I'm trying to figure out a reliable method to send automatic replies from a shared mailbox. Every time someone emails this address, I want them to receive a response with some instructions and a URL. I've already attempted using the built-in auto-reply feature, but it's not working well since it only allows sending one email per user every 24 hours, and it sends plain text responses. I need a solution that sends a reply to every incoming email unless the user replies back, in which case a staff member would take over the conversation. We're a nonprofit, so I'm looking for options that are free or low-cost.
4 Answers
I think there's a way to do this via an Exchange Online mail rule, and it might even allow for HTML formatting. I haven’t dug too deep into it, but it’s worth checking out!
Be careful though; setting up auto replies can sometimes backfire and lead to an auto-reply war! I’ve had to create a script that resets the mailbox's auto-reply function weekly to manage this. It helps clear out who’s already gotten a response.
Why not just create a transport rule in Exchange Online for this? It seems like there should be a straightforward way to respond to incoming emails. But honestly, if possible, wouldn’t it be easier to have the instructions posted somewhere online, like an intranet, and direct people to that?
The situation is a bit tricky since we’re working with an outside vendor who has a specific template. They can include the email but not the URL. It's a hassle, but I'm stuck with it!
Power Automate is a solid choice for this! I've used it before and found it works well, just make sure to set up some kind of tracking to prevent sending multiple replies to the same user within a short time. You don't want to trigger an auto-reply loop!
Totally agree! Just be cautious and implement anti-looping measures. Using a different reply address, like a no-reply one, can really help minimize those loops.
Also, consider using Logic Apps instead! They run independently of individual users and can be cheaper.
That’s a great idea! Even resetting every hour can keep things under control. A simple PowerShell command can do that.