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How to set up auto-reply for a shared mailbox in Office 365

Purpose

The use of a shared mailbox in Office 365 makes it easy for a group of people to monitor and send email from a common email addresses, like info@contoso.com, support@fourthcoffee.com or contact@contoso.com. As a delegate of a shared mailbox you might want to configure an auto-replay message to confirm the reception of the sender’s email and to set expectations by informing the sender of specific provisions.

Prerequisites

To setup an auto-replay message your computer will need an internet connection and a web browser in order to configure the settings in the Exchange Admin Center (EAC).

Solution

  1. Connect to the Exchange Admin Center by right-clicking on the following link to open it in a separate window:
    https://outlook.office365.com/ecp
  2. Enter your Office 365 account credentials and click on the Sign in button
  3. At the top right-hand side of the website navigation bar click on your account name/picture
  4. Under My Accounts, click on the Another User… link
  5. A pop-up window will appear with a list of shared mailboxes that you have access to
  6. Select the desired shared mailbox and click the OK button
  7. A Mail options window will appear with the account option preselected
  8. In the right window pane click on the Setup an automatic reply message link
  9. Click on the round radio button next to Send automatic replies
  10. If you wish to configure the auto-replay only for a specific period of time then click the checkbox next to Send replies only during this time period: and set the time period during which the auto-repay should operate, otherwise leave the box unchecked
  11. In the first message window type in the message you wish to send to people within your organization (this is optional)
  12. In the second message window type in the message you wish to send to people outside of your organization
  13. Click the Save button to institute the auto-reply
  14. Close the Mail options window
  15. Under My accounts click on the Sign out link