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Send and Auto reply email from Specific Email addresses - SBS2011 - Exchange 2010

Posted on 2015-01-08
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Last Modified: 2015-01-09
Hi All.

Our client has asked us to set-up and autoreply message on their SBS2011 Server (Exchange 2010) when an email is received to specific addresses or perhaps a group.

So to clarify - an email comes in to persona@abc.com or personb@abc.com or even personc@abc.com. There needs to be an automatic email sent back (Without user intervention) - a bit like the out of office auto reply but on a permanent basis and the email still needs to get thorough to the users mailbox.

Is this possible please and if so - how?

Thank you
Andy
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Question by:AndyKeen
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VB ITS earned 2000 total points
ID: 40537906
You can do this by creating a server side rule in Outlook on each user's machines. This means that Outlook doesn't have to be running for the autoreplies to work. Unfortunately you can't configure this sort of rule through OWA so you're forced to do it through Outlook.

I'll be using Outlook 2010 for the below instructions as you haven't specified what version of Outlook you are using:

In Outlook, click on Rules in the ribbon bar in the Home tab > Manage Rules & Alerts...
Click on New Rule... > underneath Start from a blank rule select Apply rule on messages I receive > click Next
Do not select any options in this window, simply click Next > you will be prompted that the rule will apply to every message you receive > click Yes
In the next window, tick the have server reply using a specific message box > click on a specific message in the bottom box which will be underlined in blue text
Server-Side-Autoreply.png
A new Outlook message window will appear. Leave the To and Cc fields blank, enter a Subject (optional) then type in the contents of your autoreply in the message field > click on the Save & Close button on the top left when done > click Next
Configure any exceptions to this rule if needed > click Next > give the rule a name at the next screen > click Finish when done

Test out the autoreply by sending an email to the user from your own email account.

It is important to remember that if you have configured autoreplies on two separate accounts, never ever allow one of these users send an email to the other or else you will create a loop on your server which can cause issues with Exchange.

It may even be worth creating an exception on this rule so that the autoreply rule won't apply to the users with autoreplies configured on their mailboxes (use the except if from people or distribution list option in this case)

Hope this helps.
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Author Comment

by:AndyKeen
ID: 40538025
Hi VB ITS.

Thank you very much for your help.

Just to confirm - is there anyway I can configure in the Exchange 2010 management console on the SBS2011 server?

Thanks again
Andy
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Expert Comment

by:VB ITS
ID: 40538801
Nope, it needs to be done via Outlook unfortunately.
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Author Closing Comment

by:AndyKeen
ID: 40541281
Excellent response and help
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