Automatic reply from Microsoft 365 shared mailbox account

Automatic reply is one of the most widely used in any corporate sector for an acknowledgement mail to the sender.

 

In this blog, I will discuss how to set up an automated reply to a shared mailbox in Microsoft 365 using Exchange Admin. 

If you want to create an auto-reply to a shared mailbox or a regular mailbox then follow the below instructions.

 

Exchange administrators can also enable automatic replies for user, without logging in to the mailbox by using the Exchange Admin Center (Through mail flow rule).

 

For configuration of automatic reply you need to create a shared mailbox features, like Hr@techcloudsuraj.com or carrier@techcloudsuraj.com 

 

Once the shared mailbox creation done then you have to assigned the policies to the Hr people those are work in Hr. department, Once the policy assignment done then you to open the shared mailbox from open with the another mail account, and create the Out of office message like (or you can create the rule from the exchange admin center through mail flow section) 

Method 1

• Sign in to the Microsoft 365 Sign in.
• Click on Users > Active users (or Groups > Shared mailboxes if you set this on a shared mailbox).
• Select the user who has a Microsoft Exchange mailbox.
• On the flyout menu on the right, click on Mail settings > Automatic replies (if it's a shared mailbox, just click on Automatic replies on the flyout).

Dear Concern,

 

Thanks for applying to ABC. Your application has been received and we will review it right away.

If your application seems like a good fit for the position we will contact you soon as possible.

 

Regards,

Team ABC

 

If the Hr. people want to see this message in the inbox instead of by assessing any folder/shared mailbox then you need to create a rule through the mail flow section.

 

Method 2. For rule configuration, follow the below steps.

1. Go to the Microsoft 365 Sign in 

2. Then click on Exchange and create a new rule

3. In the rule section you have to type the recipient’s shared mailbox id i.e Hr@techcloudsuraj.com or carrier@techcloudsuraj.com 

4. Then click on do the following and applied to the BCC message to the rule the Hr’s actual id i.e. suraj@techcloudsuraj.com

5. And navigate to it to the Notify with the custom message, and add the message which are in above highlighted in italic mode.

Once the rule setup done then whenever the sender send an email to shared mailbox id i.e., on Hr@techcloudsuraj.com or carrier@techcloudsuraj.com, the sender will automatically received an acknowledge mail.

 

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