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 on an Apple device with the built-in mail client:
  1. Open the Traveler Companion application.
  2. Select Out of Office from the Companion main menu.
  3. If you have more than one account, select the account whose out of office settings you wish to manage.
  4. To enable out of office, set Out of Office slider to On.
  5. Under Duration, select the desired start and end dates and times. You can also choose to manually disable out of office by setting the Indefinite slider to On.
  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, set the External Addresses slider to On.
  8. Press Done to save your settings.

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.