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exchange:bulletins:out-of-office

Bulletin 9: Setup Out of Office Auto Replies

Overview

This documentation will provide the steps to set up Out-of-office auto-replies for an Exchange account in OWA, Outlook 2010, and Mac Mail app.

Important: Auto replies are only sent to each sender once following initial email received while auto-reply is active. Any additional emails received from same sender will not be resent the auto-reply.

Multiple Email Application Users: Settings are synced between Email applications and only require setup in one application.

NOTE: You can click the screenshot images to see them in larger view.

Note: This documentation is in progress and incomplete. If you have any further questions or are in need of further help please contact the IT Help Desk.

Mac Users

Note: This documentation requires an Exchange configuration in your mail-app. If you have not already configured Exchange please see Configuring Exchange for Mail App on Mac OS X Leopard (10.5) or Snow Leopard (10.6) or Configure Exchange for Mail App on Mac OS X Lion (10.7) and Mountain Lion (10.8) to configure Exchange first.

1. Open your Mail app to access your Exchange account.

2. Right click 'Inbox' and select 'Get Account info'.

3. Be sure the Brockport Exchange account is selected in the drop-down menu at the top of the screen. Select 'Out of Office'.

4. Check the box 'Send Out of Office replies:'.

5. From the drop down menu choose from the following options:

  • Until disabled: This option will cause Out of Office replies to immediately be active until disabled manually by removing the check in the 'Send Out of Office replies' check box.
  • While Scheduled: This option will cause Out of Office replies to start and end on the date and time specified in the 'Starting' and 'Ending'. To edit the 'Starting' and 'Ending' date or time select the section you would like to change. When highlighted in blue select the up or down arrow to edit.

6. Set Internal Reply, and External Reply message to your preference. Internal replies will be sent in response to mail coming from email addresses in the Brockport Global Address book. External replies will be sent in response to mail coming from email addresses not in the Brockport Global Address book.

Outlook Users

Note: This documentation is for Outlook 2010. This documentation requires an Exchange configuration in Outlook. If you have not already configured Exchange please see Configuring Exchange on Outlook 2007 and Outlook 2010 to configure Exchange first.

1. Right click your Exchange account email and select 'Account Properties'.

2. Select 'Automatic Replies' from the Account Information menu.

3. Select 'Send automatic replies' to turn them on.

4. Without setting a time range for auto-reply in this step it will be on until disabled manually. If preferred to have a specific date/time range for auto-reply to be on only during that time select the 'Only send during this time range:' box.

5. Alter the Start and End times to your preference with the drop-down arrow accordingly.

6. Set the reply once to each sender 'Inside My Organization' message to your preference. This message will be sent in response to mail coming from email addresses in the Brockport Global Address book.

7. You also have the option to set a reply once to each sender 'Outside My Organization' message. Tap the 'Outside My Organization' tab. Check the 'Auto-reply to people outside my organization' box. Then select from the two following options:

External replies will be sent in response to mail coming from email addresses not in the Brockport Global Address book.

My Contacts only: Will be sent in response to mail coming from email addresses not in the Brockport Global Address book only if they are saved in your Contacts.

Anyone outside my organization: Will be sent in response to mail coming from all email addresses not in the Brockport Global Address book.

Once preferences, and messages are set select 'ok' to save settings.

8. To turn off auto-replies open the 'Account Information' menu and select 'Turn Off' under 'Automatic Replies'.

OWA Users

Note: This documentation requires that you are logged into Outlook Web App. See Accessing Exchange calendar and email at home or on the road via Outlook Web App for instructions.

1. Select the 'Options' drop-down menu in the upper right hand corner.

2. Select 'Set Automatic Replies' in the menu.

3. To activate auto-reply select the 'Send automatic replies' radio button.

4. Without setting a time range for auto-reply in this step it will be on until disabled manually. If preferred to have a specific date/time range for auto-reply to be on only during that time select the 'Send replies only during this time period:' box.

5. Alter the Start and End times to your preference with the drop-down arrows accordingly.

6. Set the reply once to each sender 'Inside My Organization' message to your preference. This message will only be sent in response to mail coming from email addresses in the Brockport Global Address book.

7. You also have the option to set an automatic reply message to senders not in the Brockport Global Address Book. Scroll down. Check the 'Send automatic reply messages to senders outside my organization' box. Then select from the two following options:

Send replies only to senders in my Contacts list: Will send in response to mail coming from email addresses not in the Brockport Global Address book only if they are saved in your Contacts.

Send replies to all external senders: Will send in response to mail coming from all email addresses not in the Brockport Global Address book.

Set the message to your preference and select save.

8. To turn off auto-replies select 'Don't send automatic replies' and select 'save'

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exchange/bulletins/out-of-office.txt · Last modified: 2014/06/11 14:03 by dhoenk