Office 365 Outlook Auto Response

Today I'm going to show you how to create an Auto Response email from Outlook that will reply to the sender on every occasion, rather than using an Out of Office that will reply only once to each unique sender.

This works for both shared mailboxes as well as licensed. In this example we're going to be showing you how to apply it to a Shared Mailbox as it's the more complicated version. Lets get started...

Log into your Office 365 administration panel and select the Shared Mailbox you wish to apply the Auto Response to. Ensure you are selecting the Shared Mailbox from the Active Users  link with the Users group on the side panel. Do not select it from the Groups option because their a more settings available within the Active Users section. See the following example:

Click change password as shown in the example above and apply a password to your Shared Mailbox. This is a new feature and wasn't available previously.

Once you've applied the password and saved it, you can then configure a separate profile in Outlook to connect to this Shared Mailbox. If you're not sure how to create a separate profile here is a good article that covers the process. Sometimes the profiles also get corrupted and can be manually deleted through the registry here:


Once you've created the new profile, open Outlook using that newly created profile and ensure you've selected the Shared mailbox root and then click Rules > Manage Rules & Alerts from the ribbon menu as in the following example:

Now click New Rule:

Then select Apply rule on messages I receive and click Next:

Select "Sent only to me" and click Next:

Select the option box "have server reply using a specific message". At the bottom of the rule window, click on the link – a specific message to provide the email wording you want in your reply:

As a result, a “New mail” will appear. This is a mail template that will ‘contain” the Automatic reply content. Click Save & Close when you're done. It should look similar to the following example:

Finally name your Rule and click Finish:

You're all set! Anyone that sends an email to this account will now receive an Auto Response on every occasion.

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3 Responses

  1. Thank you for the good article. I am working with Exchange on-premise and tried it on a shared mailbox. Testing inside the organisation was succesfull, but the reply is not sent if the received mail comes from outside the organization. Am I missing something or is this standard behavior?
  2. Thank you for the good article. I work with Exchange on-premises and I tried this with a shared mailbox. If mail is received from within the organization, the reply is sent as expected. However, if mail is received from outside the organization, no reply is sent. Am I missing something or does this only work internally?
    • Matrix7
      Hi Erik, I haven't worked with On-Prem Exchange since version 2010. All our clients have been moved to O365. From memory, you need to ensure that the Message Delivery Restrictions for the shared mailbox are set to Accept Messages From All Senders. Historically this was done through the properties of the shared mailbox under the Mail Flow Settings tab > Message Delivery Restrictions > Message Delivery Restrictions > Properties and then ensure "All Senders" is selected and the you uncheck the option "Require that all senders are authenticated". I hope that makes sense... Team Matrix 7

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