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📧 Setting Up Email Autoresponders

Send automatic replies to incoming emails. Perfect for vacations, holidays, or automated acknowledgments.

What Is an Autoresponder?​

When someone emails you, they automatically get a predefined response message. The original Email still arrives in your inbox - they just also get your automatic reply.

Common uses:

  • Out of office notices
  • Holiday closures
  • Vacation messages
  • Support ticket acknowledgments
  • Automated info responses

Creating an Autoresponder​

Step 1: Go to Autoresponders​

  1. Log into Web Control Panel
  2. Go to Email Manager > Autoresponders
  3. Click CREATE AUTORESPONDER button

Step 2: Select Email Address​

Responder Address: Choose which Email account gets the autoresponder

Step 3: Fill in Settings​

FieldWhat to Enter
Subject PrefixText added to reply subject (e.g., "Autoresponse") or "original subject" to keep original
Content TypePlain text (recommended) or HTML
Reply FrequencyHow often to send (e.g., 2 days = once per 2 days per sender)
Responder MessageYour automatic reply text (see examples below)
Send a CC toOptional - send copy to another Email

Step 4: Write Your Message​

Keep it professional and concise:

Example 1 - Vacation:

Thank you for your email!

I am currently out of the office and will return on December 27. 
I will respond to your message upon my return.

For urgent matters: [email protected]

Best regards

Example 2 - Holiday:

Happy Holidays!

Our office is closed December 23 - January 2 and will reopen January 3.

Thank you for your patience!

Example 3 - Support Ticket:

Thank you for contacting support!

Your request has been received. Our team will respond within 24 business hours.

Best regards,
Support Team

Step 5: Save​

Click SAVE to create the autoresponder.

The autoresponder is now active and will reply to all incoming emails.

Managing Autoresponders​

View Your Autoresponders​

  1. Go to Email Manager > Autoresponders
  2. See list of all active autoresponders
  3. Shows which Email and CC address (if set)

Edit Autoresponder​

  1. Find the autoresponder in the list
  2. Click Edit or the pencil icon
  3. Update settings or message
  4. Click Save

Changes take effect immediately.

Delete Autoresponder​

  1. Find the autoresponder in the list
  2. Click Delete or trash icon
  3. Confirm deletion
  4. Autoresponder is now off

Tips & Best Practices​

Do:

  • Set specific return dates
  • Include contact info for urgent matters
  • Keep message short (3-5 sentences)
  • Use plain text format
  • Spell-check before saving
  • Test with a test email

Don't:

  • Use overly casual tone
  • Write long messages
  • Forget to delete after returning
  • Use complex HTML formatting
  • Use special characters
  • Leave autoresponder on by accident

Combining Features​

Autoresponder + Forwarding:

  • Set up autoresponder: "I'm out, contact John"
  • Set up forwarder: forward to John's email
  • Result: Sender gets auto-reply AND John gets the email

See Setup Forwarders for more.

Autoresponder + Spam Filters:

  • Spam won't trigger autoresponder
  • Only legitimate emails get auto-reply

See Spam Filters for more.

Troubleshooting​

Autoresponder Not Sending​

Check:

  1. Is it created and saved?
  2. Does it have a message?
  3. Does the Email account exist?
  4. Send a test Email - should receive reply within seconds

Still Sending After I Delete It​

  • Refresh page (F5)
  • Try deleting again
  • Clear browser cache
  • Try different browser

I Forgot to Delete It​

  • Go to Email Manager > Autoresponders
  • Delete it now
  • Or edit and clear the message

Need help? Contact support - available 24/7!