> ## Documentation Index
> Fetch the complete documentation index at: https://university.triggr-app.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Out of Office Setup

> Turns on automatic replies for a mailbox in your client's Exchange Online, on until turned off or scheduled between two dates.

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](/core/get-started/connect-microsoft-365), with [Exchange access](/core/reference/microsoft-faq#exchange-online) for the client.

<Frame caption="Out of Office Setup in 49 seconds: what it asks, what it does and what you get.">
  <video controls preload="none" playsInline className="w-full aspect-video rounded-xl" poster="/images/videos/wf-out-of-office-overview.jpg" src="https://mintcdn.com/triggr/0aCLuL0-lL3gEqxH/images/videos/wf-out-of-office-overview.mp4?fit=max&auto=format&n=0aCLuL0-lL3gEqxH&q=85&s=02b79879ab3b20d50cb1b9896f2dd9fc" data-path="images/videos/wf-out-of-office-overview.mp4" />
</Frame>

## 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

1. Creates a ticket in your PSA, if Ticketing is on.
2. Waits for approval, if Approval is Internal or External.
3. 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.

<Frame caption="Configure Out of Office Setup: every option, step by step (1:29).">
  <video controls preload="none" playsInline className="w-full aspect-video rounded-xl" poster="/images/videos/wf-out-of-office-configure.jpg" src="https://mintcdn.com/triggr/0aCLuL0-lL3gEqxH/images/videos/wf-out-of-office-configure.mp4?fit=max&auto=format&n=0aCLuL0-lL3gEqxH&q=85&s=fc01c862da9318e4d4e011c8943b4c09" data-path="images/videos/wf-out-of-office-configure.mp4" />
</Frame>

| 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](/core/get-started/configure-user-onboarding#settings-for-each-client).

## Troubleshooting

<AccordionGroup>
  <Accordion title="“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.
  </Accordion>

  <Accordion title="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**.
  </Accordion>

  <Accordion title="The reply needs to stop before End">
    Turn automatic replies off in Outlook, or in the Exchange admin center.
  </Accordion>

  <Accordion title="“Microsoft Exchange integration is not configured for tenant …”">
    The client has no Exchange connection in Triggr yet. See [Exchange Online](/core/reference/microsoft-faq#exchange-online).
  </Accordion>
</AccordionGroup>

## Related

* [Workflow catalogue](/core/reference/workflow-catalogue)
* [Run a workflow](/core/use/run-a-workflow)
* [Mail Forwarding](/core/workflows/mail-forwarding)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.