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Setting UW-Shared Services Shared Mailbox Auto Reply

Overview

All UW-Shared Services shared mailboxes will need an auto reply to emails letting customers or staff know their message was received. When possible, please provide a name and phone number to tend to urgent matters.

Instructions for PC

Go to outlook.office.com and sign in with your personal email address (which you use to access the shared inbox).

Click on the profile icon in the upper right corner and select Open another mailbox.

Type in the name of the shared mailbox and hit Open.

Once the shared mailbox loads, click on the gear icon in the upper right corner and type “automatic reply” in the search bar.

It will open this dialogue box, where you will have to turn on automatic replies.

Instructions for Mac

To set an auto reply in Outlook, click on the Tools tab of the menu at the top of the application. Then click on Out of Office.

A new dialogue box will pop up, and the very first option will be to “Send automatic replies for account (name)@uwss.wisconsin.edu.” Make sure you are working on the auto reply for the shared mailbox.

Auto reply content

You will not be able to edit the auto reply if that top box is not checked.

Paste the following message into the text box:

Thank you for reaching out to UW-Shared Services. Your message has been received and forwarded to the appropriate contact. We expect to reply within 48 hours, but it may take longer depending upon the nature of your request.

For immediate assistance, please contact (insert name, if available) at (insert phone number, if appropriate).

UW-Shared Services (insert Department/Team)

Please fill out anything in parentheses that will be specific for your team. Then copy and paste that message into the bottom box. The box for sending the auto reply outside the organization already should have been checked, but make sure the settings are exactly like the picture above.

If you have any questions or need assistance, please contact the UW-Shared Services Communications & Marketing Team at communications@uwss.wisconsin.edu.