Setting up or modifying automatic reply emails (for shared mailboxes)

Setting up automatic replies can allow users to send generic messages as replies when emails are received. Additionally, automatic replies allow users to set up an 'Out of Office' reply to advise of staff absence. This advice is for shared mailboxes, e.g. membership@dietitiansaustralia.org.au, not a staff member's primary account.

1. To set up or modify an existing auto-reply, log in to email from https://outlook.office365.com using your primary Windows and Office login details. It's necessary to use the Outlook website because the desktop app cannot manage settings for shared imailboxes.

2. In the top right corner of the Outlook 'web app' page, click on your profile icon. This will either be your profile photo or a circle with your account name's initials.

3. To edit a shared mailbox's automatic replies, click ‘Open another mailbox’. A pop-up will then appear.

4. Enter the name or email address for the shared mailbox. Click the matching result from the mailbox dropdown list.

5. If you have permission to access it, the shared mailbox will open in a separate browser tab. Click on the 'Settings' cog icon on the top right of the toolbar.

Make sure you are in the Mail menu to the left of the Settings pop-up window.

Then click ‘Automatic replies’ on the secondary menu.

Here you can switch on automatic replies and set a time frame. If you do not set a time frame, the automatic reply will be active until it is manually turned off.

Below this you have the option to enter an automatic reply to email addresses inside your organization, as well as to send a different automatic reply to emails from outside your organization.

Once you have turned on automatic replies and entered the text for your automatic reply, hit Save.