How to Set Up an Out of Office (Vacation) Reply in Zimbra

• When you're away from your desk, on vacation, or simply unavailable to respond to emails immediately, setting up an Out of Office (Vacation) Reply is a professional and convenient way to inform senders of your absence. This automated message lets people know you've received their email and when they can expect a response, managing expectations effectively.

• Why Use an Out of Office Reply?

  • Professionalism: Informs senders that you've received their email and are not ignoring them.
  • Sets Expectations: Lets people know when you'll be back and when they can expect a reply.
  • Reduces Follow-ups: Prevents senders from sending multiple emails, wondering if their message was received.
  • Peace of Mind: Allows you to truly disconnect from work knowing that your email is being handled gracefully.

• Steps to Set Up Your Out of Office (Vacation) Reply in Zimbra:

  1. Log in to Zimbra Webmail:
     • Please refer to our guide: How to Log In to Zimbra Webmail.
  2. Navigate to Preferences:
     • Once logged in, look for the "Preferences" tab in the top menu bar (usually towards the right). Click on it.
  3. Select "Out of Office":
     • In the left-hand navigation pane under Preferences, click on "Out of Office".
  4. Enable and Configure Your Reply:
     • "Send auto-reply message" checkbox: Tick this box to enable the out of office reply.
     • "Auto-reply message" text box: This is where you will compose your message. Be clear and concise.
       • Example Message:

         Subject: Out of Office - [Your Name]

         Thank you for your email. I am currently out of the office with limited access to email and will return on [Date of Return].

         I will respond to your message as soon as possible upon my return.

         For urgent matters, please contact [Colleague's Name] at [Colleague's Email/Phone Number].

         Best regards, [Your Name]

     • "Start date" and "End date" (Optional but Recommended):
       • It's highly recommended to set a start and end date for your reply. This ensures the message is only sent during your absence and automatically disables itself when you return.
       • Click the calendar icon next to "Start date" and "End date" to select the desired range.
     • "Send an auto-reply message to external senders" checkbox:
       • Tick this box if you want your out-of-office reply to be sent to people outside your organization (e.g., customers, partners, personal contacts).
       • Leave unchecked if you only want it sent to colleagues within your organization.
     • "Interval" (Optional):
       • This setting (usually in days) determines how frequently the same sender will receive your auto-reply. For instance, if set to "3 days," a sender will only receive your out-of-office message once every three days, even if they send you multiple emails during your absence. This prevents them from being spammed by your reply.
  5. Save Your Settings:
     • After configuring your message and dates, click the "Save" button (usually in the top left or right corner of the preferences pane) to activate your out-of-office reply.
• Your Out of Office reply is now active! You can always return to this section in Preferences to modify or disable your message.