When someone leaves the company their mailbox is deleted and the SMTP record is added to a noreply@company.com mailbox.

On the mailbox we added an out-of-office notifying the sender that person they are trying to reach is no longer with the company. After a couple of months the record is removed from the mailbox.

(thank God this is all automated...)

However, if Alice is sending an email to Bob who has left the company, she will receive an OoO from the mailbox. If after an hour she sends an email to Carl who left the company too, she no longer will receive the OoO because the is hitting the same mailbox.

Is there a way to get around this issue? Or is there a better way to handle disabled mailboxes?

  • 1
    Just delete the mailbox. The bounce message is notification enough that the person is no longer there. – Gerald Schneider May 21 '19 at 11:44
  • Management finds this rather unprofessional. Also some less 'savvy' employees might start calling IT because "they can send mail to xxx". – MeMario May 21 '19 at 11:54
  • You can refer to this: support.microsoft.com/en-sg/help/157961/… – joyceshen May 22 '19 at 1:51

An out-of-office message on an Exchange mailbox is only replied to once during the lifetime of that specific out-of-office message.

To reply to every incoming mail you should delete the out-of-office message but instead add the reply via a rule.

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