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How to configure automatic email response messages

What is an Autoresponder?

An autoresponder is an email program that automatically responds or sends replies to email messages, depending on the incoming email or message. It includes a prewritten message that is sent to senders as an automatic response to said emails or messages. Autoresponders can be set up in email accounts as well as websites.

How to configure your automatic email response messages in your email accounts

Responding to emails, especially time-sensitive ones, is crucial in business. However, there may be times when you are unable to respond to them promptly. This is where automatic email responses or autoresponders come in handy.

The following are some of the configuration settings you can implement in the Autoresponders page:

  1. Add an Autoresponder

    To add an autoresponder to your email account, follow the steps below:

    1. Click on My Account at the top of the page.
    2. Select Hosting Manager from the drop-down menu.
    3. Enter your username and password, and click Log In.
    4. On the Home page, click the word Email or the [ v ] arrow symbol on the right side.
    5. Click the Autoresponders icon, which is next to the Global Filters icon.
    6. Next page, click the Add Auto Responder button.
    7. On the Add Auto Responder page, fill out all the required fields.
Character Set This is a standard set of characters that is recognised by computer hardware and software.

Important Note: It is highly recommended that you use the utf-8 character set, which is also the default value for this field.

Interval This is the number of hours you want the autoresponder to wait between responses to the same sender email address.

Important Note: If you set the interval to 0, the system sends an auto-response for every email it receives.

Email This is the email address for the autoresponder, meaning it will be the sender email address in the auto-response.
Domain This is where you choose the domain associated with the email address you are adding Responders to.
From This is the sender username that will appear in the auto-response.
Subject This is the subject of the auto-response.
Body This is the main body or message of the auto-response.

Important Note: If the message includes HTML tags, check This message contains HTML.


You can also use tags for variables in the auto-response. The tags use the percent (%) symbol as markers.

The available tags for the variables are:

  • %subject% - This will display the subject of the message that the autoresponder received.
  • %from% - This will display the name of the sender of the message that the autoresponder received. If there was no name in the original received email’s header, then the tag will display the sender’s email address instead.
  • %email% - This will display the sender’s email address.
    1. Choose the Start and Stop time of your autoresponder right below the Body text box. This will set the date and time you want the autoresponder to start working and when it will stop.

      If you choose Custom for either Start or Stop, a pop-up box will display a calendar and clock. Make sure you choose the right periods, AM or PM.

      Important Note: If you choose Custom, you must select a stop time that is later than the start time.

    2. Click Add to save the auto-response entry.

  1. Edit an Autoresponder

    If you want to edit any of the autoresponders you have created, follow the steps below:

    1. Click on My Account at the top of the page.
    2. Select Hosting Manager from the drop-down menu.
    3. Enter your username and password, and click Log In.
    4. On the Home page, click the word Email or the [ v ] arrow symbol on the right side.
    5. Click the Autoresponders icon, which is next to the Global Filters icon.
    6. Next page, on the top right section is the Managing menu. You can filter current autoresponders by domain here. Select the domain associated to the autoresponder/s you want to edit in the drop-down menu to get the list of autoresponders for that domain.
    7. Find the autoresponder entry you want to edit in the Current Autoresponders list, and click Edit.
    8. Change the values in the menus and text boxes as you see fit.
    9. Click Modify to save your corrections.

  2. Delete an Autoresponder

    If you want to delete any of the autoresponders you have created, follow the steps below:

    1. Click on My Account at the top of the page.
    2. Select Hosting Manager from the drop-down menu.
    3. Enter your username and password, and click Log In.
    4. On the Home page, click the word Email or the [ v ] arrow symbol on the right side.
    5. Click the Autoresponders icon, which is next to the Global Filters icon.
    6. Next page, on the top right section is the Managing menu. You can filter current autoresponders by domain here. Select the domain associated to the autoresponder/s you want to edit in the drop-down menu to get the list of autoresponders for that domain.
    7. Find the autoresponder entry you want to remove in the Current Autoresponders list, and click Delete.
    8. Click Delete Autoresponder to confirm.
    9. Important Note: You can also choose not to delete the entry by clicking Cancel instead.

Congratulations, you have now configured automatic email response messages in your email accounts.

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