Out of Office Setup

Out of Office Setup turns on automatic replies for a user’s mailbox, with one reply for people inside the client’s organisation and one for everyone else. Use it when someone’s on leave, or when a mailbox needs a reply while nobody’s watching it. It needs Microsoft 365 connected, with Exchange access for the client.

Out of Office Setup in 49 seconds: what it asks, what it does and what you get.

What the form asks

Field
User	Required, always on. Whose mailbox gets the reply, picked from the client’s users
Reply to people inside the organisation	Required, always on. The reply senders inside the client’s organisation get
Reply to external senders	Always on, optional. The reply every outside sender gets. Left blank, they get the internal reply
Start, End	Always on, optional. Fill in both to schedule the reply, or leave both blank to keep it on until it’s turned off
Reason / ticket reference	Optional by default. For your records and the approver; not sent to Microsoft

What it does

Creates a ticket in your PSA, if Ticketing is on.
Waits for approval, if Approval is Internal or External.
Set Automatic Reply: turns on the mailbox’s automatic replies in the client’s Exchange Online, with both replies.

With Start and End filled in, the reply is scheduled: the run completes straight away, and Exchange Online sends replies only between Start and End. Without them, the reply stays on until someone turns it off. With Log actions to the ticket on, the ticket also gets a note when the run starts, after Set Automatic Reply and when the run completes.

Configure it

Go to Config, choose Mailboxes and click Out of Office Setup.

Configure Out of Office Setup: every option, step by step (1:29).

Setting	Where	What it does
Availability	Header	Internal only, Public form only, Internal + public or Disabled. List on homepage needs a public form. Base config only
User, both replies, Start, End	Form config	Always on: the automation needs them
Reason / ticket reference	Form config	Hidden, Optional or Required. Can differ per client
Add field, Add section	Form config	Your own questions. They’re saved with the request and can go in ticket templates, but aren’t sent to Microsoft. Add client section asks one client only
Approval	Approval	None runs on submit. Internal waits for a teammate or group; External waits for the client’s approver, set on each client. Let the approver edit the request lets them correct the answers before approving. Conditional overrides use a different approval when the answers match
Ticketing	Ticketing	Create a PSA ticket for each run, with its type, priority, status, subject and body. Log actions to the ticket adds an internal or public note as each action completes
User directory filters	User directory filters	Which users the User picker lists: licensed, active, no guests, and not in the Entra roles you exclude. Exclude specific users at a client’s scope

Approval, Ticketing and User directory filters are set on Base config and apply to every client unless you override them for one. For how Base config and client overrides work, see How configuration works.

Troubleshooting

“a scheduled out-of-office needs both a start and an end date”

Only one of Start and End was filled in. Fill in both to schedule the reply, or clear both to keep it on until it’s turned off.

The mailbox isn't in the User list

Check User directory filters. Shared mailboxes usually have no licence and a blocked sign-in, so for that client override the filters and untick Licensed users only and Active users only.

The reply needs to stop before End

Turn automatic replies off in Outlook, or in the Exchange admin center.

“Microsoft Exchange integration is not configured for tenant …”

The client has no Exchange connection in Triggr yet. See Exchange Online.

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Reference

What the form asks

What it does

Configure it

Troubleshooting

​What the form asks

​What it does

​Configure it

​Troubleshooting

​Related

What the form asks

What it does

Configure it

Troubleshooting

Related