Delegate work when you're out of office

At a glance" "

1. Notify your co-workers

" " 2. Prepare and assign work " " 3. Keep track of work

1.1 Share your out-of-office details

1.2 Add out-of-office dates to your calendar

1.3 Cancel or reschedule meetings

1.4 Set up a vacation responder

 

2.1 Create a transition document

2.2 Search for co-workers

2.3 Assign tasks and share files with co-workers

2.4 Explain who’s taking on your work

 

3.1 Check in on work while you’re away

 

" " Show all instructions | Hide all instructions

" "1  Notify your co-workers

1.1 Share your out-of-office details

Choose your communication tool depending on who you're corresponding with (for example, send an email to your boss or a quick message to teammates).

1 Open Gmail.
2 On the left, click Plus Compose.
3 (Optional) To change your window size, in the upper corner, click Maximize Expand or Exit full screen Exit full-screen.
4 Add recipients and a subject.
5 Enter your message. Email you start writing but don't send are automatically saved in Drafts on the left.
6 (Optional) Add attachments, such as Drive files Insert file using Drive or photos Insert image.
7 Click Send.

Tip: To cancel sending an email, at the bottom of the window, click Undo. This option appears briefly, but you can change how long it lasts. See Undo sending your mail.

Map of where in inbox and email to click to do numbered steps 1 through 7, above

Send a direct message to someone:

  1. Open Chat.
  2. On the left, click Find people, rooms, bots.
  3. Enter a name or email address or select a contact from the suggestions.
  4. Enter your direct message and click Send .


Send a direct message to a group:

  1. On the left, click Find people, rooms, botsand thenGroup Message.
  2. Enter names or email addresses or select contacts from the suggestions.
  3. After you add your contacts, click Message.
  4. Enter your DM and click Send  .
  5. (Optional) To hide a group DM, on the left, point to the direct message and click More Moreand thenHide conversation Remove.

Message a group

1.2 Add out-of-office dates to your calendar

If you’re out of the office, update your Google Calendar so co-workers know you’re away from work.

  1. In your calendar grid, click the first day that you're away from work.
  2. Click Out of office and select a time period.
  3. (Optional) To explain you're away from work, enter a message in the Decline message section.
  4. In the Visibility section, choose an option:
    • Public
    • Default visibility
    • Private
  5. Click Save. Any new and existing meetings during this time will be automatically declined.

Mark days out of office

1.3 Cancel or reschedule meetings

You also need to make sure you decline or reschedule any meetings. You can send a note to your guests to explain your absence or reschedule a meeting.

Decline a meeting and send a note to guests:

  1. In the Calendar grid, single-click an event to preview it.
  2. At the bottom of the event preview window, select a response. Response options are available only in the preview window. They don't appear in the event details window.
  3. (Optional) To add a note or propose a new meeting time, in the bottom-right corner, click the Up arrow Up arrow and choose an option.

Note: All guests can propose a new time, except for events with more than 200 guests or all-day events.


Reschedule a meeting:

  1. In Calendar, single-click the event in your calendar grid.
  2. Go to the Going? section and click the Down arrowDown Arrowand thenPropose a new time.
  3. In the Your proposal section, select a different time or day and add a message.
  4. Click Send proposal.

Note: If the event organizer has given you access to modify an event, you can reschedule it directly without proposing a new time.

Respond to a calendar event

1.4 Setup a vacation responder

In Gmail, set up an automated reply to incoming messages so co-workers know you’re unavailable.

Turn your vacation responder on or off:

  1. In Gmail in the top right, click Settings Settingsand thenSettings.
  2. Scroll down to Vacation responder and select Vacation responder on or Vacation responder off.
  3. If you turned on the vacation responder, enter the dates you're away and add a message. Then, select who should get a response.
  4. At the bottom, click Save Changes.

Set a vacation responder

" "2  Prepare and assign work

2.1 Create a transition document

Create a transition document in Google Docs or Google Drive—explain you’re out of the office, list the contacts who are taking over your work, and any relevant project files.

Choose an option:

  • In Docs, scroll down and click Plus Create.
  • In Drive, click Newand thenGoogle Docsand thenBlank document or From a template.
Create new docs
2.2 Search for co-workers

If you’re handing over a project and you need to find other people in your organization, such as reviewers or managers, you can search for people in Google Cloud Search.

  1. Open Cloud Search and in the search box, enter the person’s name.

  2. At the top of the person’s profile card, select Start a conversation Start a Hangout or Email Email.

  3. Click Reports to to see the profile card of the person’s manager.

  4. On mobile, tap the phone number to call them.

  5. (Optional) You can also do a search using everyday words, such as jane’s phone number. You get an answer card with the phone number for your colleague named Jane. If more than one person has the name, under Looking for someone specific?, click a different name.

Note: You can see additional contact and manager information if your admin has added these profile details to user accounts.

Find and contact a person
2.3 Assign tasks and share files with co-workers

Assign tasks in the project plan:

  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Open the Comment box and enter text, with the option to assign a task to someone


Share a file or folder with specific people:

  1. In Drive, right-click the file or folder you want to share and select Share Share.

    Note: You can only share files that you own or have edit access to.

  2. Under People, enter the email address of the person or group you want to share with.

    Note: If you can't add people outside of your company or organization, contact your G Suite administrator.

  3. Click Edit Edit and choose the access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.

    Everyone you share with receives an email with a link to the file or folder.

  4. (Optional) To add a note to the email, enter your note. To skip sending an email, uncheck the Notify people box.
  5. Click Send.


Share a link to a file or folder:

  1. In Drive, right-click the file or folder you want to share and select Share Share.

    Note: You can only share files that you own or have edit access to.

  2. At the top right, click Get shareable link.
  3. Click Anyone at your organization with the link can view and choose an access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.
  4. Click Copy link.
  5. Click Done.
  6. Paste the link in an email or any place you want to share it.

Share files in Drive

2.4 Explain who's taking on your work

After you establish who you need to contact, compose an email or send a message to stakeholders.

1 Open Gmail.
2 On the left, click Plus Compose.
3 (Optional) To change your window size, in the upper corner, click Maximize Expand or Exit full screen Exit full-screen.
4 Add recipients and a subject.
5 Enter your message. Email you start writing but don't send are automatically saved in Drafts on the left.
6 (Optional) Add attachments, such as Drive files Insert file using Drive or photos Insert image.
7 Click Send.

Tip: To cancel sending an email, at the bottom of the window, click Undo. This option appears briefly, but you can change how long it lasts. See Undo sending your mail.

Map of where in inbox and email to click to do numbered steps 1 through 7, above

" "3  Keep track of work

3.1 Check in on work while you're away

While you’re away, you might need to check in occasionally by email or a direct message (DM) to see how projects are progressing.

1 Open Gmail.
2 On the left, click Plus Compose.
3 (Optional) To change your window size, in the upper corner, click Maximize Expand or Exit full screen Exit full-screen.
4 Add recipients and a subject.
5 Enter your message. Email you start writing but don't send are automatically saved in Drafts on the left.
6 (Optional) Add attachments, such as Drive files Insert file using Drive or photos Insert image.
7 Click Send.

Tip: To cancel sending an email, at the bottom of the window, click Undo. This option appears briefly, but you can change how long it lasts. See Undo sending your mail.

Map of where in inbox and email to click to do numbered steps 1 through 7, above

Send a direct message to someone:

  1. Open Chat.
  2. On the left, click Find people, rooms, bots.
  3. Enter a name or email address or select a contact from the suggestions.
  4. Enter your direct message and click Send .


Send a direct message to a group:

  1. On the left, click Find people, rooms, botsand thenGroup Message.
  2. Enter names or email addresses or select contacts from the suggestions.
  3. After you add your contacts, click Message.
  4. Enter your DM and click Send  .
  5. (Optional) To hide a group DM, on the left, point to the direct message and click More Moreand thenHide conversation Remove.

Message a group

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