There is no standard way to identify automated replies. To stop mail loops with outside mail servers, you need quite a word list. Even then, you'll still get in mail loops with weird autoresponder services and you'll still need a user trained on how to break the cycle.
Some of the words you'll need to cancel a reply for: Autoreply Auto reply Auto-reply Autorespond Auto respond Auto-respond Automated response Do not reply Do not respond Not monitored Noreply Out of office Etc. Daniel Wolf -----Original Message----- From: [email protected] [mailto:[email protected]] On Behalf Of Kurt Buff Sent: Monday, November 10, 2014 5:18 PM To: [email protected] Subject: Re: [Exchange] Autoresponder for Customer Service Yes, the second option is smarter. Kurt On Sun, Nov 9, 2014 at 5:34 PM, ccollins9 <[email protected]> wrote: > There are two ways around a mail loop. Each way is an exception you > choose in the rules wizard when building the rule in Outlook. I would > prefer the second option, for obvious reasons: > > 1. "Except if the subject or body contain specific words", then add > RE: and > FW: to the words list > > 2. "Except if it as an automatic reply" > > > > > On Nov 9, 2014 2:57 AM, "Steven Peck" <[email protected]> wrote: >> >> Will this do mail loops if an auto-reply to a rule triggers this? It >> seems it would but I figured I would ask. >> >> >> >> From: Kurt Buff >> Sent: Thursday, November 6, 2014 5:13 PM >> To: [email protected] >> >> Excellent - this works. >> >> Learn something new every day... >> >> Kurt >> >> On Wed, Nov 5, 2014 at 1:52 PM, ccollins9 <[email protected]> wrote: >> > Actually, there is a way to create the rule in Outlook AND not have >> > to leave Outlook running. In Outlook, create a new rule and choose >> > "have server reply using a specific message". Then you can close >> > Outlook and be fine. I just tested this. So I would append my >> > earlier suggestion and not use Out of Office but say to open >> > Outlook as the customer service account, create the rule, then >> > close it. >> > >> > >> > >> > >> > On Wed, Nov 5, 2014 at 3:22 PM, Kennedy, Jim >> > <[email protected]> >> > wrote: >> >> >> >> That type of a rule is client side only.. You could do it a >> >> Transport Rule with a bounce message. >> >> >> >> >> >> >> >> From: [email protected] >> >> [mailto:[email protected]] On Behalf Of J- P >> >> Sent: Wednesday, November 5, 2014 3:18 PM >> >> To: [email protected] >> >> Subject: RE: [Exchange] Autoresponder for Customer Service >> >> >> >> >> >> >> >> But can't you just create a server side rule instead of an OoO ? >> >> >> >> Rule >> >> For all messages , reply with "bla bla bla" >> >> >> >> >> >> >> >> >> >> >> >> >> >> > Date: Wed, 5 Nov 2014 11:02:17 -0800 >> >> > Subject: Re: [Exchange] Autoresponder for Customer Service >> >> > From: [email protected] >> >> > To: [email protected] >> >> > >> >> > Oh, wait... >> >> > >> >> > OoO only responds once per customer during the period while it's >> >> > configured. We'd have to turn if off and on again on a regular >> >> > basis (daily, weekly), and that's not going to work... >> >> > >> >> > Kurt >> >> > >> >> > On Wed, Nov 5, 2014 at 10:38 AM, ccollins9 <[email protected]> >> >> > wrote: >> >> > > The best thing you could do, if able, would be to get a >> >> > > ticketing system that "checks" the inbox of a designated >> >> > > account and generate tickets based on email sitting in there, >> >> > > then it will auto-reply to those messages explaining a ticket >> >> > > was created and generate an ID for the user. >> >> > > Footprints >> >> > > and Track-It are products i've used to do this. Maybe since >> >> > > the "important" >> >> > > folks want you all do make these improvements they would be >> >> > > willing to pony up some dough so you all can take the customer >> >> > > service to the next level. >> >> > > >> >> > > But short of that, >> >> > > >> >> > > >> >> > > Here's what I would do: >> >> > > >> >> > > 1. Delete the Distribution List--so you can reuse the SMTP >> >> > > address that it has >> >> > > >> >> > > 2. Create a new user mailbox using the same SMTP address of >> >> > > the deleted DL >> >> > > >> >> > > 3. There is no need to "have it logged in somewhere forever". >> >> > > You can simply go into https://OWAAddress/ECP, manage another >> >> > > user, then setup an out of office auto-reply with no ending >> >> > > date. This is done from the server side and "outside" of >> >> > > Outlook, so there is no need to have Outlook running, ever. >> >> > > The only down side to this would be that the user would only >> >> > > get the out of office reply once. Exchange knows when a sender >> >> > > has already received and out of office message from a >> >> > > recipient--this is to prevent the bounce loop. >> >> > > >> >> > > 4. Then I would decide exactly how I want email flow to work. >> >> > > For example, If I want any messages sent to this new address >> >> > > to also get sent to all my technicians I would do this: >> >> > > >> >> > > Create a new DL containing all the technicians. Go into the >> >> > > EMC and bring up the account properties of the new mailbox >> >> > > created in step 2, under "Delivery Options" enable forwarding, >> >> > > then check the option to "deliver message to both forwarding >> >> > > address and mailbox". Checking this will ensure that the >> >> > > message is both forwarded to your technician's DL address AND >> >> > > the out of office reply is generated and sent. >> >> > > >> >> > > >> >> > > >> >> > > On Wed, Nov 5, 2014 at 12:29 PM, Kurt Buff >> >> > > <[email protected]> >> >> > > wrote: >> >> > >> >> >> > >> All, >> >> > >> >> >> > >> We currently have a DL for customer service/technical >> >> > >> support, and some (important) folks would like to set up an >> >> > >> autoresponder for the address. >> >> > >> >> >> > >> We are running Exchange 2010, and transitioning from Outlook >> >> > >> 2010 to 2013. >> >> > >> >> >> > >> I've pointed out that you can't put up an autoresponder on a >> >> > >> DL, and that there are basically three options (AFAICT - >> >> > >> please correct me if I'm wrong!): >> >> > >> >> >> > >> o- Move the SMTP address to a mailbox with a rule and have it >> >> > >> logged in somewhere forever >> >> > >> >> >> > >> o- Move the SMTP address to a PF and set an autoresponder on >> >> > >> it >> >> > >> >> >> > >> o- Use a third-party product. >> >> > >> >> >> > >> I've pointed out the risk of a bounce war, and they don't >> >> > >> seem to care... >> >> > >> >> >> > >> Also, AFAICS, a transport rule will only generate a bounce >> >> > >> message that looks weird and has only limited characters. >> >> > >> >> >> > >> Can you folks recommend a (fairly cheap) third party >> >> > >> autoresponder for this kind of thing? >> >> > >> >> >> > >> Thanks, >> >> > >> >> >> > >> Kurt >> >> > >> >> >> > >> >> >> > > >> >> > >> >> > >> > >> > >> >> >
