As we begin our exodus to exotic destinations I thought I’d visually outline the process for setting up the vacation rule (out of office reply) in Groupwise. While the process is not difficult, it does involve a series of steps (which I often forget) to ensure that your email is handled correctly. The outline below shows how to setup the vacation rule using the Groupwise client (the version of Groupwise installed in your office….not the webaccess version). I hope it helps you reach Margaritaville a little sooner!
STEP 1: Click Tools > Rules, then click New.
 |
|
STEP 2: Type a name in the Rule name field, such as Vacation Rule.
STEP 3:
Click the When event is pop-up list, then click New Item.
STEP 4:
STEP 5: Do not make any selections under Item types.
STEP 6:
-
If you want to set up the dates during which the rule is in effect. Click Define Conditions,click Delivered in the first drop-down list, click On or After Date in the second drop-down list, then in the date field, select the date you are leaving on vacation. Click the End popup list, then click And. On the new line, click Delivered in the first drop-down list, click On or Before Date in the second drop-down list. In the date field, select the date you are returning from vacation, and click OK.
NOTE: This example shows an out-of-office leave time of 7 days starting tomorrow. Adjust the number accordingly.
-
If you want to make sure you reply only to items that are sent specifically to you (and not to list servers or newsgroups). Click Define Conditions. If you have already specified information in this dialog box, click the End pop-up list, then click And. On the new line, click To in the first drop-down list, click [ ] Contains in the second drop-down list, then in the next field, type your name as it displays in the To field of a mail message.
-
If you want to make sure that you do not reply to items from yourself (possible through delayed delivery, proxies, and so forth). Click Define Conditions. If you have already specified information in this dialog box, click the End pop-up list, then click And. On the new line, click From in the first pop-up list, click [x] Does Not Contain in the second drop-down list, in the next field, type your name as it displays in the From field of a mail message, then click OK.
-
If you want to reply to internal items only. Click Define Conditions. If you have already specified information in this dialog box, click the End pop-up list, then click And. On the new line, click From in the first drop-down list, click [x] Does Not Contain in the second drop-down list; in the next field, type *@*, then click OK.
STEP 7: Under Then actions are, click Add Action, then click Reply.
 |
-
The Reply dialog box is displayed, showing Reply to Sender selected (you cannot select
STEP 8: Type a message, for example: I will be out of the office from June 23 – June 27. If you need assistance during this time, please contact Dickey Betts at 571-252-1011.
STEP 9: Click OK.
STEP 10: Click Save, verify that the rule has a check mark next to it indicating that it is enabled, then click Close.
NOTE: Rules that trigger a reply (such as this vacation rule) keep a record of who a reply has been sent to, and make sure that a reply is sent only once to that user. Upon return from your vacation you’ll want to make sure that you disable the rule by unchecking the rule – Click Tools > Rules… then uncheck the rule.
