How to Use Suppress Auto-Replies

Applies To:   PoliteMail Desktop    PoliteMail Online   □ PoliteMail O365

Version:  4.9    5.0    5.1+

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

Note that this feature is not directly available in PoliteMail for M365; you will need to toggle to PoliteMail Online and send the message from there.

If you are an On-Premises administrator and need to configure suppressing auto-replies, refer to this Microsoft Learn article.

Exchange Online Users

The Suppress Auto-Replies feature works by inserting code into the header of the Message that tells Exchange not to send a non-delivery report (NDR) to the sender.  

If you are using Exchange Online, however, Exchange will always ignore the header and send the NDR anyway (this is not the case if you have an on-premises instance of Exchange).  When this happens, 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.

Suppress Auto-Replies and Metrics Reports

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.