How to Use Suppress Auto-Replies

Applies To:    PoliteMail Desktop      PoliteMail Online     PoliteMail O365

Version:  4.9    5.0    5.05

This feature is intended to prevent mailbox congestion after sending an email. Specifically, this feature will suppress certain messages such as out-of-office replies and auto replies that are rule based, as well as soft Delivery/Nondelivery reports. This feature can be enabled by doing the following:

  1. Open a new Message
  2. Click the PoliteMail Flag
  3. Choose Suppress Auto-Replies

Advanced Considerations

Some messages cannot easily be suppressed. These messages are typically bounces or non-delivery reports (NDRs) which will appear as undeliverables. Typically, this happens when an email address doesn't exist anymore or the recipient mail relay fully rejects the message. Outlook will file these into the Undeliverable folder for that mailbox on receive. However, these can be prevented when sending via the PoliteMail Server.

In order to prevent this, the Direct Replies To feature can be used. This will redirect the messages to this address, wherein your IT team can manage how they are handled for deletion.

Please note that there is a statistic for undeliverables in the PoliteMail metrics report. By using Suppress Auto-Replies on messages, the undeliverables statistic will not populate in the metrics report, and applying the above solutions should be considered before making suppression a practice.