Outlook out-of-office reply

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.

​

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 BrainCore Solutions GmbH (the creator and owner of absentify), 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

2. Activate the feature in absentify: Go to Settings > Integrations > Outlook Out of Office and enable the feature.

​

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.

​

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.

​

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: Log in to the Azure portal with your Microsoft 365 administrator account.

2. Navigate to Enterprise applications: In the left-hand menu, select 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, allowing you to maintain both security and operational flexibility for your organization.

---