How to set my Out Of Office message

Filter Rule (Sieve)

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

Via Roundcube (Webmail Plus)

1. 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)

1. 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.
2. With the new filter set selected, add a new filter by clicking on the + sign at the bottom of the list of filters.
   • 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.

Enable and Disable

1. 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.
2. 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

1. Select the Filter Set, and then the Filter and the rule will appear on the right. Make your modifications and click on Save.

Via Squirrelmail (aka Webmail Basic)

Initial Setup (First use only)

1. In the main Webmail interface, click on Filters (Top right hand side of the page).
2. 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.
3. At the bottom press button, tick Disable if you want to the Out Office Office to be disabled for now (it would automatically be activated otherwise), and click on Add new Rule to save. (Note: in some circumstance, you may need to to click on Aply Changes after adding the rule for rule to be effectively fully saved).
4. Depending on option chosen above, you would see the new added rule with status DISABLED if inactive, or no status mentioned if active.

Enable or Disable

1. In the main Webmail interface, click on Filters (Top right hand side of the page).
2. 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

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

More about Sieves Filter Rule

The sieve server side rule system are very comprehensive and more details can be found here

Auto Response (Depricated)

    The Squirmail Auto Response feature has now been removed as of 4th March 2014.

The two method above (on this page) described alternative ways of setting up Auto Response messages (aka Out of Office).

Would you have to deactivate an existing active Auto Response, please contact our IT support team by telephone +44 870 757 2824, next available engineer would assist you.