Automatically Reply to Messages in Gmail

There is no reason to write the same email again and again when you can simply set up standardized answers in Gmail. If you are sending the same text to the same or different people, consider using the auto answer feature to send these messages automatically.

The way it works is by setting up a filter in Gmail so that when certain conditions are met (such as when a specific person sends you an email), a message of your choice is automatically sent back to that address; they are called boxed answers.

Note: If you prefer to send holiday responses in Gmail, you can enable another setting for that.

Set up automatic e-mail replies in Gmail

1. Turn on standardized responses by opening the Gmail Settings/Gears button and turning on Standard Answers in Settings> Labs. You can also access the Labs tab via this link.
2. Create the template that you want to use for automatic message answering.
3. Click the Show Search Options triangle in the search box at the top of Gmail. This is the small triangle on the right side of the text box.
4. Define the criteria that should apply to the filter, such as the sender’s e-mail address and the words that should appear in the object or body.
5. Click on the link at the bottom of the filter options called Create a filter with this search >>.
6. Check the box next to the option called Send Predefined Answer.
7. Open the drop-down menu next to this option and choose the predefined answer to send when the filter criteria are met.
8. Select any other filtering option you want to apply, such as to ignore the inbox or delete the message.
9. Click Create Filter. The filter will be stored in the Filters and blocked addresses section of Gmail settings.

Important facts about automatic responses

Filtering options apply only to new messages that arrive after the filter is created.

Even if you have emails where the filter might apply, standardized responses will not be sent to the recipients of these messages.

Retained answers come from an address that is still yours, of course, but with a slightly modified email address. For example, if your normal address is example123@gmail.com, sending automatic e-mails will change the address to example123+canned.response@gmail.com.

This is always your e-mail address. Responses always arrive, but the address is changed to indicate that the message comes automatically from a message.

If you can attach files to a standard response and use them when you manually insert the answer in the More Options> Saved Answers menu , you can not automatically send attachments. So, any text in the standard answer will send but not the attachments. This also includes online images.

Beware of the message of absence of your email!

In the following posts devoted to the writing of emails ( here and here ), I am interested today in the automatic absence messages of our couriers. These small messages are among the most modest work writings available. However, they can do a lot of damage to the image of their author or company.

Setting up an absence message before going on holiday or on leave is a professional act. Indeed, this e-mail sent automatically by the messaging software (Gmail, Outlook, etc. offer it) allows:

• Notify all your partners of your absence,
• Tell them the date of your return from vacation,
• Leave a colleague’s contact information for an emergency.

In short, writing a message of absence is an act of professional communication.

Obviously, this person wrote his message for his colleagues but without thinking for a moment that his message could not only be read by his hierarchy but also by external partners of the company. But here she is wrong:

• The automatic response has been misconfigured: everyone, internally or externally, receives it. The message must, therefore, be adapted to all audiences. However, it is possible, especially with Outlook, to configure two separate messages. One in response to all the emails coming from the internal network and the other for the mails coming from outside.
• The message includes imprecise information, and therefore useless. Indeed, what is the interest of the wording: ” I am absent from tonight  “? We imagine that the recipient who will read this message will have a hard time dating this “tonight”.
• The tone of the message is both too familiar and too flippant. It reveals the state of mind of an employee, so happy to go on leave that she loses all decency with regard to colleagues. Clearly: too bad for those who remain and who will have to manage his files in his absence.
• The capital letters of the beginning of sentences are non-existent and there is a very large misspelling. What reinforces the idea that we are dealing with an employee who cares little about the image she refers to her colleagues and partners.

The activation of an automatic message from his mailbox in case of absence is a real mark of professionalism.

Better to opt for a conventional absence message

Enabling your absence message is important. Otherwise, you would pass for someone who is particularly careless of all those who will try in vain to reach you without understanding why you are not answering them.

That said, even if writing a message of absence, as much respect a conventional style.

An absence message is a short and precise text, which must contain the following information:

• I am absent from such date to such date.
• I will not be aware of your message until I return.
• In case of emergency (or need), contact Mr. xxx followed by the email address of the person. The mail is often preferable to the phone number because it will be less intrusive for your colleague.
• Signature (or first and last name).

Note that the polite phrases, type “Hello” and “Regards” are not needed in this type of message.

As you will have noticed, a message of absence has no particular originality. It is only effective, that is, useful for the one who will read it.

Of course, you can choose to be effective with a more offbeat message, including a stroke of humour or a philosophical quote. You can help those I read here. Very nice, but not sure that the business world is ready to accept such unusual messages.

A message of absence is also a working document, and as such, it remains a showcase of the company.

However, that being said, standardized answers do not have to be plain text. You can include rich text formatting, such as bold and italicized words, and they will be sent automatically without any problem.

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