How to Configure Automatic Replies for a user in Exchange 2010

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How to Configure Automatic Replies for a user in Exchange 2010

In this post we will see how to configure automatic replies for a user in Exchange server 2010. If you are working as an Exchange Administrator, you would have probably got an email from the user’s manager asking you to configure an automatic reply or Out Of Office for the user. The user is out of office for some reason and he has forgot to set automatic reply and you are required to set Out Of Office for the user. If you are working with previous versions of exchange server then you would need access to user’s mailbox to complete this task.  You would have set the OOF for a user either by granting yourself full access mailbox permission to the user’s mailbox or change the user’s password and log as the user. If you are granting yourself full access mailbox permission to user’s mailbox then you have access to all of the data in the user’s mailbox. As an exchange administrator you should not access user’s mailbox data. If you choose second option i.e. resetting the user’s password and logging in as user and setting OOF, the user after returning to office would be in a surprise to see that his password was changed not knowing who actually changed it.

In Exchange 2010 you can configure auto-reply options for users without using either of the above options. You must be a member of a role group that has either the Mail Recipients or User Options management roles. There are 2 ways to set OOF for a user, the first one is to login to ECP (Exchange Control Panel) and set OOF. Second, using Exchnage Management  Shell. We will see both options in this post.

Configure auto-reply options in Exchange 2010 using the Exchange Control Panel

Login to ECP, from Mail > Options, select Another User.

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Now select the user for whom you want to set OOF message. The selected user is Jason Tim. Click OK.

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A new IE page opens up, on the page below the tab we can see that the exadmin is working on behalf of jason tim. On the right click in Tell people you’re on vacation.

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Select Send Automatic Replies, select the dates between which the OOF replies are active. Type the OOF message and click Save. This OOF message is for the users in the internal organization.

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If you want to send OOO replies to the mails coming from outside the organization, select automatic reply messages to senders outside my organization. Choose Send replies to all external senders. Type the OOF message, Click Save and Close the browser page.

 

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Try sending a mail to the user and you will see the OOF message. This is really good feature, before sending a mail if the user has set OOF reply the sender would come to know about it.

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 Configure auto-reply options in Exchange 2010 using the Exchange Management Shell

Automatic Replies for Jason Tim’s mailbox to be sent between the specified start and end dates along with time and includes an external message and internal message.

Set-MailboxAutoReplyConfiguration jasontim@prajwal.local –AutoReplyState Scheduled –StartTime “2/1/2013” –EndTime 2/2/2013” –ExternalMessage “External OOF message” –InternalMessage “Internal OOF message”

Automatic Replies for Jason Tim’s mailbox to be sent between the specified start and end dates along with time and includes an internal message.

Set-MailboxAutoReplyConfiguration -Identity jasontim -AutoReplyState Scheduled -StartTime “2/1/2013 15:30:00” -EndTime “2/2/2013 15:30:00” -InternalMessage “Internal auto-reply message”

Note : If you are not using the -Autoreplystate “Scheduled”, the OOF message will be sent to senders untill it is disabled.

 

To check Auto-reply settings for a mailbox type the command :- Get-MailboxAutoReplyConfiguration username

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To disable the auto-reply configured for the mailbox the command is

Set-MailboxAutoReplyConfiguration jasontim@prajwal.local –AutoReplyState Disabled –ExternalMessage $null –InternalMessage $null

  • Cristian Cosa

    Nice trick! finally we don’t need to reset user password anymore 😀

  • Ranjit Reddy B

    Thanks a lot Prajwal for our outstanding work in helping others.

  • Sidd Riley

    Hi Prajwal – please assist me to disable out of office option for external email organization in outlook client and also in exchange server. So only option to show is within my organization. /thank You!