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]]
== Auto Response ==


#Go to the web interface for your mail server and click on the '''Out Of Office''' link
Log in to your email account using webmail ([[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'''.
#:[[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]]
##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) ]]
##*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'''.
##Tick '''Filter Disabled''' if you do not want the rule to be immediately activated.
##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==
There are three sections to this settings:
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.
#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.


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[[Category:FAQ]]
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.

== Sieve Filter Rule ==

Enable/Disable Auto Response message (Out of Office) via Sieve Filter Rules

=== Step 1 (Each time) Open Sieves Filter Rule Page ===
#Go to [https://remote.domain.com https://myremote.domain.com]<br/>'''Please use the link that was provided to you to access your own corporate portal'''
#(optional) Press continue if a warning appears...
#When prompted for credentials, '''connect with your username/password'''
#Go to '''Webmail'''
#Go to '''Filters''' in the top menu (You will also find a link to it in Options)
#:Remark: Do not mistake with the '''Auto Response''' menu entry which is currently not working and will be deprecated soon.

=== Step 2 (Only first time) Initial Setup ===
#'''Add a new Rule'''
#In the '''Conditions''' section, click the arrow next to '''Message''' to expand the drop box and choose '''Always'''
This means that auto response will be sent for all message received.
#In the "Action" section, select/check mark Vacation / Autoresponder
#Complete the form
#:Enter a '''Subject''' line e.g '''Out of Office''' or anything you like
#:Enter your '''Message'''
#At the bottom press button '''Add new Rule''' to validate
#:Remark: by default the new added rule is Enabled.

=== Step 3 (Each time) Enable or Disable ===
# Select Rule (by check marking litlle box in front of it)
# Enable/Disable the rule as needed by pressing Enable or Disable button while rule is selected.

=== Step 4 (as needed) Change existing settings (Subject, Message, etc...) ===
# Follow step 1 above '''if not already connected'''
# Follow step 2 above '''if no rule exist yet'''
# Click in '''Edit''' link for the corresponding existing rule
# '''Change settings/form as needed'''
# At the bottom press button '''Apply Changes'''

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

⚫
On the page that comes up will be a list of your current rules. The sieve server side rule system are very comprehensive and more details can be found [[What_are_server_side_rules|here]].

Click on '''Add a New Rule''' and you will be presented with a page with three main sections:

#Condition...
#:In this section you set the conditions that need to be met in order for the rule to apply. This can be very useful when you have multiple email addresses and would like different replies depending on who the incoming message was sent to, or would like a different message to internal staff, perhaps indicating how they could hold of you in an emergency.
#:Most of the time, however, you just want a "match all" condition. This can be done by selecting '''Headers''' from the first drop down, '''To or CC''' from the second drop down, '''matches wildcard''' from the third, and then an asterisk (*) in the final box. This will match all incoming emails with a To address or CC address, which should be every email.
#Action...
#:In this section there are six options. As you select one you may get additional options, but in this case we want to select '''Vacation'''. You need to fill in the reply message, as well as set the number of days the system remembers addresses it has already send replies to. You also need to list your email addresses, as you may have some aliased to your mailbox that should not trigger a response.
#More Actions...
#:In the last section you can disable the rule, which is all you would normally do when you return, and you can also stop any further rules from running (based on the sequence set in the main filter list page). The other options are usually used in other actions.

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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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