Setting the Auto-Reply on a UW-Shared Services Shared Mailbox

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.

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Instructions for Windows 10

  1. Browse to outlook.office.com and sign in with your UW-Shared Services account.
  2. Click on the profile icon in the upper right corner and select "Open another mailbox".
  3. Type in the name of the shared mailbox and hit Open.
  4. Once the shared mailbox loads, click on the gear icon in the upper right corner and type "automatic reply" in the search bar.
  5. It will open this dialogue box, where you will have to turn on automatic replies.

    sharedmbxautoreply.png

  6. Paste the following message into the text boxes, replacing the text in parenthesis with the information specific to your team:

    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)

Instructions for Mac

  1. 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".
  2. 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.

    sharedmbxautoreplyMac1.png

  3. When the "Autoreply Settings" window opens, ensure "Send automatic replies for account..." box is checked.
  4. Paste the following message into the text boxes, replacing the text in parenthesis with the information specific to your team:

    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)

    sharedmbxautoreplyMac2.png

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



Additional Resources

Related Links:

Get Help

  • Click HERE to contact UW Shared Services - Service Operations Department or HERE for the UWSS IT HelpDesk if you have any issues with these instructions.