How to Set up an OOO Event in Your Google Calendar

If you're someone who uses Google Calendar to manage your schedule, you may have found yourself needing to set up an out-of-office message to let others know when you're not available.

Fortunately, setting up an out-of-office message in Google Calendar is easy and can save you the trouble of having to manually inform others of your availability. In this blog post, we'll walk you through the steps to set up an out-of-office message in your Google Calendar for both desktop and mobile.

How to set up on Desktop

Step 1: Log in to Google Calendar

The first step to setting up an out-of-office message in Google Calendar is to log in to your account. Once you're logged in, navigate to your calendar by clicking on the "Calendar" icon.

Step 2: Create a new event

To create an out-of-office message, you'll need to create a new event in your calendar. To do this, click on the "Create" button in the top-left corner of the screen.

Step 3: Enter event details

In the event details screen, enter the details of your out-of-office message. This includes the title of the event, the start and end dates of your absence, and any other relevant information you want to include in the event description.

Step 4: Set availability to "Busy"

To ensure that others know you're not available during your out-of-office period, set your availability to "Busy". This will block off your calendar for the duration of your absence.

Step 5: Set up automatic decline

If you don't want to receive meeting invitations during your out-of-office period, you can set up automatic decline. To do this, click on the "Guests can modify event" option and select "No, only invitees can see guest list" and "No, don't send updates." This will ensure that any new meeting invitations are automatically declined during your absence.

Step 6: Add an out-of-office message

To let others know that you're not available during your out-of-office period, add a message to the event description. This can include information about when you'll be back, who to contact in your absence, and any other relevant details.

Step 7: Save the event

Once you've entered all the necessary details, click on the "Save" button to create the out-of-office event in your calendar.

How to set up on Mobile App

Step 1: Open the Google Calendar App

Start by launching the Google Calendar app on your mobile device. Locate and tap on the menu icon, usually found in the top-left corner of the screen.

Step 2: Access General Settings

Within the menu, you'll find various options. Look for and tap on "Settings." This will lead you to the configuration options for your Google Calendar.

Step 3: Enable Out-of-Office Feature

Scroll through the settings until you find the "General" section. Within this section, search for the "Out of office" option. Toggle the switch to the "On" position to activate the out-of-office feature.

Step 4: Specify Dates and Duration

Next, set the specific dates for your out-of-office message. You have the flexibility to choose a specific start and end date or even set recurring out-of-office messages for periodic absences.

Step 5: Customize Your Message

To ensure your colleagues receive a clear and informative message, it's crucial to customize your out-of-office message. Add a subject line that succinctly conveys your absence and provide a comprehensive message in the body. Include details such as the date of your return and alternative contact information for urgent matters.

Step 6: Save and Activate

Once you've finalized your out-of-office message, tap the "Save" button to preserve your settings. The out-of-office message is now active and will automatically respond to any invitations or event notifications during your specified absence.

How to Automate Your OOO.

Alternatively, using an OOO management platform can greatly improve the experience of your clients, leads and internal team. At the click of a button Snoooz will create an out-of-office event in your Google calendar, set an automated response and remove the headache of manually setting up your traditional out-of-office autoresponder. Check out how Snoooz can completely change the OOO experience for you and your team!

Conclusion

Knowing how to set up an OOO in your Google Calendar during an absence is imperative and can greatly reduce friction internally and improve overall customer experience. Using the guide provided for both desktop and mobile, you’ll be able to successfully ensure you’re all set to be away from your desk and minimize any challenges that this would usually provide.

To understand the full capability of Snoooz and how we can cater to your needs, feel free to book a demo or try us for free!