Out of Office

Out-of-Office

You can use the Out of Office service to automatically notify senders of e-mails of your absence while you are away (e.g. on holiday, business trip, etc.).

Login

Log in at the following site with your UserID and your password:

How to activate the Out of Office feature

After logging in, you will get to a web screen where you can enter or click on the following:

  • the time range during which Out of Office messages are to be sent (first and last day); and
  • the text you want this message to include. Explain in a few words when you will be available again and, if applicable, who can be contacted instead in the meantime. If the string $DateEnd$ is part of the text, it will automatically be replaced by the last day of your absence when the Out of Office message is sent.
    It is advisable to insert the prepared texts either in German, English or in both languages.

You can then hit the Send test email button to receive a one-off test e-mail as text pattern.  

After clicking on Enable, the service will be activated immediately and you will receive a preview of the auto-reply.  

Please note: The sender will be informed about your absence by auto-reply, but the e-mail will still be delivered as usual. This will also be pointed out at the bottom of the automatically created message.

How to turn off the Out of Office feature

As a rule, you do not need to turn off your Out of Office reply; it will be deactivated automatically after the date entered as last day. If you want to turn off the Out of Office function prematurely, log in again and click the Disable button (this button appears only if your OoO function is active).

What to note if you use Exchange

If you use the Exchange service, you must not use the Out of Office or the Forward function of the University's mail system. Please use the functions provided to this end in the Exchange system; they are available on the OWA website under menu item “Options” or via Outlook 2003 under “Tools” / “Out of Office Assistant".

How many notifications are sent?

Only one notification per week will be sent per sender. This week starts when the first Out of Office reply is sent.

Who receives these notifications?

The notification will be sent to the address indicated in the Return Path of the e-mail addressed to you. As a rule, this is the sender’s address; in some cases, however, it may be a different address (e.g. in the case of mailing lists or wrong configuration of the sender’s e-mail programme).

In some cases, no automatic Out of Office reply will be sent:

  • if the e-mail was not directly addressed to your univie.ac.at or unet.univie.ac.at e-mail account;
  • if the Return Path starts with owner- or ends with -request, -relay or -owner (in order not to send it to mailing lists);
  • if the sender’s address is postmaster, uucp, mailer-daemon or mailer;
  • if the message is marked as bulk mail by a Precedence: header bulk, junk or list;
  • if the message is marked as automatically created by an AutoSubmitted: header;
  • if the previous Out of Office reply was sent to the sender’s address less than seven days ago.
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