> ## Documentation Index
> Fetch the complete documentation index at: https://absentify.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Outlook out-of-office reply
> Automatically activate and deactivate Outlook out-of-office replies based on absences recorded in absentify, with custom templates per leave type.
With absentify’s **Outlook out-of-office reply** feature, employees' out-of-office replies in Outlook are automatically set based on their scheduled absences in absentify. This feature saves time for employees, standardizes communication, and increases efficiency across the organization. To activate this functionality, permissions are required for the **absentify Mailbox Settings** Microsoft 365 Enterprise App (App ID: **93de2041-932f-4c44-ad8e-dea2cf55be00**), using the **MailboxSettings.ReadWrite** permission.
### Benefits of granting out-of-office reply permissions
Granting the **MailboxSettings.ReadWrite** permission to the **absentify Mailbox Settings** app offers significant advantages:
* **Time saving for employees**: Out-of-office replies are automatically set up based on absence types and dates in absentify, eliminating the need for employees to manually create or adjust their replies.
* **Consistent communication**: In the Plus plan, absentify enables centralized management of out-of-office message templates. HR admins can define standardized templates for various leave types, ensuring that all employees’ replies follow a consistent format and tone, which supports brand consistency in external communications.
* **Reduced errors**: Automated out-of-office replies reduce the likelihood of missed or incorrectly set messages, ensuring that both clients and colleagues receive timely, accurate information about employees' availability.
### Default functionality without permissions
If the **MailboxSettings.ReadWrite** permission is not granted, the automatic out-of-office reply feature is unavailable for users. In this case, employees must manually set their out-of-office replies in Outlook whenever they record an absence, which can be time-consuming and may lead to inconsistencies or missed updates.
### User eligibility requirements
Even after the mailbox permission has been activated at the workspace level, individual users must meet the following requirements to use automatic out-of-office replies:
* **Linked Microsoft account**: The user must have a Microsoft account connected to their absentify profile.
* **Tenant consent**: The `MailboxSettings.ReadWrite` permission must be granted (via admin consent) for the user's Microsoft tenant.
If either condition is not met, the user is considered **ineligible** and will see a message explaining why the feature is unavailable. In bulk operations (e.g., setting out-of-office templates for multiple users), ineligible users are automatically filtered out and a summary is shown to the admin.
absentify actively validates these prerequisites before any out-of-office operation (creating, editing, testing, or sending). If the prerequisites are not met, users and admins will see specific error messages:
* **"Microsoft mailbox permissions are not activated"**: The workspace admin has not yet activated the mailbox permission in absentify's Microsoft Integration settings. An admin must activate this setting before out-of-office replies can be managed.
* **"Outlook out-of-office replies are not available for \[user names]"**: The listed users are not eligible. Either their Microsoft account is not linked in absentify, or the `MailboxSettings.ReadWrite` permission has not been granted for their Microsoft tenant.
If users in your organization span multiple Microsoft tenants, admin consent must be granted separately for each tenant. You can verify tenant-level consent by checking whether the **absentify Mailbox Settings** Enterprise App (App ID: **93de2041-932f-4c44-ad8e-dea2cf55be00**) appears with the `MailboxSettings.ReadWrite` permission in each tenant's Entra ID portal.
### How absentify uses the MailboxSettings permission
To promote transparency and trust, here’s how absentify uses the **MailboxSettings.ReadWrite** permission within the **absentify Mailbox Settings** app:
* **Limited access**: The permission is used solely to create, update, or deactivate out-of-office replies in Outlook based on scheduled absences in absentify. We do **not** access any other email settings or mailbox content.
* **Template customization**: absentify accesses only the out-of-office reply settings configured for absences and does not interact with any other email or mailbox data.
* **Data security**: As with all Microsoft integrations, absentify’s access is strictly managed, and only the necessary permissions are requested to provide this feature.
### Security and data protection
We prioritize your organization’s data security and adhere to high standards of privacy:
* **ISO 27001 certification**: absentify is ISO 27001 certified, demonstrating our compliance with international standards for information security management.
* **Microsoft 365 App Certification**: The **absentify Mailbox Settings** app has achieved Microsoft 365 App Certification, meeting Microsoft’s stringent security and compliance standards. This certification assures that absentify’s data handling and security practices are in line with industry best practices.
* **Secure key management**: absentify uses secure key management practices, storing application secrets in an Azure Key Vault accessible only to authorized personnel within absentify GmbH, with no external copies or unauthorized access.
### Enabling automatic out-of-office replies
To activate automated out-of-office replies, follow these steps:
1. **Grant permissions**: Begin by granting the required permissions through the Microsoft 365 admin portal. Use the following link to initiate the consent process:
[Grant Permissions](https://login.microsoftonline.com/common/adminconsent?client_id=93de2041-932f-4c44-ad8e-dea2cf55be00\&redirect_uri=https://app.absentify.com/settings/organisation/microsoft)
2. **Activate the feature in absentify**: Go to **Settings** > **Microsoft** and activate the **mailbox** permission toggle for out-of-office replies.
Both steps are required. Granting the Microsoft permission alone is not enough — the mailbox permission must also be **activated** in absentify's Microsoft Integration settings. Without activation, out-of-office features remain unavailable for all users.
#### Individual setup per user
Employees can set up personal out-of-office templates for each leave type:
1. Go to **My Preferences** > **Automatic Replies**.
2. Customize a message template for each leave type as needed.
For more guidance, see our [creating out-of-office replies guide](/docs/en/roles/employee/automatic_out_of_office_replies).
#### Company-wide setup by admin (Plus plan)
In the Plus plan, HR admins can centrally configure out-of-office message templates for all employees, ensuring consistency across departments and teams.
1. Go to **Settings** > **Integrations** > **Outlook Out of Office**.
2. Define message templates by department and leave type to ensure standardized communication across the organization.
Learn more about configuring centralized out-of-office messages [here](https://support.absentify.com/en/article/enable-out-of-office-replies-10mi7p/).
### Revoking permissions
If you need to revoke the **MailboxSettings.ReadWrite** permission for the **absentify Mailbox Settings** app, follow these steps:
1. **Access Azure Active Directory**: Sign in to the [Azure portal](https://portal.azure.com) with your Microsoft 365 administrator account.
2. **Navigate to Enterprise applications**: In the left-hand menu, go to **Azure Active Directory** > **Enterprise applications**.
3. **Find and select absentify Mailbox Settings**: Locate the **absentify Mailbox Settings** app (App ID: **93de2041-932f-4c44-ad8e-dea2cf55be00**) from the list of applications.
4. **Manage permissions**: In the app overview, go to **Permissions** or **Permissions and consent** settings to view and manage granted permissions.
5. **Revoke permissions**: Select the **MailboxSettings.ReadWrite** permission and revoke access to remove absentify's ability to manage out-of-office replies in Outlook.
Revoking these permissions will disable the automatic out-of-office reply feature, and employees will need to manage their out-of-office settings manually.
By granting and, if needed, revoking the **MailboxSettings.ReadWrite** permission for the **absentify Mailbox Settings** app, you have full control over absentify’s access to Outlook out-of-office reply settings. This lets you maintain both security and operational flexibility for your organization.
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