll respond to your email as soon as I’m back.
Lunar New Year
I’m out of the office celebrating Lunar New Year from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Gong Xi Fa Cai!
Eid al-Fitr
I’m out of the office celebrating Eid al-Fitr from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Eid Mubarak!
Kwanzaa
I’m out of the office celebrating Kwanzaa from [DATE] to [DATE]. I’ll return on [DATE] and will respond to your email then. For urgent matters, please contact [CONTACT NAME] at [EMAIL]. Happy Kwanzaa!
Out-of-office templates that work for any holiday
These don’t name a holiday, so you can keep one ready for any day off. For more general replies, see these out-of-office email templates.
Basic
I’m out of the office and will return on [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
Out of office from [START DATE] to [END DATE]. For urgent issues, please reach out to [CONTACT NAME] at [EMAIL]. Thank you.
Ultra-brief
Out until [DATE]. Reach [CONTACT NAME] for urgent matters.
Away [DATE]-[DATE]. Contact [CONTACT NAME] for urgent issues.
Friendly
I’m out of the office and I’m really looking forward to some time away. I’ll be back on [DATE] and will respond to you then. If something urgent comes up, please reach out to [CONTACT NAME] at [EMAIL]. Thanks!
Internal (for colleagues only)
Out until [DATE]. Check with [CONTACT NAME] for any [TEAM/PROJECT] updates. I’ll catch up when I’m back!
Call if you need to
I’m out of the office until [DATE] but I’m checking email sporadically. If it’s truly urgent, you can reach me at [PHONE NUMBER]. Otherwise, I’ll get back to you when I return.
Out of the office [DATE]-[DATE]. I’m not available for most matters, but in case of emergency, contact [CONTACT NAME] at [PHONE/EMAIL]. Otherwise, I’ll respond when I’m back.
Summer vacation and sick day out-of-office messages
Vacation replies skip the holiday greeting and focus on when you’re back. Summer is also when part-time schedules like summer Fridays show up, so say which days you’re out.
Vacation
I’m on vacation from [DATE] to [DATE] and won’t have email access. I’ll respond to your message when I return. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
Summer vacation
I’m on summer vacation from [START DATE] to [END DATE] and won’t be checking email. I’ll reply when I’m back on [DATE]. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
Summer Fridays
I’m out of the office on Fridays this summer and will reply on [DAY]. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
Sick day
I’m out sick today and will return [DATE]. I’ll respond to your email then. For urgent matters, please reach out to [CONTACT NAME] at [EMAIL]. Thank you.
Out-of-office messages for business travel and leave
Not every OOO message is for a holiday. These cover the other times you’ll be away from email for a while.
Business travel
I’m traveling for work from [DATE] to [DATE] with limited access to email. I’m on [TIME ZONE] time this week, so replies may be slower than usual. For urgent matters, please contact [CONTACT NAME] at [EMAIL].
Parental leave
I’m on parental leave until [DATE] and won’t be monitoring email. For anything related to [PROJECT], please reach out to [CONTACT NAME], [JOB TITLE], at [EMAIL]. I’ll be back in touch when I return.
Mental health day
I’m out of the office today and will be back [DATE]. I’ll reply to your email then. If something needs immediate attention, please contact [CONTACT NAME] at [EMAIL].
Set up every holiday auto-reply once
Save each holiday out-of-office message as a TextExpander Snippet. Type a short abbreviation, pick the return date and backup contact in the Fill-ins, and your reply is ready in Outlook, Gmail, or any app where you type.
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Funny out-of-office messages
A little humor works well if your workplace is casual enough to support it. These walk the line between funny and professional, so use your judgment about whether they fit your company culture.
I’m out of the office and have set my email to auto-delete. Just kidding. I’ll return [DATE] and respond to your email then. For urgent matters, contact [CONTACT NAME] at [EMAIL].
I’m out of the office and out of cell service, which means I’m finally living my best life. Back [DATE]. For urgent stuff, reach [CONTACT NAME] at [EMAIL].
I’m out of the office doing what I do best: nothing. I’ll be back [DATE] and ready to do my second-best thing: answering emails. For urgent matters, contact [CONTACT NAME] at [EMAIL].
I’m out of the office and pretending my inbox doesn’t exist. Back [DATE]. In the meantime, [CONTACT NAME] at [EMAIL] can help with urgent stuff.
Holiday greetings and sign-offs
Customize your out-of-office message with these festive phrases. You can save each one as a TextExpander Snippet and insert it with a few keystrokes in any email app.
- Happy New Year!
- Gong Xi Fa Cai!
- Happy Lunar New Year!
- Eid Mubarak!
- Chag Kasher Sameach!
- Happy Passover!
- Holi Hai!
- Happy Easter!
- Blessed Juneteenth!
- Happy Independence Day!
- Happy Thanksgiving!
- Merry Christmas!
- Happy Holidays!
- Happy Kwanzaa!
- Happy Diwali!
These sign-offs work in the closing line of your message. For example: “Looking forward to catching up with you. Happy Holidays!”
How to set up out-of-office in Outlook and Gmail
All major email platforms have a box for the reply itself. Paste your template there, or type its Snippet abbreviation and fill in the dates.
Outlook desktop (Windows and Mac)
New Outlook for Windows
- On the View tab, select View settings
- Select Accounts, then Automatic replies
- Turn on the Turn on automatic replies toggle
- Select Send replies only during a time period, then set your start and end times
- Paste your message under Send automatic replies inside your organization
- Select Save
Classic Outlook for Windows
- Select File, then Automatic Replies
- Select Send automatic replies
- Check Only send during this time range, then set your Start time and End time
- Paste your message on the Inside My Organization tab
- Select OK
Outlook for Mac
- Open the Tools menu and select Automatic Replies
- Choose your account and turn on Send Automatic Replies
- Enter your reply under Message for inside your organization
- Set a time period if you want replies to stop on their own
If you want to send a different message to external recipients, fill in the Outside My Organization field before saving.
Outlook web
- Sign in to Outlook.com or your company’s Microsoft 365 account
- Select the Settings gear at the top right, then go to Accounts, then Automatic replies
- Turn on the Turn on automatic replies toggle
- Check Send replies only during a time period, then set your start and end times
- Paste your message in the box at the bottom
- To reply to people outside your organization, check Send replies outside your organization
- Select Save
Microsoft’s Outlook on the web instructions also cover blocking your calendar and declining new meetings while you’re away.
Gmail
- Open Gmail and click the gear icon
- Choose See all settings
- Go to the General tab and scroll to Vacation responder
- Select Vacation responder on
- Set your date range
- Enter your subject and message
- To reply only to people in your contacts, check the box under the message
- Click Save Changes
Gmail’s vacation responder sends one message to everyone who emails you, unless you limit it to your contacts. It usually replies only to someone’s first email and replies again if they write after four days, while it’s still on. Messages in spam and mail sent to mailing lists you subscribe to don’t receive replies. To keep separate versions for colleagues and clients, save each as a TextExpander Snippet and paste the correct one with its abbreviation.
Tips for writing effective out-of-office messages
A well-crafted OOO message answers two questions fast. When will you be back, and who can help right now? These tips apply to every holiday.
- Include a return date. People want to know when you’ll be back. If you don’t have an exact date, say “on or about [DATE].”
- Name a backup contact. Don’t leave people guessing who to reach. Give them an alternative contact with a specific name, job title, and email or phone number.
- Keep it brief. One paragraph is ideal. Three sentences is the sweet spot, covering when you’re back, who to contact, and one friendly closing
- Leave out personal details. “Out for the holiday” is enough. Skip travel plans and other specifics that tell strangers your home is empty.
- Set clear expectations. If you’ll need a few business days to catch up, say so, such as “I’ll reply within two business days of my return.” If your team spans time zones, add your time zone to the return date..
- Write a clear subject line in Gmail. Gmail’s vacation responder sends your subject line too, so something like “Out of office until [DATE]” answers the main question before anyone opens it.
- Use your template across platforms. Save your out-of-office message as a Snippet in TextExpander so you can deploy it the same way in Outlook, Gmail, Apple Mail, and everywhere else.
- Set accurate date ranges. Make sure your auto-reply is configured to turn on and off on the dates you specify. Nothing worse than getting responses to an out-of-office message six months after you’re back.
- Check tone against your industry. Maintaining professionalism matters most at law firms and healthcare practices, so keep those replies formal. Creative agencies and tech companies have more room for personality.
Reuse your holiday out-of-office messages with TextExpander
You probably send a version of the same out-of-office message several times a year. The holiday, dates, and backup contact change, and the rest stays the same.
TextExpander saves each template as a Snippet you insert with a short abbreviation, such as ;thxooo for Thanksgiving or ;xmasooo for the holidays. Fill-ins prompt for the parts that change, with a date picker for your return date and a field for your backup contact, so you don’t have to edit placeholder text by hand. Snippets work in Outlook, Gmail, Apple Mail, and any other app where you type.
William Brown, a lead recruiter, describes the same pattern for his own templates.
My favorite feature is the ability to create “fill-in-the-blank” snippets. This allows me to use a standard template for emails or code but still customize specific details (like a client’s name or a date) without breaking my flow.
William Brown, Lead Recruiter, Gusto
For teams, put your holiday replies in a shared Snippet group. When the office closes for Thanksgiving or the holidays, one person updates the closure dates and the contact for urgent requests, and everyone’s next reply uses the new version. To start with ready-made messages, add the Out-of-Office Snippet group to your TextExpander account and edit it to fit.
Use these templates with a few keystrokes
Instead of copying and pasting OOO messages every holiday, save them as TextExpander Snippets. Type a short abbreviation, fill in your dates and contact info, and your out-of-office reply is ready.
Get started for free. No credit card required.
Frequently asked questions
How do I set up an out-of-office message in Outlook?
The steps depend on your version of Outlook. In classic Outlook for Windows, go to File > Automatic Replies, select Send automatic replies, set a time range, and paste your message. In new Outlook for Windows, go to View > View settings > Accounts > Automatic replies. In Outlook on the web, select Settings > Accounts > Automatic replies, and in Outlook for Mac, open the Tools menu and select Automatic Replies. Every version lets you write one reply for people inside your organization and another for people outside it, and Microsoft's automatic replies guide has the full steps.
Should I send different out-of-office messages to internal and external recipients?
Yes, if your email system supports it. Internal messages can be brief and assume colleagues know your team, while messages to clients and other external contacts should be more formal and name a backup contact, ideally with a job title. Outlook supports this directly with separate replies for people inside and outside your organization. Gmail's vacation responder sends one message to everyone, but you can limit it to people in your contacts.
What should a holiday out-of-office message include?
A holiday out-of-office message should include a statement that you're out, the specific dates you'll be away, when you'll return and respond to email, and a contact name and email address for urgent matters. A short holiday greeting, such as "Happy Thanksgiving!" or "Happy holidays!", is a friendly way to close. Keep the whole message to three sentences or fewer so the return date and backup contact are easy to spot.
Can I use humor in an out-of-office message?
Yes, if your workplace culture supports it. Casual companies, creative teams, and tech-forward industries often appreciate a little personality in an auto-reply, as long as the message still gives a return date and a backup contact. Formal environments such as law, finance, and healthcare should stick to a professional tone, because clients and patients may read the reply. If you're unsure, save the funny version for internal recipients and send the professional version to everyone else.
What's the difference between a vacation message and a holiday message?
A holiday out-of-office message ties your absence to a specific holiday or religious observance, such as Thanksgiving, Diwali, or Christmas, while a vacation message covers personal time off that isn't linked to a date on the calendar. Holiday messages often close with a themed greeting like "Happy Thanksgiving!" Vacation messages usually skip the greeting and focus on when you'll return and who can help while you're away. Both should include a return date and a backup contact.
How long should an out-of-office message be?
An out-of-office (OOO) message should be one short paragraph of two to four sentences. That is enough room for your return date, a backup contact, and one friendly closing line. Anything longer tends to get skimmed or skipped, because people reading an auto-reply only want two answers: when you'll be back and who can help right now. Save project updates and detailed instructions for a separate handoff email to your team.
How do I save out-of-office messages so I can reuse them?
Save each out-of-office message as a Snippet in TextExpander with a memorable abbreviation, such as ;xmasooo for your Christmas message. Create a Snippet group called "Out-of-Office Messages" for all your templates, and use fill-in fields for the parts that change, like dates and the backup contact. When you set up your auto-reply in Outlook or Gmail, type the abbreviation and the full message appears, ready to personalize. Sharing the group gives your team the same wording.
When should I turn on my holiday out-of-office message?
Turn on your OOO message at the end of your last workday before the holiday and set it to stop the morning you're back. Outlook lets you set a start and end time, and Gmail lets you set a first and last day, so you can schedule the reply ahead of time instead of remembering on your way out. For a Thursday and Friday Thanksgiving closure, that usually means Wednesday afternoon through Monday morning.
What should I say when the whole office is closed for the holidays?
Say that the office is closed, give the dates, say when the team will reply, and name one contact or channel for urgent requests. Write it as "Our office is closed" so the same message works for everyone on the team. Keeping the message in a shared Snippet group means one update changes the dates for everybody.
