1. Open Zoho Mail settings and select Out of Office.
2. Set the start and end of the absence, checking the account's time zone.
3. Enter a subject and message that state the return date and an approved alternative contact.
4. Where available, configure different handling for organisation members and external senders. Confirm the reply is enabled as well as saved.
5. Send an external test during the active period and ask a colleague to test the internal response if those messages differ.

Confirm that the alternative address works and that its owner has agreed to handle enquiries. Set calendar availability separately where needed, or review the linked calendar absence options offered in the account. A mail reply does not by itself hand over existing tasks or give a colleague access to your inbox.

You have agreed a temporary support contact while away. In Zoho Mail settings, open Out of Office, set the start and end dates and check the account timezone.

Subject: Your message has been received
Thank you for contacting me. I return on [return date].
For an urgent account enquiry, please contact [email protected].
I will review your message when I return.

Replace the address with the actual monitored alternative and enable the reply. If the account supports separate internal and external responses, review both. Test during the active period from an external address and ask a colleague to check the internal response.

Expected result: senders receive accurate expectations and a working alternative contact. The responder does not grant that colleague access to your mailbox or hand over existing tasks automatically.

Automatic responders can limit repeated responses to the same sender and avoid replying to some automated mail. Check the active dates and settings before assuming failure. Use a fresh controlled test if necessary, and inspect whether an organisation policy overrides the user's options.

Confirm the responder has stopped, especially if the absence was extended or a temporary rule was created elsewhere. Remove expired forwarding or delegation arrangements that were only needed for coverage.

If the account was suspended or its incoming mail blocked during the absence, troubleshoot those account controls separately. An autoresponder cannot reliably substitute for an active, properly routed mailbox. For support, provide the active period, time zone and a test timestamp without including private conversation content.

• Creating a Zoho Calendar event and tracking responses
• Delegating a Zoho mailbox to a colleague
• Setting up approved forwarding in Zoho Mail
• Applying a Zoho email policy to the right users

• Zoho: Out Of Office Autoresponder
• Zoho: Out Of Office

• Configuring a Zoho Mail out-of-office response