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Setup DoNotReply mailbox in Exchange 2003 and Outlook 2007 to reply but not accept email

Hello EE,

We have an account we are setting up for DoNotReply that we want to email back to users a template and not accept email into the mailbox.  Can anyone tell me how best to set the mailbox not to accept email and to only reply/reject incoming mail
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bergquistcompany
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bergquistcompany
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1 Solution
 
mo_patelCommented:
a quick and simple way would be to send your donotreply emails and then simply disable the account, NOT DELETE so it stops the mailbox from receiving emails.

when you want to use it again simple re-enable it.

Thanks
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bergquistcompanyAuthor Commented:
What I want is rather then a technician replying to users we use a generic donotreply email address (internal only so doesn't have to go outside) and if the user hits reply rather than going into the system to communicate through the proper process they get a donotreply message to do step1 and step2 (aka follow the process)
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mo_patelCommented:
or To block all incoming "Internet" mail traffic for a specific user follow these steps:

Click "Start", point to "Programs", point to "Administrative Tools", and then click "Active Directory Users and Computers".
Right-click the user account, and then click "Properties".
 

Click the "Exchange General" tab.
Click "Delivery Restrictions".
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bergquistcompanyAuthor Commented:
So I could put only from myself and then everyone else will be rejected.  Can you edit the response they receive as I'd like to remind them the proper process.
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mo_patelCommented:
the above wont work on internal users as thats for only external emails.  from what i understand all you want is a message to users if the reply to the donotreply mail, in case follow this: All you need is a auto reply setup

How to Define a Rule to Send an Automatic Reply

On the Tools menu, click Rules Wizard.
In the Rules Wizard dialog box, click New.
Under Which type of rule do you want to create, click the Check messages when they arrive check box, and then click Next.
Under Which condition(s) do you want to check, click to select the Sent Only To Me check box, or any other criteria that you want, and then click Next.
Under What do you want to do with the message, click to select the have server reply using a specific message check box.
Under Rule Description, click the underlined phrase a specific message. If this is the first time that you have created a server-side rule, click Yes when you receive the following prompt:
You are creating a rule that will be incompatible with versions of Outlook earlier than Outlook 2000. If you create this rule, you cannot use your rules with Outlook 98 and earlier versions. For more information, search for help on "Upgrading Rules." Are you sure you want to create this rule
NOTE: This prompt only occurs once. If you use these steps again, you will not receive this prompt.
In the Rule Description, click a specific message.
In the untitled message View menu, type the subject and the message body that you want to be sent, and then click Save and Close.
Complete the Rule Wizard instructions, click Finish and then click OK.
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bergquistcompanyAuthor Commented:
I think this sounds right but I get "One or more rules cannot be uploaded to Microsoft Exchange and have been deactivated.  This could be because some of the parameters are not supported, or there is insufficient space to store all of your rules"

I have one rule:
Apply this rule after the message arrives
have server reply using DoNotReply

The DoNotReply message is:
Please do NOT reply to this message.  This message is sent from an unmonitored address.  To reach the technician working on your case, please log into ServiceDesk and reply from within the system application.
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mo_patelCommented:
this happens if your rule name is too big, shorten the rule name.

Rename your rules to a shorter name. To rename a rule in Outlook, follow these steps.

For Outlook 2010:
On the File tab, click Info.
Then, click Manage Rules and Alerts.
On the E-mail Rules tab, click the rule that you want to rename.
Click Change Rules, and then click Rename Rule.
Type a new, shorter name for the rule, and then click OK.
Click OK to close the Rules and Alerts dialog box.
Click Home to return to the main Outlook 2010 window.

For Outlook 2007 and Outlook 2003:
On the Tools menu, click Rules and Alerts.
On the E-mail Rules tab, click the rule that you want to rename.
In the Change Rule list, click Rename Rule.
Type a new, shorter name for the rule, and then click OK.
Click OK to close the Rules and Alerts dialog box.
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bergquistcompanyAuthor Commented:
I'm on Outlook 2007 so followed your steps.  named the rule DNR and still error
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mo_patelCommented:
try this:

On the Tools menu, click E-mail Accounts.
Click View or change existing e-mail accounts, and then click Next.
In the Deliver new e-mail to the following location box, click the appropriate Microsoft Exchange folder, and then click Finish.
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mo_patelCommented:
or:

 there is a limit depending on which version of Exchange you are using. This MSKB article explains it further:
http://support.microsoft.com/kb/886616 - There is a page that shows you

http://www.sperrysoftware.com/Outlook/how-to-save-space-in-Outlook-rules.asp

how to squeeze the most amount of space out of your Outlook rules</a> on a different site.
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bergquistcompanyAuthor Commented:
Thanks that got me on the right track.  turns out had multiple profiles on that machine so when I did it form another machine worked.  The space thing clued me in thanks
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