How to configure Google Workspace for a vacation

Change settings in Google Calendar, Gmail and Google Chat to point that you just’re on a vacation.

Palm tree emoji next to the word Vacation, with arrows pointing to drawn icons for Gmail, Google Calendar, and Google Chat

Illustration: Andy Wolber/TechRepublic

Earlier than you are taking a break from work, configure three Google Workspace apps for trip (or, on vacation, as they are saying in some components of the world). You’ve got just a few selections to make in Google Calendar, Gmail and Google Chat, relying on the way you need every app to deal with incoming occasions, electronic mail and messages when you’re away.

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To arrange every of those apps in your absence, ensure you’re signed in together with your Google Workspace group account, then comply with the steps under. You could schedule a Google Calendar out-of-office occasion and configure your Gmail trip responder at any time. Nonetheless, I counsel you wait to regulate your Google Chat standing to vacationing as one of many final stuff you do earlier than your break, since that standing change goes into impact instantly.

Schedule a Google Calendar out-of-office occasion 

  1. Open Google Calendar, both on the net or within the Google Calendar cell app on Android or iOS.
  2. Choose the + button to create a brand new occasion.
  3. Choose the Out of Workplace occasion sort to point you may be unavailable (Determine A).
  4. Add an acceptable title (e.g., “On a a lot wanted trip”).
  5. Configure the dates and occasions to replicate your trip days.
  6. By default, the system will robotically decline all present and new occasions in your calendar throughout the chosen interval. Except you need to fill your day off with conferences, I strongly suggest you allow the setting because the default. 
  7. Determine A

    Screenshot of Google Calendar on the web, with Out of office event details displayed: Event title (Out of office), type (Out of office), Dates (Dec 8 - Dec 12), All day events, configured to Automatically decline all new and existing meetings during those dates.

    On the internet, create an out-of-office occasion for the times you may be away. Generally, you may need the system to robotically decline new and present conferences all through your trip.

  8. In order for you, modify the message folks will obtain to clarify your absence (Determine B). The default reply reads “Declined as a result of I’m out of workplace,” however you might edit it to elaborate as acceptable (e.g., “I’m on trip till Dec. 8. Please contact (identify) at (electronic mail/cellphone) if you happen to need assistance whereas I am off.”)
  9. Be sure to pick Save to protect your adjustments and add the occasion to your Google Calendar.
  10. Determine B

    Screenshot of Google Calendar Out of office event on Android, with Out of office event details displayed: Event title (Out of office), type (Out of office), Dates (Dec 8 - Dec 12), All day events, configured to Automatically decline all new and existing meetings during those dates.

    The Google Calendar app (on Android, proven right here, and iOS) additionally helps you to schedule an out-of-office occasion.

    How you can configure a Gmail trip responder

    1. On the internet, go to Gmail.
    2. Choose Settings (the sprocket, within the higher proper space), then See All Settings.
    3. On the Basic tab, scroll to the underside to entry the Trip responder (Determine C).
    4. Choose the primary and final dates you need your responder to be energetic.
    5. Enter the Gmail topic and message you need the system to ship when you’re on trip.
    6. By default, if you don’t choose any further choices, Gmail will reply to each incoming electronic mail with the holiday topic and message you enter. Nonetheless, I strongly counsel that you choose the checkboxes subsequent to “Solely ship a response to folks in my contacts” and “Solely ship a response to folks in (your group).” This ensures that solely folks you realize or work with will obtain your trip responder message. Whereas your colleagues and contacts are presumably folks you belief, there’s sometimes no want in your responder to expose your trip standing to each single entity that sends you an electronic mail when you’re away.

    Determine C

    Screenshot of Gmail Vacation responder settings on the web, showing First day (Dec 8, 2021), Last day (Dec 12, 2021), Subject

    On the internet, configure the holiday responder in Gmail. Be sure to pick Save Modifications when achieved.

    Observe: To entry the Trip responder on an Android or iOS gadget, open the Gmail app, faucet the three horizontal line menu (higher left), faucet Settings, then faucet your workspace account (e.g., in my case, [email protected]) then faucet on the Trip responder choice. Configure your choices as desired (Determine D).

    Determine D

    Screenshot of Vacation responder on Android, with First day Dec 8, 2021, Last day, Dec 12, 2021. Subject field filled with

    You additionally could configure a trip responder from the Gmail app (on Android, as proven right here, in addition to iOS).

    Set your Google Chat standing to Vacationing

    1. On the internet, go to Gmail (or, alternatively, to Google Chat).
    2. Within the higher proper space, choose the Standing drop-down and select Add a Standing from the menu choices (Determine E).
    3. Choose Vacationing, then add any particulars you want to disclose within the standing textual content space (e.g., “Vacationing for the primary time in years”).
    4. Choose the Clear Standing After drop-down choice menu and select Customized.
    5. Select the date and time you intend to be obtainable once more, then choose the Set button. Your vacationing standing can be eliminated on the date and time you specified.

    Determine E

    Screenshot of Gmail on the web, with chat status box showing

    As one in all your final actions earlier than trip, change your Google Chat standing to Vacationing. You could choose the date and time that your standing will revert to standard (i.e., Lively or Away).

    Observe: On an Android or iOS gadget, the Add a Standing choice is out there within the Gmail app (if you happen to entry Chat inside Gmail) in addition to throughout the separate Google Chat app (Determine F). In both case, open the app, then faucet the three horizontal line menu within the higher left. Faucet the Add a Standing choice that shows (instantly under your present Google Chat standing).

    Determine F

    Screenshot of status on an Android device, set to Vacationing and Clear status after field set to 11/28/21 08:59.

    You could set your Google Chat standing to Vacationing on an Android or iOS gadget from inside both the Gmail or Google Chat app.

    What’s your expertise?

    Do most individuals in your group make the above adjustments earlier than they take a trip? Are there different apps and/or settings you sometimes change, along with the three above? Let me understand how you configure your techniques for prolonged holidays, both with a remark under or on Twitter (@awolber).

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