An out-of-office email is an automated response to the sender that you are currently away from the office and will not be able to read or respond to emails as usual. This reply is automatically sent to the sender of any email that enters your inbox. If you’re unable to respond to emails because you are taking time off, or away from your office for any reason, it’s important to set up an out-of-office email, because when someone sends an email, they usually expect a plausible response time.
You can set up an out-of-office email from the preferences tab in the Zimbra web portal. This feature automatically replies to incoming emails within the time period you specify.
1.) Log in to your Zimbra web portal.
2.) Go to the Preferences dropdown (gear icon) on the top right side of your portal.
3.) Click on the Preferences icon and elect Settings.
4.) From the setting dialog box select Out of Office and enable this option.
5.) In the Auto-Reply Message box insert your preferred message.
6.) In the External Senders select Send standard auto-reply message.
7.) Specify the time period using the Start and End fields
8.) Click Save
External Senders
You can modify a custom out-of-office email for external senders who are not in your organization or address book as follows.
The procedure is the same the only difference is that you should select a different option in the External Senders drop-down menu. You can choose
- Send standard auto-reply message to send the same response specified above, to external senders.
- Send custom message to those not in my organization to open a text box and type a separate message for senders who are not in your organization.
- Send custom message to those not in my organization and address book to open a text box and type a separate message for senders who are not in your organization or address book.
- Don’t send an auto-reply message to external sender to avoid sending an out-of-office response to external senders.