How to configure reply mail management

Reply Mail Management (RMM) is a feature in email systems that allows you to manage and process incoming reply mail, which is email sent in response to a message you sent. Here's a step-by-step guide on how to configure reply mail management:

Step 1: Enable Reply Mail Management

To enable RMM, you need to configure your email server or client to allow incoming reply mail. The exact steps may vary depending on your email provider or client. Here are some general steps:

• For Microsoft Exchange Server: Go to the Exchange Management Console, navigate to "Organization Configuration" > "Mail Flow" > "Reply Mail", and enable the "Allow reply mail" option.
• For Postfix (a popular open-source email server): Edit the /etc/postfix/main.cf file and add the following line: reply_mail_enable = yes. Then, restart the Postfix service.
• For Gmail (using IMAP): Enable IMAP in your Gmail settings, and then configure your email client to use IMAP.

Step 2: Set Up a Reply Mail Folder

Create a folder to store incoming reply mail. This folder will be used to store emails that are sent in response to your original message. You can create a new folder in your email client or server, or use an existing one.

Step 3: Configure Reply Mail Rules

Reply mail rules determine how incoming reply mail is processed. You can create rules to:

• Move reply mail to a specific folder
• Forward reply mail to another email address
• Delete reply mail
• Perform other actions

Here are some examples of reply mail rules:

• Move reply mail to a specific folder: move {reply mail folder} {destination folder}
• Forward reply mail to another email address: forward {reply mail folder} {destination email address}
• Delete reply mail: delete {reply mail folder}

Step 4: Test Reply Mail Management

Send a test email to a recipient and ask them to reply to your original message. Verify that the reply mail is processed according to your configured rules.

Additional Tips

• Make sure to configure your email client or server to allow incoming reply mail.
• Use a unique subject line or prefix in your original message to help identify reply mail.
• Consider using a separate email address or domain for reply mail to keep it separate from your regular email.
• Be cautious when configuring reply mail rules, as they can affect the flow of email in your organization.

By following these steps, you can effectively configure reply mail management to manage incoming reply mail and streamline your email workflow.