Out Of Office for External Only

[DaveA]

Hi All,

We get a lot of parents that now send emails directly to our teachers on there school emails addresses, I have been asked by the head to put a automatic reply on teachers mailboxes that sends a mail back saying thank you we will get back to you within 3 days.

 

I have looked into using outlook out of office but this also sends automatic emails back to internal users also that we do not want to happen.

 

So I am just wondering if anyone knows a way to setup automatically send a reply to an email that is only from an external source.

 

Thanks

Dave.

[chazzy2501]

you probably already have a disclaimer rule setup for the footer of your emails already. We have one "email is for address(es) only, blah" The mail rule would be to EXCLUDE emails with your domain name.

[altecsole]

Hi All,

We get a lot of parents that now send emails directly to our teachers on there school emails addresses, I have been asked by the head to put a automatic reply on teachers mailboxes that sends a mail back saying thank you we will get back to you within 3 days.

 

I have looked into using outlook out of office but this also sends automatic emails back to internal users also that we do not want to happen.

 

So I am just wondering if anyone knows a way to setup automatically send a reply to an email that is only from an external source.

 

Thanks

Dave.

If you are Microsoft 365, you can use Power Automate for this.

 

1. Sign in using the account

2. Open Power Automate

a. Create an Automated Cloud Flow called 'Reply to external'

i. Search for 'Outlook' and Add 'When a new email arrives (V3)

ii. Click on + to add an Action - choose 'Control'

1) Set a Condition

2) Rename to 'Check if external'

3) Parameter - click the lightning bolt to enter data from the previous step.

a) Select From email from does not contain YOUR_DOMAIN

iii. There should now be two options:

1) True

a) Add Reply to email (V3)

i) Set Message id from previous step

ii) Add Body, and insert text from Notepad, or similar

2) False

a) Whatever action you'd like

Use Flow checker, and Test