CodeTwo Autoresponder for Microsoft 365 is a server-side email auto-reply management solution designed for organizations using Microsoft 365. It allows administrators to centrally configure and control automatic email responses such as out-of-office replies, absence notifications, and informational messages. Responses are applied at the service level, ensuring consistent behavior without relying on individual user settings or email clients.

Key Features

Centralized Autoresponder Management Manages automatic replies from a single administrative interface.

• No configuration required by end users
• Organization-wide control of auto-replies

Server-Side Processing Applies responses within the Microsoft 365 mail flow.

• Works independently of Outlook settings
• Ensures replies are always sent when conditions are met

Rule-Based Reply Logic Controls when and to whom replies are sent.

• Conditions based on sender, recipient, or time range
• Different responses for internal and external emails

Scheduled Automatic Replies Supports time-based responses.

• Planned absences and holidays
• Automatic activation and deactivation

Custom Reply Templates Defines structured response content.

• HTML and plain-text support
• Reusable templates for multiple users or teams

Per-User and Group Assignment Targets specific users or departments.

• Individual autoresponder configurations
• Group-based rule application

Loop Prevention and Safety Controls Avoids unnecessary or repeated replies.

• Prevents autoresponder-to-autoresponder loops
• Limits response frequency per sender

Benefits

Consistent Communication Ensures predictable automatic responses.

• Standardized messaging across the organization
• Reduced variation in out-of-office replies

Reduced User Dependency Eliminates reliance on user actions.

• No need for users to enable or disable auto-replies
• IT-managed behavior

Improved Administrative Control Simplifies policy enforcement.

• Central visibility of all autoresponders
• Easier auditing and adjustment

Operational Reliability Ensures replies are sent regardless of device.

• Works with desktop, web, and mobile clients
• Independent of user login status