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yukiomishima

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howdy

every now and then we have staff that leave our office

we usually have an out of office reply setup (for a month or so) to let our clients know that this person no longer works here

however.. mail still gets thru to the account

is there anyway of still having the out of office reply... but have the server set to not accept the emails

if it is possible to prevent mail from getting thru to the accounts... will all the mail end up in the postmaster account... or will it be rejected once and for all?

also

is there anyway to change the out of office response time (i believe it is once per week) on a user by user basis (or even globally)

also

at the moment the postmaster account seems to be a catch-all for messages addressed to people in the firm but that have slight spelling mistakes.... is there anyway that we can set something up in the server to respond to the sender informing them that the recipient does not exist (or are they already receiving a spam message as the user does not exist)

thanks in advance

yukioMishima

[Updated on: Wed, 23 April 2008 13:10]

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sedell

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yukiomishima wrote on Wed, 23 April 2008 07:05


however.. mail still gets thru to the account

That's how it's supposed to work. Out of Office replies aren't designed to reject mail. The point is to notify the sender that the recipient is not currently available, and won't be able to respond until they are back. When the recipient gets back, they'll need to have the message read and respond to.

yukiomishima wrote on Wed, 23 April 2008 07:05


is there anyway of still having the out of office reply... but have the server set to not accept the emails

No, but you can turn off the Out of Office reply, and use a message rule to auto-reply, then delete the message.

yukiomishima wrote on Wed, 23 April 2008 07:05


if it is possible to prevent mail from getting thru to the accounts... will all the mail end up in the postmaster account... or will it be rejected once and for all?

Nope. The mail has to be accepted for an auto-reply to be generated.

yukiomishima wrote on Wed, 23 April 2008 07:05


is there anyway to change the out of office response time (i believe it is once per week) on a user by user basis (or even globally)

Nope. It was designed this way to keep it from spamming people who still need to send the person mail, even though they're out of the office at the moment.

yukiomishima wrote on Wed, 23 April 2008 07:05


at the moment the postmaster account seems to be a catch-all for messages addressed to people in the firm but that have slight spelling mistakes.... is there anyway that we can set something up in the server to respond to the sender informing them that the recipient does not exist (or are they already receiving a spam message as the user does not exist)

That would be a violation of protocols, and could get you blacklisted. If the user does not exist, the mail should not be accepted. If it is accepted, the server should not be generating non-delivery receipts, or other needless auto-responses. There isn't a way to accept mail to addresses close to, resembling, or should have been sent to an address it wasn't sent to. By enabling the catch-all, you've bypassed the built-in mechanisms to handle invalid addresses and notify the sender, and you end up generating massive amounts of needless mail if you respond to everything with an invalid address.

yukiomishima wrote on Wed, 23 April 2008 07:05


is there anyway that we can set something up in the server to respond to the sender informing them that the recipient does not exist
Yes there is - turn off the catch-all address. The server won't accept the mail, and the sending server will handle the notification.

When you enable a catch-all, you make a decision to accept everything. You either have to eat all the garbage it collects, or turn it off.


Scott
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derek_500

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Hi,

We resolved the 'stop receiving new messages' problem by changing a user setting on the server so that the address cannot accept mail outside the immediate domain. That cuts down on most emails, since our internal people generally know the user has left. I don't remember exactly where that setting was, but it was in the admin console under each user.

Hope this helps
-Derek

[Updated on: Fri, 25 April 2008 22:55]

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yukiomishima

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thanks for the replies

would it help if i changed the user quota>disk space to say 1kb

would this allow us to keep the account active... still send out auto-replies... and yet have nothing stored on the server... or would the server reject the message even before sending an auto-reply as the mailbox was full

also

if the account still has a fair few messages in it... and i set it to 1kb... would anything untoward happen?

thanks again

yukioMishima
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