Why is Outlook 2010 sending an automatic reply to every message from the same sender?

eemmpph
eemmpph used Ask the Experts™
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My co-worker is running Outlook 2010 on her computer, against Exchange 2010 on the Server.  She is on vacation.

She has set up an automatic reply (both to "inside my organization" and "outside my organization").  See image below:

Auto-Reply.jpg
When I sent her 3 different emails, I received three out of office replies.  I thought Outlook sends an "out of office" response only on the first occurrence of an email from a sender.

Is there a setting that I need to change here?

Thanks for your help.
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Probably the auto reply is not set through automatic Auto reply but a rule is created for auto reply to delete auto reply please navigate to

 File tab.

Manage rules and alerts

Click Rules, and then click delete Rule which is set for automatic reply. or

To turn Automatic Replies rules on or off, in the Automatic Reply Rules dialog box, select or clear the check box of the rule that you want to turn on or off.

here you can read more how to turn off rules for auto reply to each email.

https://support.office.com/en-us/article/Send-Out-of-Office-notices-automatically-with-an-Exchange-account-9742f476-5348-4f9f-997f-5e208513bd67

Author

Commented:
There is only one rule in my co-workers Outlook.  It states, for incoming email, forward a copy to the receptionist.  That way, the receptionist would be able to respond to any important email while the co-worker is on vacation.  Would this interrupt the out of office reply?
Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015

Commented:
The answer of Excel amusant is a very incomplete one.

"Auto Reply with rules" would not work, it will still send only one mail per sender.
Using rules instead of Auto Replies might be enabled indeed, and the only way I know of to get out-of-office messages for every mail sent instead of the first of each sender only. So if you can do that, go into the user's mailbox and see if (server) rules are active.
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Author

Commented:
The Automatic Replies is set by clicking on "File", Automatic Replies (Out of Office) in Outlook 2010.  That brings up the dialog box that appears below:

Auto Reply
Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015

Commented:
That single rule should not interfere with OOF (or OOO). Otherwise people sending mails while OOO would reset the "cache" each time, and I never heard of that.

If there is no rule, might it be something (like VBA or PowerShell code) which switches OOO off and on each day or so? Doing that resets the "cache" (and is the "recommended" [read: only known] approach).
Sadly there is no reliable way to find out but to catch the code, i.e. in Task Scheduler.

Author

Commented:
With regard to:  'go into the user's mailbox and see if (server) rules are active", where do I go to see if (server) rules are active?  Outlook or Exchange?

Author

Commented:
Or, are you referring to the "Microsoft Exchange Add-in" in Outlook?

Author

Commented:
Here is a summary of what I would like to have happen:

1)  When anyone, inside or outside the organization, sends an email to the co-worker, do this:

      a) if this is the first email from the sender, automatically generate an "Out of Office" response to the sender.
      b) for 2 or more emails from the same sender, do nothing.

2)  When an email arrives in the co-worker's mailbox, forward a copy to the receptionist.
Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015

Commented:
1) is the default behaviour you cannot change (except by switching off and on OOF, as said above).
2) is done by the existing rule.

You already located the rule doing 2), and from the screenshot I assume you did in Outlook, which shows you all rules. In OWA you have a restricted sight (no client side rules). I guess we can forget about any rule being related to OOF.

Is the co-workers PC shut down? That eliminates a lot of "culprits" if so.

Author

Commented:
The co-workers computer is not shut down.  No Microsoft software is running other than the operating system.  The computer is in a locked state.

I guess it really is not a big deal to have an Out of Office response to every email that is sent to the co-worker.
Qlemo;

You are wrong. It is possible to get auto reply to every email send by a sender If the auto reply is set through rules and have server reply is selected.

check it.
Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015

Commented:
E.a.: any proof for that statement?
Since the OP does not see any rule, OOF is used. OOF rules do not support anything like "have server reply" anywhere.
Of course you can use a normal rule to send an auto-reply, but that is not the case here.

Author

Commented:
Well, things seem to be working okay.  Yesterday i sent 2 emails to my co-worker, and DID NOT receive an OOF message to either of them.  So I guess her Outlook 2010 and Exchange 2010 are working fine now.  I have no clue as to how the out of office replies are working normally now.
Qlemo,

You can test it in your outlook. I already did it and tested.

Below is the screenshot the way you need to set the rule.

Apply-rule-outlook.PNGApply-rule-outlook-2.PNGApply-rule-outlook-3.PNGApply-rule-outlook-4.PNG
Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015

Commented:
As said, that is a normal rule, no OOF one. And that it can be done with that  I've described that in short in http:#a41377111. Normal rules are visible in the rules list, and there is no such rule for the OP.
You were (seemingly) talking about OOF rules all the time, that was what puzzled me.
I never said OOF rule, and in your message you said that auto reply with rule won't work.

Just wanted to show that it was possible.
Qlemo"Batchelor", Developer and EE Topic Advisor
Top Expert 2015
Commented:
The confusion originates from "auto reply", which is commonly used synonym with OOF. See http:#a41377114 for proof inside of Outlook. OOF is "Automatic Replies" there ;-).

Author

Commented:
Thank you very much!

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