Outlook Rule

Glenn Maxwell 10,146 Reputation points
2021-05-07T21:54:46.993+00:00

Hi All

I want to create an autoreply for a DL, so i have created a shared mailbox and added it to the DL. I want to create an outlook rule for auto reply for the shared mailbox and this rule should work only for internal users. i dont want this rule to work for external users, so how do i create the outlook rule on shared mailbox for internal users. i am trying the below but not sure how to proceed further.

Apply this rule after the message arrives
Next
have server reply using a specific message
Next

Microsoft Exchange Online Management
Microsoft Exchange Online Management
Microsoft Exchange Online: A Microsoft email and calendaring hosted service.Management: The act or process of organizing, handling, directing or controlling something.
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Exchange Server Management
Exchange Server Management
Exchange Server: A family of Microsoft client/server messaging and collaboration software.Management: The act or process of organizing, handling, directing or controlling something.
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  1. Yuki Sun-MSFT 40,871 Reputation points
    2021-05-10T06:08:04.083+00:00

    Hi @Glenn Maxwell ,

    So actually by adding the shared mailbox to the DL, you are hoping it can help send the autoreply for the DL to internal users, correct?

    i am trying the below but not sure how to proceed further.
    Apply this rule after the message arrives
    Next
    have server reply using a specific message
    Next

    By this, do you mean you have already completed the steps to grant the full access permission to the shared mailbox and have added it as a separated email account in Outlook client? If so, it's suggested to add the condition below in the Outlook inbox rule so that the auto reply will only be sent to internal users only:

    With "X-MS-Exchange-Organization-AuthAs: Internal" in the message header

    Basically the rule is similar to as follows:
    95123-rule.jpg

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  1. Yuki Sun-MSFT 40,871 Reputation points
    2021-05-10T02:47:05.967+00:00

    Hi GlennMaxwell-2309,

    I want to create an outlook rule for auto reply for the shared mailbox and this rule should work only for internal users.

    Noticed that you are using exchange-online related tags for this issue, so I am assuming that you are running Exchange Online, right? If this is the case, instead of using Outlook rules, normally we can refer to the official document below to set the auto reply for a user mailbox or shared mailbox:

    How to set automatic replies on a user's mailbox in Office 365

    Method1:

    1. Sign in to the Microsoft 365 Admin Center.
    2. Locate Groups > Shared mailboxes, select the shared mailbox.
    3. On the flyout menu on the right, locate Automatic replies, click Edit, modify the settings to set auto replies for internal senders only:
      95092-1.jpg
      95115-2.jpg

    Method2:

    1. Sign in to the Microsoft 365 admin portal by using administrator credentials.
    2. Expand Admin Centers, and then select Exchange.
    3. Click the picture in the upper-right corner, select Another User, and then select the shared mailbox that you want to change.
    4. On the left side, select Options, click Organize E-mail, and then click Automatic replies and make the changes:
      95073-4.jpg

    Method3:
    Run the cmdlet which is similar to the below in Exchange Online PowerShell: 

    Set-MailboxAutoReplyConfiguration -Identity sharedmailbox01 -AutoReplyState Scheduled -StartTime "5/10/2021 08:00:00" -EndTime "5/15/2021 17:00:00" -InternalMessage "Internal auto-reply message"

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