This guide explains how to create Out of Office templates and assign them to specific users in your Google Workspace.

Step 1: Access Templates
After logging in with your account, go to the Out of Office menu at the top. From the dropdown, select Templates.

Step 2: Create a New Template
Click on Create New Template to open a new window where you can start building your Out of Office template.

Step 3: Configure Template Details
Enter a Title for the template for reference. Fill in the Subject and Message fields. The Subject is what people will see in the email subject line, and the Message is the body of the automatic reply.

In the editor, you can use Insert Variable to add dynamic fields such as the user’s name, email, or job title. When you assign the template to users, these fields will automatically populate with the correct information for each user.

Step 4: Set Time Settings
Set the Time Settings for the automatic replies, specifying when they should start and stop.

Step 5: Recipient Options
You can optionally choose who will receive the auto-reply:

• Only send a response to people in user Contacts – replies are sent only to contacts.
• Only send a response to people within the domain – replies are sent only to users in your organization.

These options are optional and should be used according to your needs.

Step 6: Save Template
Once all settings are configured, click Save to store the template.

Step 7: Assign Templates to Users
Go to the Out of Office menu again and select Users from the dropdown. Make sure the users are enabled on the Organization page so they appear in the Users list. Select the users you want to assign the template to.

Click the three dots on the right side of a user’s row and choose Edit Vacation Settings. You can select a previously created template or enter new settings directly for the user without using a template.

Step 8: Set Auto-Reply Options
Choose one of the following options for each user:

• Schedule – Set specific days and times for the automatic replies.
• Always On – Replies are sent continuously without time restriction.
• Responder Off – Disables Out of Office messages for the user.

Step 9: Save Changes
Once everything is configured, click Save to apply the settings. The Out of Office messages are now active for the selected users.

Step 10: View Logs
Click the three dots and select Show Log to view the user’s Out of Office history.
Note: this log only tracks changes made within the Genius Mail Toolkit. Manual changes in Gmail are not recorded.

Conclusion
You have successfully created Out of Office templates and assigned them to your users using Genius Mail Toolkit.

Thank you for using Genius Mail Toolkit.
If you have any questions or need further assistance, please visit gwgenius.com/support.