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

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(Created page with 'There are two ways of setting up an out of office message on our servers. == Auto Response == Log in to your email account using webmail ([[How do I access Webmail|Instructions...')
 
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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.


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.


[[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.
[[Category:Email]]

== Sieve Filter Rule ==

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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