Outlook Experts,

 

As many network administrators may be aware, a common configuration option for email lists like [log in to unmask] is to have the list server set the Reply-To header line to the list.  From my perspective, the Reply-To header line has become more important for end users with the advent of Sender Policy Framework (SPF) and DomainKeys Identified Mail (DKIM) email authentication methods.  When I help a user configure email, whether it is Gmail, MSU mail or others, I am careful to help them configure it so the From address will match the outgoing server.

 

In addition, we have users receiving mail from small listserv lists that are service and support email addresses, and in that case we don’t want Reply-To list set.  To me, the near-ideal would be for the service person to be able to click on Reply, so that a response is created with To: <Requester> filled in, and then a second button or dropdown would be available to set the Reply-To field and the CC field to <list>.  That way when the requester receives a response and needs to respond, and they click Reply, the requester’s 2^nd message will automatically be sent to the list which all service personnel would see.

 

In terms of email headers, the three message sequence would be like the following:

 

Original request from requester:

To: Service List <[log in to unmask]>

From: Joe Requester <[log in to unmask]>

Subject: need help with abc

 

Response from service person Jane Responder:

To: Joe Requester <[log in to unmask]>

From: Jane Responder <[log in to unmask]>

CC:  Service List <[log in to unmask]>

Reply-To: Service List <[log in to unmask]>

Subject: Re: need help with abc

 

2^nd message from requester:

To: Service List <[log in to unmask]>

From: Joe Requester <[log in to unmask]>

Subject: Re: need help with abc

 

The key to getting the 2^nd message from requester to go to the list instead of Jane Responder is the Reply-To in the Response from the service person.  The reason the Reply-To is so important in terms of email authentication is that the list could be in a different domain (e.g. gmail.com) from the responder (e.g. msu.edu).  It would be a violation of email security to send the response with “From: Service List <[log in to unmask]>” while the message is being sent through outgoing server mail.msu.edu, and my interpretation of modern email standards is that setting From to the service list would be a violation if the message is actually coming from an email client.

 

There are at least two ways that Thunderbird supports setting the Reply-To and CC fields in one step.  The easiest method seems to me to be identity management where all the identities have the same valid From address, but the Reply-To and CC fields can be customized.

 

Outlook does not display Reply-To with To and CC fields.  From the perspective of an email administrator that supports numerous service, support and general distribution lists, the fact that Outlook does not display Reply-To with To and CC fields is a serious drawback.

 

Does anyone know of an add-in that supports setting the Reply-To and CC fields in one step in Outlook?

 

-Stefan

 

Stefan Ozminski
Computer Services Manager
W.K. Kellogg Biological Station
Michigan State University
3700 E. Gull Lake Dr.
Hickory Corners, MI  49060
Phone: 269-671-4427
mailto:[log in to unmask]