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How to Create Automatic Replies for Deleted Users in Exchange
Question details
The user needs to set up customized automatic replies for emails sent to deleted or delegated user accounts in Microsoft Exchange.
- Product
- Microsoft Exchange
- Device & OS
- not provided
- Scenario
- Managing email flow and external communications for user accounts that have been deleted or are no longer available.
- Observed behavior
- Instead of the default system bounce message, the organization wants to send a customized automatic reply to the sender.
Ensure you have Exchange Administrator credentials before proceeding, as configuring organization-wide mail flow rules requires admin access.
Configure a Mail Flow Rule in Exchange Admin Center
Use the Exchange admin center to set up a custom rule that automatically replies to senders who try to email a deleted account.
By setting up a mail flow rule, administrators can intercept emails sent to deleted accounts and reply with a specific message. This provides better communication than a standard undeliverable bounce message.
Sign in to your Microsoft Exchange Admin Center using your administrator credentials.
In the left-hand navigation menu, click on 'Mail flow' and then select 'Rules'.
Click the '+' (Add) icon to create a new rule. Assign a descriptive name to the rule, such as 'Auto-reply for Deleted Users'.
Under 'Apply this rule if', select the condition to trigger when the recipient is the specific deleted user's email address.
Under 'Do the following', select 'Block the message' and then choose to reject the message and include an explanation. Enter your custom automatic reply text here.
Review the rule settings, click 'Save', and ensure the rule is enabled in the rules list.
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Frequently Asked Questions
Why don't I see the 'Send a bounce message with enhanced status code' option?
This option's availability depends on your specific Exchange tenant and admin center interface version. If it is missing from your drop-down list, you can typically use the 'Block the message' action instead and enter your custom reply text as the rejection reason.
Do I need special permissions to set up these automatic replies?
Yes, you must have administrative access to the Exchange Admin Center. Standard users cannot create organization-wide mail flow rules.
Can I apply this rule to multiple deleted users at once?
Yes, when configuring the mail flow rule, you can add multiple deleted user addresses in the 'Apply this rule if' condition, or apply the rule to a specific distribution group if one is configured for this purpose.
