Setting Autoreply or Out Of Office Email for a Shared Mailbox

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Overview

Setting Auto-reply or Out Of Office Email for a Shared Mailbox
Note: Out of office Automatic replies are no designed to be used on a constant rate and should only be used for short term instances.

Details / Instructions

  • After adding Shared Mailbox to the Outlook Client, if it is not already there, (See the knowledge base article on how to Add A Shared Mail Box in Outlook)
  • In the top left corner of the screen click File > then under Account Information click on the drop-down menu with your email account then select the Shared Mailbox you wish to create or modify the auto-reply for > on the same screen click on Rules and Alerts.


     
  • A new window will open > Click on the NEW Rule button in the lower left corner of the window


     
  • Another window will open from this window you will use to create the Rule that will Auto Reply to all incoming Messages, from this new window select, the option under Start from a blank rule, that says Apply rule on messages I receive, then click next.

     
     
  • On the next screen select the option for where my name is in the To box, then click next 


     
  • On this screen select the option that states,  have the server reply with a specific message, then click on the blue unlined text that says a specific message, this will open a pop up window that looks like an email template, in this template only add text to the body of the message do not add any text the TO, CC or the Subject lines. After you add your test you can click on the save and close button on the top left side of the template. 




     
  • After you click save and close click next from this screen you can name the rule and leave the box that says turn on this rule checked. DO NOT CHECK THE BOX THAT SAYS RUN THIS RULE NOW ON MESSAGES ALREADY IN "INBOX" then click Finish.


  • The rule is now complete and can be easily changed from the rules and alerts window and by clicking on the blue underlined text and performing the same actions as above to change the body of the template. Then Click apply when your done.

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