Guide

How to set up an auto reply in Gmail for your business

To set up an auto reply in Gmail, open Gmail on a computer, click the settings gear, then See all settings, scroll to Vacation responder on the General tab, turn it on, set the dates, subject and message, and click Save changes. It works the same in Google Workspace. Below are the steps for computer and phone, how to send an automatic reply from a support inbox all the time, and 8 auto reply templates for online stores, including Christmas and New Year closures.

Updated 18 October 2026

How to set up an auto reply in Gmail (computer)

  1. Open Gmail on a computer and click the settings gear at the top right.
  2. Click See all settings.
  3. On the General tab, scroll down to Vacation responder.
  4. Select Vacation responder on.
  5. Choose the first day and, if you like, the last day.
  6. Write a subject and your message.
  7. Optionally tick 'Only send a response to people in my Contacts' (or, in Google Workspace, people in your organisation). For a shop, leave these off so customers get it.
  8. Click Save changes at the bottom. A banner at the top of Gmail shows it is on, with a link to end it.

How to set up an auto reply in the Gmail app (phone)

  1. Open the Gmail app and tap the menu, then Settings.
  2. Choose the account you want to set it for.
  3. Tap Vacation responder (called Out of Office AutoReply on some iPhones).
  4. Turn it on, set the dates, subject and message, and tap Done or Save.

How Gmail auto replies behave

  • Each person gets your auto reply the first time they email. If they email again within 4 days, they do not get it again.
  • Gmail does not send auto replies to messages in spam or to mailing lists you are subscribed to.
  • The vacation responder starts and ends at midnight on the dates you choose, unless you turn it off sooner.
  • It applies to the whole inbox. If you use one Gmail account for both personal and support email, everyone gets the same message.

An always-on reply for a support inbox

  1. In Gmail settings, open the Advanced tab and enable Templates, then save.
  2. Write a new email with your 'we got your message' text, then click the three dots, Templates, Save draft as template.
  3. Open the search options in the search bar and enter the address customers write to in the To field, for example support@ or hello@.
  4. Click Create filter, tick Send template, choose your template and click Create filter.
  5. Send yourself a test email from another account to check it works. Keep it short and tell people when you will reply properly.

8 Gmail auto reply templates for online stores

1. Christmas and New Year closure

Thanks for your email! We are closed from [24 December] and back on [5 January]. Orders placed now will ship when we return. Shipping and returns info: [link]. Merry Christmas!

2. Weekend

Thanks for getting in touch! Our team is offline for the weekend and will reply on Monday. If it is about an order, please include your order number.

3. After hours

Thanks for your email! We reply to every message within one business day (Monday to Friday, 9am to 5pm AEST). For tracking, visit: [link].

4. Sale or launch

Thanks for your message! It is a busy sale week, so replies may take up to [2] business days. Your order will still ship on time. Sale details: [link]

5. Support inbox acknowledgement

Hi! We have got your email and a real person will reply within [24 hours]. Most answers about shipping, returns and sizing are in our FAQ: [link]

6. Public holiday

Thanks for your email! It is a public holiday here, so we are offline today and back tomorrow. Orders placed today will ship on our next business day.

7. Founder away

Thanks for your email! I am away until [date] with limited access to email. For orders and returns, please write to [support email] and the team will help.

8. Wholesale and collabs

Thanks for reaching out! We review wholesale and collaboration requests every [Monday] and will reply if it is a good fit.

Auto replies are a holding message, not an answer

An auto reply buys you time; it does not answer 'where is my order?' or 'do you have this in a size 10?'. Customers still expect a real answer within a business day, and the questions pile up while you are away.

Paperflower connects to Gmail or Google Workspace and puts support email in one list with your Instagram and Facebook comments and DMs. It drafts a reply to each email using your brand knowledge and the customer's Shopify order, so catching up after a weekend or the Christmas break takes minutes. Sending replies on its own is off by default and paid plans only, and refunds and complaints always come to a person. See also Instagram auto replies, Facebook Messenger auto replies and customer service email templates.

How Paperflower is different

Comments are a sales channel, not a chore

Most tools treat comments as noise. Paperflower reads every one, spots buying questions like “do you ship to NZ?” and makes sure they get answered before the customer moves on.

Buying Intent and Opportunity Score

Every conversation gets a score so the people ready to buy come first. You see who to reply to now, and who can wait.

Shopify context in every draft

Order status, shipping and product details are pulled in automatically, so drafts are right the first time and private order details never go out in public.

You stay in control

AI drafts are on and auto-send is off by default. Complaints are escalated to you. Refunds and cancellations always need a human.

Simple pricing

Paperflower starts free with 100 customer interactions a month, no card needed: every message in one list, and you write the replies. AI sorting, reply drafts and spam hiding come with Standard, which is A$47 a month for 3,000 customer interactions, with a 7-day free trial. Human replies are always free. See all plans.

Built for AU and NZ brands

Local time zones, local shipping questions, and support from people who know the market.

Frequently asked questions

On a computer, click the settings gear, then See all settings. On the General tab, turn on Vacation responder, set the dates, subject and message, and click Save changes.

It is the same as Gmail: settings gear, See all settings, General, Vacation responder. Workspace adds an option to reply only to people in your organisation; leave it off if customers should get it.

Only if they email you again after 4 days. Within 4 days, they get the auto reply once.

Yes. Save your reply as a template, then create a filter for emails sent to that address with the action Send template.

Not unless you turn that on. By default it drafts a reply and you approve it. You can switch on auto-send for simple, safe questions once you trust the drafts.

Instagram, Facebook and TikTok comments and DMs, support email through Gmail or Google Workspace, and Shopify for order details.

Yes. The Free plan is the basics: 100 customer interactions a month in one list, no card needed, and you write each reply. Standard adds AI sorting, reply drafts and spam hiding, and comes with a 7-day free trial. You can cancel any time. Compare plans.

Start Paperflower free

Connect Instagram, Facebook, email and Shopify in a few minutes. On Standard, AI sorts every message and drafts every reply, you stay in control, and nothing is sent without your say-so unless you switch that on. Free puts every message in one list for you to answer.

Get startedSee pricing

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