Exchange Online: Automatic Reply to every email
Outlook (Automatic Replies) Tuesday, 18 April 2023 by paul

Adding a normal automatic reply on a mailbox limits the replies to only one per sender. If a user sends 10 emails to a mailbox then they will only get an automatic reply to the first email. Sometimes it is requirement to send a reply to every email received.

This can be accomplished by using mailbox rules instead of the automatic reply function. Please note that the rule must be created in the Outlook desktop client as the required rule options are not available in the Outlook web client. To set one up follow these steps:

  1. Create an Outlook desktop client profile for the shared mailbox (can be done in the control panel mail applet)
  2. Open Outlook using the new shared mailbox profile (you can switch profile in Outlook by selecting Files -> Account Settings -> Change Profile)
  3. In the menu bar go to Move -> Rules -> “Manage Rules & Alerts…”
  4. Press “New Rule…” button
  5. In the rule wizard select “Apply rule on messages I receive” and press “Next”
  6. Select “where my name is in the To or Cc box” and press “Next”
  7. Tick “have server reply using a specific message” and click on “a specific message” to enter the subject/body of the reply. Save and close the email and then press “Next” in the Rules Wizard.
  8. Configure any exceptions or just press “Next” in the rules wizard
  9. Enter the name of the rule. Something meaningful like “Automatic reply to every message”
  10. Press “Finish”, in the rule wizard, and then “OK” to save your rule changes

Now the specified reply will be sent to every email received by the mailbox.

Please note you will need to use the Outlook client to edit any changes to this rule.

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