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Sending Auto response directly from MS Exchange Server - Special Case
Thanks to reader Doug Mason who pointed out a special case in setting up an automated response to emails directly from the server. Many a times we have a generic email account that is published on the internet for customers / vendors to send emails to for making inquiries. The emails to that mailbox are generally forwarded to another mailbox of a real person who will then read and respond to the email. Depending on the volume of the incoming email and the nature of the inquiry, the response to the email may take anywhere between 1 day to 7 days. In the meantime we don't want to keep our customers in dark and with a feeling that the emails go into a black hole and want to respond with a canned message which would go out automatically only when an email is received from the generic id and none else. This would be because the person may be receiving emails from many people and it is not desirable to send out this message to them.
In such cases, the previous entry on this subject does not work as intended if you choose the first option "from people or distribution list" (circled in red) and give the generic id as the email address. No email will be sent out to either the original sender or the generic id. This is because when setting up the forward at the server level, Microsoft Exchange instructs the intermediary mailbox to act as a mailman and it does not add any headers to the email. So the final recipients still received the email from the original sender and not the generic id. But in the To: field, the recipient still remains as the generic intermediate mailbox address.
To overcome this, instead of setting the rule to trigger on receiving email FROM someone, set the rule to trigger on receiving email SENT TO someone (in this case the generic Id) by checking the box next to "sent to people or distribution list" (circled in blue).
Once this change is made, this rule will again start working.
Sending Auto response directly from MS Exchange Server
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Using Outlook 2003/Exchange 2003 with the above scenario.
Selecting "Check messages when they arrive", "sent to people or distibution list", "have server reply using a specific message" DOES NOT send an auto-reply as expected. Either this feature does not work, or there is a setting required that is not documented!
I have created the rule, but outlook displays a message that it is client only rule. Is this due to the template is sitting on the client PC?
Please help.
Hi All,
I have done thorough testing for this rule settings and found to be working correctly. I have set similar rules on my mailbox and it is not a client based rule. It is definitely a server based rule.
If anyone of you can send me a email on the email addresses documented on this website, we can troubleshoot further.
I too am using Outlook 2003/Exchange 2003. After following the above instructions, no auto response is generated, even when going into outlook's rules and alerts and clicking "run rules now." Are there more instructions to follow?
No really, there are no other instructions to follow. This is all that is needed to be done. You can send me a set of screen shots on my email and I can take a look at it.
Hi,
I have configured outlook, and auto-response works, but is it possible to set auto-response and then remove mail configuration (Outlook) from all Desktop. Can sender will get Auto-Responce then also as ID is created on Exchange server.
Hi,
I have configured outlook, and auto-response works, but is it possible to set auto-response and then remove mail configuration (Outlook) from all Desktop. Can sender will get Auto-Responce then also as ID is created on Exchange server.
Hi,
When you set up the rule, choose the option, have the server send a reply. If that is done, then it doesn't matter if their is Outlook client present on the desktop client or not. The action to send the response will be triggered at the server itself.
Hope this helps. If not send me an email and we can go in details.
The reason why it is not working for some of you guys is because you have to enable automatic replies in Exchange Server Manager.
Carry out as instructed about and then make sure this is enabled on ESM:
1. Open Exchange System Manager
2. Select Internet Message Formats under Global Settings
3. Double click on DEFAULT in the Right pane of the MMC
4. Select the Advanced tab
5. Select "Allow Automatic Replies"
Thats it.
It works great ,no issues ....Helped me great...
Any ideas on how to "Allow Automatic Replies" in Exchange 2007?
For Exchange 2007:
1. Open Exchange Management Console
2. Expand "Organization Configuration"
3. Select "Hub Transport"
4. Right-click on "Default" in the "Remote Domains" tab and click "Properties"
5. In the "Format of original message..." tab, you can check "Allow Automatic Replies" and "Allow Automatic Forwards".
Hope that helps.
Como puedo hacer si quiero dar una respuesta automatica de los mails enviados a un usuario de la organizacion que ya no labora en dicha empresa, ya que quiero hacerlo directo desde el servidor y no desde el cliente outlook.
Tengo exchange server 2007
No elimine el buzón del usuario desde la que desea las respuestas para ser enviados. Denegar el inicio de sesión para los usuarios y establecer una respuesta automática en el servidor como se describe en el artículo.
Does anyone truly knows how to Setup Auto Reply on Exchange 2007 obviously, step 5 is not the final step
The auto-reply works, but it sent from my email address, instead of the distribution group address (original recipient) - is the a way to fix that? the distribution group does not have a mailbox (obviously), is that the reason?
Thank you
The auto-reply works, but it sent from my email address, instead of the distribution group address (original recipient) - is the a way to fix that? the distribution group does not have a mailbox (obviously), is that the reason?
Thank you
This only responds one time to sender address, if they send more than one message, it doesn't reply again....... what's up with that? Any way around this?
Please this works well as server side rule.
Question is when reply is sent to internal user it works.... but why does it not reply to the internet users.