Skip to main content

📧 Setting Up Email Autoresponders in WebHostMost

Email autoresponders in WebHostMost automatically send replies to incoming emails. This guide shows you how to configure autoresponders in your WebHostMost Web Control Panel for vacation notices, holiday closures, or automated acknowledgments.

What Are Email Autoresponders in WebHostMost?​

An autoresponder is a WebHostMost Email feature that sends automatic replies to anyone who emails you. When someone sends an Email to your WebHostMost address, they immediately receive your pre-written message.

How it works:

  1. Email arrives at your WebHostMost mailbox
  2. WebHostMost autoresponder instantly sends your automatic reply
  3. Original Email stays in your WebHostMost inbox (not deleted)
  4. You can still read and respond manually later

Common uses for WebHostMost autoresponders:

  • Out of office notices – "I'm away until Monday"
  • Holiday closures – "Office closed Dec 25-Jan 1"
  • Vacation messages – "On vacation, back Feb 15"
  • Support acknowledgments – "Ticket received, we'll respond in 24 hours"
  • Automated info – "Thanks for contacting us, here's our hours"

Creating an Autoresponder in WebHostMost​

Step 1: Access the Autoresponders Tool​

  1. Log into your WebHostMost Web Control Panel
  2. Navigate to Email Manager > Autoresponders
  3. Click the CREATE AUTORESPONDER button

Step 2: Select Email Address​

Choose which WebHostMost Email will have the autoresponder:

In the "Email Address" dropdown, select the Email account that should send automatic replies. The dropdown shows all Email accounts you've created in WebHostMost (e.g., [email protected]).

note

The Email account must already exist in WebHostMost. Need to create one first? → Creating Email Accounts guide

Step 3: Configure Autoresponder Settings​

Fill in these fields in the WebHostMost autoresponder form:

FieldWhat It DoesExample
SubjectSubject line of the automatic reply"Out of Office" or "Autoresponse"
Content TypePlain text (recommended) or HTML formatChoose "Plain Text"
Reply FrequencyHow often to reply to the same sender"Once per day" prevents spam
Message BodyYour automatic reply textSee examples below
CC CopyOptional: send copy to another Email[email protected]

Reply Frequency explained: If set to "2 hours", WebHostMost will only send one autoresponse per 2 hours to each unique sender (prevents flooding their inbox if they email you multiple times).

Step 4: Write Your Autoresponse Message​

Keep it short (3-5 lines) and professional:

Example – Out of Office:

Thank you for your email. I'm out of the office until January 15 and will respond when I return.

For urgent matters, contact [email protected]

Example – Holiday Closure:

Happy Holidays! Our office is closed Dec 23 - Jan 2. We'll respond when we reopen on January 3.

Example – Support Acknowledgment:

Thank you for contacting us! Your message has been received and we'll respond within 24 hours.

Step 5: Activate the Autoresponder​

Click SAVE or CREATE in WebHostMost.

What happens next:

  • The autoresponder activates immediately
  • Anyone who emails this WebHostMost address will get your automatic reply
  • Test it by sending an Email from another account
Test Your Autoresponder

Send a test Email from Gmail or another account to your WebHostMost Email. You should receive the automatic reply within seconds.

Managing Autoresponders in WebHostMost​

Viewing Active Autoresponders​

  1. In WebHostMost Web Control Panel, go to Email Manager > Autoresponders
  2. You'll see all active autoresponders with Email addresses
  3. Shows which WebHostMost Email has autoresponders enabled

Editing an Autoresponder​

To update the message or settings:

  1. Find the autoresponder in the WebHostMost list
  2. Click Edit (or pencil icon)
  3. Change the message, subject, or frequency
  4. Click SAVE

Changes apply immediately—no need to delete and recreate.

Deleting an Autoresponder​

When you return from vacation or no longer need it:

  1. In WebHostMost Email Manager > Autoresponders, find it
  2. Click Delete (or trash icon)
  3. Confirm deletion
  4. WebHostMost stops sending automatic replies immediately
Don't Forget!

Remember to delete your autoresponder when you return from vacation. Leaving it active sends "out of office" replies even when you're back (looks unprofessional).

Best Practices for WebHostMost Autoresponders​

DO these things:

  • Include specific return date ("back January 15")
  • Provide alternative contact for urgent issues
  • Keep message short (3-5 lines max)
  • Use plain text format in WebHostMost (not HTML)
  • Test immediately after creating
  • Delete it when you return (important!)

DON'T do these:

  • Leave autoresponder on after returning
  • Write long explanations (nobody reads them)
  • Use casual/unprofessional tone
  • Set reply frequency too low (causes spam)

Using Autoresponders with Other WebHostMost Features​

Autoresponder + Email Forwarder = Perfect Vacation Setup:

Combine both features in WebHostMost:

  1. Autoresponder: "I'm on vacation, John will help you"
  2. Email Forwarder: Forward your emails to [email protected]

Result: Customer gets instant reply + John receives the Email and can respond.

→ Setup Email Forwarders guide

Autoresponder + Spam Filters:

WebHostMost spam filters check emails BEFORE triggering autoresponders. Only legitimate emails get automatic replies (spam doesn't).

→ Spam Filters guide

Troubleshooting Autoresponders​

Problem: No Automatic Reply Sent​

Quick Fix:

  1. Verify autoresponder exists in WebHostMost Email Manager > Autoresponders
  2. Check message field isn't empty
  3. Verify WebHostMost Email account is active → Managing Emails guide
  4. Send test Email from external account (Gmail) and wait 10 seconds
  5. Check spam folder (sometimes autoreplies go there)

Problem: Still Sending After Deleting​

Quick Fix:

  1. Refresh WebHostMost Web Control Panel (Ctrl+F5)
  2. Verify it's not in the autoresponders list
  3. Clear browser cache and check again
  4. Wait 1-2 minutes (WebHostMost might be processing deletion)

Problem: Forgot to Delete After Vacation​

Quick Fix: Go to WebHostMost Email Manager > Autoresponders and delete it now. People will stop receiving "out of office" replies immediately.

More Email Manager Guides​

Email Setup:

Email Features:

Getting Help:

Need Help?

If you have questions about WebHostMost autoresponders, contact WebHostMost Support—available 24/7!