This is the current process for the self management of shared mailbox autoreplies. This process will only work if you are on an RGU Laptop or desktop and only for shared mailboxes you have access to.


The first section "Adding the mailbox to your profile list" is a one time configuration. After this has been done once you will be able to access the shared mailbox via your profile list and simply perform the "Configuring the autoreply" section from then on.


Adding the mailbox to your profile list


1. Go to the "Control Panel" on your PC, click "Mail (Microsoft Outlook)" then click "Show Profiles".



NB: If you can't see the Mail (Microsoft Outlook) button in your control panel, you may need to change the view to "Small icons" as shown below.




2. Select "Prompt for a profile to be used". Press "OK" then launch Outlook. NB: Once you are finished with setting up your autoreplies, this option can be switched back to "Always use this profile" if you wish to return to opening your own Outlook profile instantly.


 

 


3. Click "New". Enter a name for the new profile.



3. Enter the e-mail address of the shared mailbox in the email address box. Click "Connect".



4.When prompted for a password, click "Sign in with another account".



5. Enter your own e-mail address then press "Next".



6. Enter your own RGU password then press "Sign in".



7. You should then see the account was successfully added. Press "Done".


 


9. You will see your newly created profile in the list. Click "OK" and Outlook will open as the shared mailbox's profile.





Configuring the autoreply


1. Open Outlook. Click "File" then press the "Manage Rules & Alerts" button.




2. Click the "New Rule" button to open the "Rules Wizard". Click "Apply rules on messages I receive". Click "Next".


 


3. On the next screen check "Where my name is in the To or Cc box".


 


4. Next check "Have server reply using a specific message". Click the highlighted part of "A specific message".



5. Fill in the subject line and body of the Autoreply then click "Save & Close".


 


6. Finish the rules wizard, name the rule as you wish then ensure that "Turn on this rule" is checked.


You will know if the Autoreply is on if the box to the left of it is ticked.