Configuring and using out of office replies

The out of office service can be managed from your Apple, Android, BlackBerry 10, or Windows™ Phone device.

Configuration

The following configuration changes are needed to best manage the out of office service.

For best results in the delivery of out of office replies, ensure that out of office is set to the service type using these steps:
  1. Open the HCL Domino Administrator client for the mail server and go to the Configuration tab.
  2. Under Messaging, open the Messaging Settings.
  3. Select the Advanced... tab, then the Controls tab.
  4. Find the Out-of-Office type field and set it to Service.
  5. Save your changes and restart the server.
If you choose to use the out of office agent (instead of the recommended service) and are using a remote mail database, you must allow access to HCL Traveler for configuring the out of office functionality on the mail server using these steps:
  1. Open the HCL Domino Administrator client for the mail server and go to the Configuration tab.
  2. Under Server, open the current Server Document.
  3. Select the Security tab and choose Sign agents to run on behalf of someone else under Programmability Restrictions.
  4. Add the HCL Traveler server to the list field.
  5. Save the change and restart the server.

Using out of office on Apple devices

Follow these steps to manage out of office from an Apple device:
  1. Open the Settings application.
  2. Select Mail > Accounts.
  3. Select the account that you wish to configure out of office for.
  4. On the account page, select Automatic Reply.
  5. Toggle Automatic Reply On.
  6. (Recommended) Set an end date: Domino out of office does not support time periods without an end date, so if None is selected, an end date of 12/31/2050 is used instead.
  7. (Optional) Modify your away message.
  8. (Optional) Toggle the External Away Message switch if responses should be sent to all users (internal and external).

    The Respond to Mail from "Contacts Only" option is not supported.

    Note: The External Away Message text will not be used. It will be overwritten by the Away Message field when out of office is saved.
  9. Press Save to enable out of office.

Using out of office on HCL Verse mobile clients

Follow these steps to manage out of office on an Android device:
  1. Open the HCL Verse application.
  2. Bring up the options menu and select Settings.
  3. From the Settings menu, select Out of Office from Applications.
  4. To enable out of office, select Enable Out of Office.
  5. Under Duration, the leaving and returning date (and time, if enabled) can be changed by selecting the applicable field. You can also choose to manually disable out of office by checking Indefinite.
  6. You can choose to change the subject and body of your out of office reply if desired.
  7. If you want external recipients to receive your out of office reply, select External Addresses.
  8. Your settings will save automatically.
Follow these steps to manage out of office on an Apple device:
  1. Open the HCL Verse application.
  2. Go to the Mailbox view.
  3. Select the Settings icon.
  4. Select Out of Office.
  5. Enable Out of Office.
  6. Under Duration, the leaving and returning date (and time, if enabled) can be changed by selecting the applicable field. You can also choose to manually disable out of office by checking Indefinite.
  7. You can choose to change the subject and body of your out of office reply if desired.

Using out of office on Windows™ Phone devices

Follow these steps to manage out of office on a Windows™ Phone device:
  1. Select the Mail tile.
  2. Select … and then press Automatic replies.
  3. To enable out of office, slide the on/off slider to On.
  4. If you want external recipients to receive your out of office reply, select the checkbox.
  5. You can enter optional notes to accompany your out of office reply.
    Note: Only one reply note can be saved. If text is entered into the bottom field, it will overwrite the message from the Inside my organization field.
  6. Select the check mark button to save your settings.

Using out of office on BlackBerry 10 devices

Follow these steps to manage out of office on a BlackBerry 10 device:
  1. From the BlackBerry Hub, bring up the menu by selecting the ⋮ button.
  2. Select Settings, then press Email Accounts.
  3. Choose the mail account you want to manage out of office replies on.
  4. To enable out of office, slide the slider to On.
  5. You can enter an optional note to accompany your out of office reply, if you wish.
  6. For BlackBerry 10.3.1 or higher devices, slide the toggle to Send Automatic Replies Between Specific Dates, then specify the Start Time and End Time.
Note: BlackBerry 10 devices automatically set out of office settings for internal and external recipients.

Limitations

Current Windows Phone and BlackBerry 10 devices do not allow the out of office end date to be set from the device. HCL Traveler automatically sets the end date to a date far into the future (12/31/2050 12:00:00 AM GMT) to allow for indefinite out of office time. This date will appear in the body of the reply mail, but will not appear in the subject if the mail server is Domino 9.0 or higher.