auto-replies for email (out-of-office replies)

Auto-replies, or out-of-office replies, are an email tool that can be used to communicate when you are not online.  If someone emails you while you are travelling, on vacation, in a workshop, or otherwise unable to reply as quickly as they may expect, you can use an auto-reply to inform the sender that you are away from your desk and the date they can expect a reply. The person will automatically receive an email message explaining you are not online and the date you will reply. It might also provide an emergency contact number, or an alternate contact person, for urgent emails.
 
Why use an auto-reply?
Using an auto-reply reassures the sender their email was received and manages their expectations around when you may reply. It allows senders to plan their work around your expected reply date and can help keep work progressing while you are offline by redirecting them to your colleagues who may be able to assist. It ensures the person who emailed you isn't left wondering why you are not responding or when you will respond.
 
Auto-replies can also help remove some of the pressure you may feel to check your emails, by ensuring senders get a prompt response even when you are away or busy.
 
How to write an auto-reply
A common format for auto-replies includes these fields:
 
Thank you for your email.  From [date] to [date] I am [reason you are offline]. I will reply to emails on [date]. For urgent enquiries, you can contact [colleague/s who can assist].
 
When to use an auto-reply
Use an auto-reply when:

• You are on leave from work (for holidays, illnesses, or other reasons)
• For public holidays - this helps senders from other countries know why you are not at your desk
• If you leave work early, start work late or are otherwise working outside of expected work hours
• When you are travelling or working in locations with low connectivity
• When you are in workshops or meetings which need your full attention
• You have a busy inbox and know it may take time to respond (for example, IT staff managing many incoming requests that go in a queue, or a feedback and complaints email address where you want to acknowledge receipt of the email as quickly as possible)
  

 
To set up an auto-reply in a Microsoft account check out this video by @MicrosoftCustomerSupport (53 sec).

Or if you're using the web version of Outlook, here is a 1m 50s video by @ZenFocusTech.

You can also do this through Teams as demonstrated in this 1m 56s video by @Breakwater IT.

To set up an auto-reply in a Google account, see this 30 second video by @Google Workspace.

Or for more detailed instructions, look at this 5m 12 s video created by Michael Mostert on the channel @KevinStratvert.