Auto Reply for all e-mails coming to a specific mailbox

Posted on 2004-03-23
Last Modified: 2008-12-11
- I am using Outlook 2000.
- If you have a personal mailbox setup and a group mailbox setup in 1 profile, is it possible to setup a rule, for the group mailbox,  to auto reply to all e-mails.
   - I have found that the rules will only apply to your personal mailbox (or the first mailbox that is setup in the profile)
   - My goal is to have an e-mail template (which I have setup) to be sent to any e-mails received by the group mailbox

- Is there a way to get Outlook to process a rule more than 1 time for the same criteria (for the rule), without closing and re-opening Outlook?
    - For example, I have a rule setup for to send a auto reply for any e-mails where my name is in the "to" box. If I leave Outlook open  
      the rule will only run 1 time for each sender.

Thanks in advance
Question by:ksbmw2040
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Accepted Solution

millicent_lam earned 500 total points
ID: 10658492
You must open Outlook as the Group Mailbox recipient in order to set up the rules. Let's assume the group mailbox is called "GroupBox". Here are the steps:

1. Right-click on the Outlook icon on your desktop
2. Click Properties
3. Click Show Profiles
4. Click Add
5. You will now see the Outlook Setup Wizard. Go to the wizard and when asked to enter the name, enter "GroupBox"
6. Once finished, you will go back to the Properties dialog box. On the "When starting Microsoft Outlook, use this profile..." drop-list, select this newly created profile.

Now you can open Outlook and you should be able to see the Inbox which says "GroupBox" as opposed to an individual's name. Create your rules as per normal. Do not forget to run the rules on the Exchange Server, not on the client. If all these rules are run on the Exchange, they will be running at all times.


Author Comment

ID: 10658867
Thank you millicent lam. If I create rules they are only applying to my personal mailbox and not the "Groupbox" mailbox by default (I have both mailboxes setup in the profile). Is there anything special that must be done in order to get the rules to apply to the "Groupbox" mailbox and not my personal one?

Thanks again

Expert Comment

ID: 10659668
If you have followed my suggestions correctly, then you should only be reading the Group Mailbox. I think you must have connected to the Group Mailbox via Tools > Services in your Outlook etc. Is the Group Mailbox currently shown on the Folder List? Can you explain what you mean by "both mailboxes in one profile"?

The purpose of my method is to create a different profile for the Group Mailbox. In that way, you can create rules which can be run on the Exchange Server.

Author Comment

ID: 10663511
Thank you....that makes sense...I will try that and let you know what happens

Thanks again
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Author Comment

ID: 10673346
How do you set up rules on the exchange server when all of the rules in the Outlook client are client based?

Expert Comment

ID: 10675871
After you have open Outlook using the GroupBox profile, you can literally create rules on the Exchange Server. You will need to create the rules from scratch.

How do you set up the rules for the GroupBox?

Author Comment

ID: 10676017
By going to -> Tools -> Rules Wizard. I do not have access to the Exchange server.

Author Comment

ID: 10676672
Millicent lam. using your suggestions along with some other advice I was able to get the rules setup. Thank you for your persistence and advice.

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