How to set my Out Of Office message

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 (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:

1. 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.

2. 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.

3. 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.

Sieve Filter Rule

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

Step 1 (Each time) Open Sieves Filter Rule Page

1. Go to https://myremote.domain.com
   Please use the link that was provided to you to access your own corporate portal (Instructions)
2. (optional) Press continue if a warning appears...
3. When prompted for credentials, connect with your username/password
4. Go to Webmail
5. 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.

6. 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 here.

Step 2 (Only first time) Initial Setup

1. Add a new Rule
2. 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.

1. In the "Action" section, select/check mark Vacation / Autoresponder
2. Complete the form

   Enter a Subject line e.g Out of Office or anything you like

   Enter your Message

3. 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

1. Select Rule (by check marking litlle box in front of it)
2. 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...)

1. Follow step 1 above if not already connected
2. Follow step 2 above if no rule exist yet
3. Click in Edit link for the corresponding existing rule
4. Change settings/form as needed
5. At the bottom press button Apply Changes

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

1. 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.

2. 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.

3. 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.