Office 365 – Setting up an autoreply with an attachment


Client wants an auto-reply happening on a shared mailbox with an attachment on the response.

(h/t Microsoft support and LP)

  1. Open Outlook and choose the shared mailbox mail profile. In our example, the mail profile is – Help Desk Support tickets.
  2. We are connected to the Help Desk Shared mailbox ( in our scenario).​
  3. Select the Rules menu and Manage Rules & Alerts…​
  4. Click on the New Rule… and choose: Apply rule on message I receive​
  5. Select the option – Apply rule on message I receive​
  6. In this step, we define the “mailbox rule condition”. In the “program language,” this is the part of “IF” (If a specific condition is fulfilled).​
  7. Select the option box – sent only to me​
  8. Click – Next​
  9. Choose the option box: sent only to me​
  10. Select the option box – have server reply using a specific message​
  11. This is the second part of the mailbox rule which can be described as the “What part”(the former mailbox rule deals with the “IF”).​
  12. At the bottom of the rule window, click on the link – a specific message​
  13. As a result, a “New mail” will appear. This is a mail template that will ‘contain” the Automatic reply content.​
  14. Note – It is important to mention that the mailbox rule that we create considers as “server-side side rule”. The meaning is – that the Automatic reply rule will be activated by the “server” (Exchange Online) without the need to open the Outlook mail client.​
  15. In our example, I use a predefined text that I have prepared that include a signature, company logo, etc.​
  16. All we need to do is just – paste the “content” in the “New mail template,” and to save the template.​
  17. Add the required text, image to the E-mail template​
  18. Select – Save& Close​
  19. In the following screenshot, we can see that the update was saved.​
  20. In other words, the Exchange mailbox rule “know” what E-mail template to use.​
  21. Click Next​
  22. Provide the require mailbox rule name​
  23. Click – Finish​
  24. In the following screenshot, we can see that a “new rule” was created​
  25. Click – OK