Auto respondThe Auto respond feature in CodeTwo Exchange Rules PRO is used to send autoreplies to messages processed by server. The autoreply can for example be triggered when a new email arrives to the company outside its working hours. It will then send the Out-of-office email in reply.
Watch the video below to see how to create an autoresponder in CodeTwo Exchange Rules PRO in just a few simple steps.
How it works
Typically if you want to send an autoreply to selected messages, you need to configure the autoresponder in your email client and what is worse, the email client needs to be opened in order to do its job (Fig.1.). With CodeTwo Exchange Rules PRO you can activate an Autoresponder rule at the server so that all messages that match the defined criteria (Conditions) receive the autoreplies automatically without the end user’s intervention (Fig.2.).
|Fig.1. Setting up auto-reply manually by the end user.|
|Fig.2. Auto-reply sent by Exchange Rules Pro after applying the rule.|
Click the following link to learn more about how to configure the Autoresponder rule.
How to configure this action
To activate this action to the rule, click Add in the Actions tab and select Auto respond (Fig.3.).
|Fig.3. Choose Auto respond in the Actions tab.|
The Auto respond will appear in the list of actions while the right pane will show the action properties (Fig.4.). You can tune the work of the autoreply in the properties pane window.
|Fig.4. Properties pane for Auto respond|
In the Sender field you can choose the sender name that will appear in the From field of the autoreply. To edit the sender click the button next to the field (Fig.5.) and define it using one of the ways below:
Email Address - a specific email address;
User - Active Directory user that can be picked through a standard AD query dialog box;
Original - the original sender of the message that triggers the autoreply.
|Fig.5. Choose the sender that will appear in the autoreply for the recipient.|
The next option is used to define the Recipient of the Autoreply. Click the button next to the field to open a dialog box where the recipients are defined (Fig.6.).
|Fig.6. Choose the recipient of the autoreply.|
You can choose the recipients for the autoreply that will appear in the To field (the TO...button), in the carbon copy field (the CC... button), or hidden under the blind carbon copy ( the BCC...button). Click any of the buttons to open the recipient selection menu (Fig.7.).
|Fig.7. Choose the recipient.|
You can also set the program to add automatic attachment(s) to the autoreply sent by CodeTwo Exchange Rules PRO. Click the button next to the Attachment field to open a dialog box for picking files (Fig.8.). Click this link to learn more about adding automated attachments in the Auto respond action.
|Fig.8. Attachment selection dialog box.|
The Subject field is used to modify the subject of the autoreply. It works on the same principle as the Modify subject feature.
You can also edit the body of the autoreply. Use the Body format button to toggle between HTML , RTF and Plain text format of the message and the Edit body button to edit the body of the message. The available formats are Plain text, RTF and HTML. Click the Edit body button to open a simple editor (Fig.9.) that can be used similarly to the built in Template Editor of CodeTwo Exchange Rules PRO.
|Fig.9. The autoreply editor.|
The Auto respond action includes Loop Protection mechanism. Please follow this link to learn more about loop protection in autoresponders.