Examples of use - Out of Office Manager
Unify your corporate automatic reply design
In CodeTwo Out of Office Manager, you create one uniform Out of Office email template for multiple mailboxes. This means that, when a contact receives automatic replies from different users in your organization, emails don’t look like they came from different planets. Instead, they share the same scheme and, thanks to integration with Active Directory, contain details like users’ names, phone numbers, emails, etc.
Take full control over Out of Office settings in your organization
In Exchange and Office 365 environments automatic reply policies set by users are actually stored on servers and not in people’s email clients. Using CodeTwo Out of Office Manager you gain full access to those settings, which enables you to view, modify and introduce new ones. Basically, your desk becomes the Out of Office central for the whole company.
Avoid security breaches
In an effort to enforce organization-wide automatic reply guidelines, many companies resort to letting non-administrator users (e.g. HR specialists) access other users’ mailboxes with full permissions. This creates a major security risk and can be seen as an invasion of privacy.
CodeTwo Out of Office Manager automatically solves security and privacy issues, by giving the person in charge of the application only restricted remote access to users’ Out of Office settings, instead of their entire mailboxes!
Let a team leader securely manage auto-replies
CodeTwo Out of Office Manager can be installed on any machine within the organization, e.g. a Human Resources specialist’s desktop. But don’t worry, the Human Resources specialist will not need full permissions to access other users’ mailboxes. It’s enough to assign an account the program’s service runs under (different from the HR specialist’s account) impersonation rights to other users’ mailboxes. This can be done either via the built-in Set permissions button or the following PowerShell command:
New-ManagementRoleAssignment –Name:impersonationAssignmentName –Role:ApplicationImpersonation –User:[user name]
This way the HR specialist continues to use their account with limited permissions and is unable to extract the program service’s credentials. At the same time, he or she gains full control over users’ automatic reply settings via CodeTwo Out of Office Manager.
Eliminate unprofessional messages
Spelling errors, emoticons, unnecessary vacation details, missing return dates, lack of emergency contact information, etc. These are only a few examples of a poorly composed automatic Out of Office emails that can have a negative impact on your company’s image and leave customers, suppliers and other contacts confused.
With CodeTwo Out of Office Manager, you can finally make sure that unfitting elements and critical information do not leave your company in your automatic replies. And since you will be creating one template for multiple users, spellchecking is a breeze.
Keep track of employees' vacation start and end dates
Research shows that 18% of business workers forget to turn on automatic replies when going on vacations, business trips, conferences, etc. This is a statistic not to be taken lightly. Imagine trying to reach your contact and not getting any answer – even if in the end you decide to stick with it and call a general line, the damage is done.
CodeTwo Out of Office Manager eliminates the risk of such mishaps by letting e.g. a Human Resources specialist or a team leader manage employees’ off work dates in a clear calendar view, simultaneously setting automatic replies for these periods.
For the same reasons, the program is a lifesaver when a worker calls in sick, has to extend their absence or forgets to switch off their Out of Office assistant.
Create a new communication channel
Thanks to CodeTwo Out of Office Manager, you gain access to a totally new communication channel, through which you can engage both internal and external contacts. Your employees' away notices can now include centrally added promotional links, upcoming events information, corporate news, product ads, memos... And why not boost your employee referral strategy by mentioning current job vacancies?
Create an auto reply for a shared mailbox
Setting up auto replies for shared mailboxes in Exchange and Office 365 might be a difficult task. Thanks to CodeTwo Out of Office Manager, you can create an auto-reply for a shared mailbox as easily, as for any other mailbox.
Here are some examples of how you can use automatic responses for a shared mailbox:
- to notify your customers that someone from the team will get in touch with them quickly,
- to give your clients alternative contact details,
- to inform the senders when your office is open.