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IT Center University of Cologne (ITCC)

Set up out-of-office notification and forwarding

Importing Filter Settings

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You can import your mail filters to SOGo. This will deactivate all filters, including absence notifications and forwarding rules that you have previously managed via the Mail Portal. If you have already use one of the three options, SOGo will recognize this and offer you to transfer the managing options (see image). Confirm this and manage filters etc. in SOGo. This will deactivate all managing options in the old mail portal and show the status as “inactive”. (Please note: The individual filter rules will not be deactivated individually, but become one deactivated set). 

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  • Enlarged view:
    Use the options wheel next to the name on the left-hand side to access further settings.
  • Enlarged view:
    Now select E-mail. On the right-hand side, you can select the various settings menus using the tabs at the top. If you want to save settings, look out for the green diskette symbol (red). As soon as you have clicked on it and it has turned gray/transparent, the current changes have been saved.
  • Enlarged view:
    Saving the settings

Use the options wheel next to the name on the left-hand side (orange) to access further settings [Fig. 1].

Now select E-mail [Fig. 2]. On the right-hand side, you can select the various settings menus using the tabs at the top. If you want to save settings, look out for the green floppy disk symbol [Fig. 3]. As soon as you have clicked on it and it has turned gray/transparent, the current changes have been saved.

Weiterleitung

Damit grundsätzlich die Einstellungen zur Weiterleitung, Abwesenheitsbenachrichtigung und Mail-Filter konfiguriert werden, müssen Sie vorher den Button "Alles über SOGo verwalten" aktivieren. Weitere Informationen dazu finden Sie hier.

Forwarding

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You can set up forwarding by clicking on the "Forwarding" tab. To do this, activate the checkbox next to "Forward incoming messages" and enter an e-mail address. You can also set whether messages should be forwarded before mail filters are applied ("Always forward") and whether you want to keep a copy of the email in your inbox ("Keep a copy") - recommended.

You can set up forwarding by clicking on the "Forwarding" tab. To do this, activate the checkbox next to "Forward incoming messages" and enter an e-mail address. You can also set whether messages should be forwarded before mail filters are applied ("Always forward") and whether you want to keep a copy of the email in your inbox ("Keep a copy") - recommended.

 

Note: Please note that the ITCC cannot guarantee that all e-mails will arrive at the external e-mail address (for example, external mail servers may refuse to accept forwarded e-mails).

 

Abwesenheitsbenachrichtigung

Damit grundsätzlich die Einstellungen zur Weiterleitung, Abwesenheitsbenachrichtigung und Mail-Filter konfiguriert werden, müssen Sie vorher den Button "Alles über SOGo verwalten" aktivieren. Weitere Informationen dazu finden Sie hier.

Out-of-office notification

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Also send out-of-office notifications to mailing lists. Send out-of-office notifications before applying the filters. Discard incoming emails during the out-of-office notification (note that these emails will then be deleted!) .

You can set up an out-of-office notification under the Out of office tab. Click on “Activate automatic out-of-office message” to open the settings for this. You can define the subject and the message content. Below this, you have further setting options:

  • Also send out-of-office notifications to mailing lists
  • Send out-of-office notifications before applying the filters
  • Discard incoming e-mails during the out-of-office notification (note that these e-mails will then be deleted!)
  • With “Days between responses,” you can configure a new out-of-office notification if the same email address sends you another email. For example, if this value is set to 7 days, the same sender will only receive a new notification 7 days after the first out-of-office notification, provided they send you another email 7 days later.

Contact
If you have any questions or problems, please contact the ITCC-Helpdesk