How to set my Out Of Office message: Difference between revisions

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All the server side rules, including out of office, are done through the server's web interface. If you do not know the name of your mail server, you can look it up [http://www.uk.forgetaboutit.net/utils/get-mail-server.php here]
There are two ways of setting up an out of office message on our servers.


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This how-to describes setting your out of office via [[Roundcube]], which we also refer to as Webmail Plus. The sieve server side rule system is very comprehensive and more details can be found [[What_are_server_side_rules|here]]
.


#Go to the web interface for your mail server and click on the '''Out Of Office''' link
== Filter Rule (Sieve) ==
#:[[File:Ooo-1.png|400px|||||||1: Web Interface]]
#if an out of office rule already exists, select it and go to the next set of steps, otherwise add a new out of office rule:
##At the bottom of the filter sets list, click on the '''+''' sign to add a new set, give it a name like '''Roundcube''' and save it. if you see one called phpscript, that is a set of filters generated by Squirrelmail, the other webmail system.
##:[[File:Ooo-2.png|400px|||||||2: Add a new filter set]] [[File:Ooo-3.png|400px|||||||3: Save the filter set]]
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##With the new filter set selected, add a new filter by clicking on the '''+''' sign at the bottom of the list of filters,
##:[[File:Ooo-4.png|400px|||||||4: Add a new filter (rule) ]]
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##*Give the new rule a meaningful name like ''Out Of Office''.
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##*In ''For Incoming Mail'', select '''All Messages'''
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##*In ''execute the following actions'', select '''Reply With Message'''.
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##*Complete the '''Message Body''', '''Message Subject''', '''Additional list of recipient e-mails''' (with all your email addresses that you want this message to apply to (If you have more than one email address you can have a different response for each), and '''Days'''.
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##Tick '''Filter Disabled''' if you do not want the rule to be immediately activated.
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##Click on '''Save'''.
##:[[File:Ooo-5.png|400px|||||||5: Save the filter (rule)]]
#If an Out Of Office rule already exists, and all you want to do is turn it on, select the rule in the filters pane, edit the message and un-tick the disabled tick-box before saving.
#When you come back from being away, simply disable the rule by selecting the rule in the filters pane, tick the disabled tick-box before saving.


==Testing==
Enable/Disable Auto Response message (Out of Office) via Sieve Filter Rules
The Out Of Office system will not respond to emails from your own email address. This is deliberate as it avoids loops when the system replies to an email that will end up back in your inbox, as this would then prompt another automatic response, and so on in an endless loop.


An external email address can be used to test if your Out Of Office is enabled (or disabled), alternatively a colleague could send you a test email as well.
=== Via Squirrelmail (aka Webmail Basic) ===


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[[Category:FAQ]]
==== Initial Setup (First use only) ====
#In the main Webmail interface, click on '''Filters''' (Top right hand side of the page).
#Click on '''Add a new Rule'''
#*In the '''Conditions''' section, click the arrow next to '''Message''' to expand the drop box and choose '''Always'''.
#*In the "Action" section, tick '''Vacation / Autoresponder''', and complete the '''Subject''' (optional), '''Addresses''' (required), '''Days''' (required, default setting of 7 is usually fine) and '''Message'''.
#At the bottom press button, tick '''Enabled''' if you want to the Out Office Office to be activate, and click on '''Add new Rule''' to save.

==== Enable or Disable ====
#In the main Webmail interface, click on '''Filters''' (Top right hand side of the page).
# Locate the out Of Office Rule and select it by ticking the box, and click on '''Enable''' (or '''Disable''') at the bottom of the page.

==== Editing the message ====
#In the main Webmail interface, click on '''Filters''' (Top right hand side of the page).
#Locate the out Of Office Rule and click on '''Edit'''.
#Edit the message and click on '''Apply Changes''' at the bottom of the page.

=== Via Roundcube (Webmail Plus) ===
#In the main window, click on '''Personal Settings''' (top right) and then select '''Filters''' from the tabs that are displayed.
#*On the left hand side you will see a list of filter sets. Only one set can be active at a time, but each set can have multiple rules. if you see one called ''phpscript'', this is a filter set created by Squirrelmail (the more basic webmail system).

==== Initial Setup (First use only) ====
#At the bottom of the filter sets list, click on the '''+''' sign to add a new set.
#*Give the new set a meaningful name, and do not import rules from another set.
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#With the new filter set selected, add a new filter by clicking on the '''+''' sign at the bottom of the list of filters.
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#*Give the new rule a meaningful name like ''Out Of Office''.
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#*In ''For Incoming Mail'', select '''All Messages'''
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#*In ''execute the following actions'', select '''Reply With Message'''.
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#*Complete the '''Message Body''', '''Message Subject''', '''Additional list of recipient e-mails''' (with all your email addresses that you want this message to apply to (If you have more than one email address you can have a different response for each), and '''Days'''.
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#Tick '''Filter Disabled''' if you do not want the rule to be immediately activated.
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#Click on '''Save'''.

==== Enable and Disable ====
#If the Filter Set name with the Out Of Office rule is not in '''bold''', click on the image of the Cog at the bottom, and select '''Enable/Disable'''.
#To Enable/Disable an individual rule, use the Cog at the bottom of the Filters list. If it is active it will be in '''Bold''', else it will be in Grey.

==== Editing the message ====
#Select the Filter Set, and then the Filter and the rule will appear on the right. Make your modifications and click on '''Save'''.

== More about Sieves Filter Rule ==
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The sieve server side rule system are very comprehensive and more details can be found [[What_are_server_side_rules|here]]

== Auto Response (Depricated) ==

This method is due to be removed in early 2014

Log in to your email account using Squirrelmail ( Webmail Plus - [[How do I access Webmail|Instructions]]). There should be a link across the top of the page to '''Auto Response'''. You will also find a link to it in '''Options'''.

There are three sections to this settings:

#Forward.
#:In this section, if you add an email address to the '''To''' box, and tick the option, all emails to you will be forwarded to that address.
#Reply.
#:There are four parts to this section. When the Reply feature is enabled it will reply to all emails send to the addresses in the '''alias''' box, with the message in the '''Subject''' and '''Message''' boxes. The system will only send one reply to each sender, in each cycle of being used, but if you also tick '''Empty Reply Cache''' the records of who has been responded to will be emptied, so if you just need to change your message you can use this option rather than disabling and then re-enabling the auto-response.
#Keep A Copy Here.
#:You should normally keep this ticked at all times. The only time you might want to use this option is on the mailbox of a user who no longer works for you. You should also always use the '''unfiltered''' option as we do not use the auto-response spam filter.

It is very important to click on the '''FINISH''' button to save your changes and to active the settings. When you click this button the page will reload, and at the top it will confirm your new settings.

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[[Category:HowTo]]
[[Category:Email]]
[[Category:Email]]

Latest revision as of 17:13, 21 December 2018

All the server side rules, including out of office, are done through the server's web interface. If you do not know the name of your mail server, you can look it up here

This how-to describes setting your out of office via Roundcube, which we also refer to as Webmail Plus. The sieve server side rule system is very comprehensive and more details can be found here

  1. Go to the web interface for your mail server and click on the Out Of Office link
    1: Web Interface
  2. if an out of office rule already exists, select it and go to the next set of steps, otherwise add a new out of office rule:
    1. At the bottom of the filter sets list, click on the + sign to add a new set, give it a name like Roundcube and save it. if you see one called phpscript, that is a set of filters generated by Squirrelmail, the other webmail system.
      2: Add a new filter set 3: Save the filter set
    2. With the new filter set selected, add a new filter by clicking on the + sign at the bottom of the list of filters,
      4: Add a new filter (rule)
      • Give the new rule a meaningful name like Out Of Office.
      • In For Incoming Mail, select All Messages
      • In execute the following actions, select Reply With Message.
      • Complete the Message Body, Message Subject, Additional list of recipient e-mails (with all your email addresses that you want this message to apply to (If you have more than one email address you can have a different response for each), and Days.
    3. Tick Filter Disabled if you do not want the rule to be immediately activated.
    4. Click on Save.
      5: Save the filter (rule)
  3. If an Out Of Office rule already exists, and all you want to do is turn it on, select the rule in the filters pane, edit the message and un-tick the disabled tick-box before saving.
  4. When you come back from being away, simply disable the rule by selecting the rule in the filters pane, tick the disabled tick-box before saving.

Testing

The Out Of Office system will not respond to emails from your own email address. This is deliberate as it avoids loops when the system replies to an email that will end up back in your inbox, as this would then prompt another automatic response, and so on in an endless loop.

An external email address can be used to test if your Out Of Office is enabled (or disabled), alternatively a colleague could send you a test email as well.

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