University of Malta

Email Auto-Reply
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The Auto-Reply facility enables you to send custom, automatic messages to your senders when you are unable to read your mail. You can enable this facility when you are sick, on vacation, attending a conference etc.

Typically your message should notify the sender/s that you are unable to read email and indicate the date when you will return back to office. If you are responsible for a departmental mail account (faculty, department, institute, committee etc.), include the contact details of the person that can deal with urgent matters in your absence.

The following is a typical automatic message:

I will be away from my office until Monday 23 April and may not be able to reply to your message before that date. If the matter is urgent, please contact Mary Borg (email address & phone number)

John Borg

Staff can follow the instructions below to set up the Out of Office Auto-Reply:

  1. Access the University Webmail facility.
  2. Click on the gear icon in the top-right of the screen and choose Settings
  3. Choose the General tab and scroll down to the Out of Office AutoReply section
  4. Select Out of Office AutoReply on and enter the start and end dates for when it should be set
  5. Type your auto-reply Subject and Message in the respective text boxes
  6. Scroll to the bottom of the page and click Save Changes.

Once the auto-reply facility is enabled, a message will appear at the top of the Gmail inbox indicating that the auto-reply facility is on. The auto-reply message will be automatically turned off on the specified date. The auto-reply message text or date settings can be updated, or the facility deactivated, at any time.

More information regarding the auto-reply facility is available here.

Last Updated: 28 August 2014

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