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Setting an automatic out-of-office message in Webmail

You can connect an automatic out-of-office message to Webmail when you go on holiday, for instance. You can set an automatic out-of-office message to both your personal email and to the resource mailbox.

Log-in to Webmail https://mail.aalto.fi

Personal email

If you want to switch on an automatic out-of-office message when you on holiday, for example, do the following:

1. Log in to Aalto email at https://mail.aalto.fi

2. Open the Options menu from the top right corner of the screen. Select Automatic replies.

out-of-office-OWA-1

3. In the Send automatic replies window, select the Send automatic replies box. Remember to also select Send automatic reply messages to senders outside my organization, so that the automatic messages are also sent to addresses outside the organization.

out-of-office-owa-2

4. If you want to specify a certain time period for the message, select the Send replies during this time period box. After this, specify the Start time and then the End time.

5. Then write a free-form message that is displayed within the organization at item: Send a reply once to each sender inside my organization with the following message. Remember to also write a message that is displayed outside the organization at item: Send a reply once to each sender outside my organization with the following message.

6. Select OK. The automatic message has now been set.

NOTE! If you select the Send replies only during this time period setting at step 4, the Automatic replies (Out of Office) feature will remain in use until the end date and time specified in step 5. In other cases, the function will remain in use until you repeat steps 1-3 and switch off the automatic out-of-office message be selecting Don’t send automatic replies.

Resource mailbox

All users who have the rights to a resource mailbox can set an automatic out-of-office message via Webmail. You can set an automatic out-of-office message by following the instructions below.

1. Log in to the resource mailbox with your own, personal Aalto user ID at: https://mail.aalto.fi/owa/postilaatikon_osoite@aalto.fi

(the end of the address varies according to the name of the emailbox; for instance, the address of the postmaster’s emailbox would be https://mail.aalto.fi/owa/postmaster@aalto.fi)

2. Open the Options menu from the top right corner of the screen. Select Automatic replies.

out-of-office-OWA-1

3. In the Send automatic replies window, select the Send automatic replies box. Remember to also select Send automatic reply messages to senders outside my organization, so that the automatic messages are also sent to addresses outside the organization.

out-of-office-owa-2

4. If you want to specify a certain time and date range, select the Send replies during this time period box. After this, specify the Start time and then the End time.

5. Then write a free-form message that is displayed within the organization at item: Send a reply once to each sender inside my organization with the following message. Remember to also write a message that is displayed outside the organization at item: Send a reply once to each sender outside my organization with the following message.

6. Select OK. The automatic message has now been set.

NOTE! If you select the Send replies only during this time period setting at step 4, the Automatic replies (Out of Office) feature will remain in use until the end date and time specified in step 5. In other cases, the function will remain in use until you repeat steps 1-3 and switch off the automatic out-of-office message be selecting Don’t send automatic replies.

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Please send only feedback about this instruction. If you have IT-related problems, please send a request to servicedesk@aalto.fi