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Email Autoresponders

Email account autoresponders allow users to setup autoresponses to incoming messages. A good use-case is when a user is on an extended leave, vacation, etc. You may often hear them referred to as vacation autoresponders. They're straight-forward & easy to configure and include some advanced options for those funky circumstances.

Let's get underway — the process takes about ~2 minutes.

Configuring an Email Autoresponder via cPanel

As an account owner (or someone with access), you can configure autoresponders for users directly via cPanel.

  1. First, login to cPanel
  2. Navigate to Autoresponders (within the email section)
  3. Select Add Autoresponder
  4. From here, you'll populate (at the very least) the email field, the domain field, from, subject, and body — which is your reply. Below we'll detail what each field means and provide an example.
  5. Afterwards, hit create! All set: If you set a Start/Stop date, the autoresponder will begin (and end) on those specific dates. If you didn't set a stop date, set a calendar reminder to return to remove it.

Explanation of the autoresponder fields

  • Character Set: Leave as utf-8 unless you're replying using a different language.
  • Interval: How often an autoresponder will trigger to the same address. 24 hours tends to prove sane.
  • Email: Your (or your teammate's) email address that will be replying.
  • Domain: The domain name the email address is at.
  • From: The from name.
  • Subject: The subject you'll be sending.
  • This message contains HTML: Check this if you'll be including html in your reply.
  • Body: The response the autoresponder will send.

Advanced autoresponder tags

You can use the following tags in your from / subject / body fields to craft more advanced messages.

  • %subject% — For ex., if you set your subject line to: Away for vacation: %subject% — it'll reply with the original subject line of the message you're replying to.
  • %from% — This will let you use the sender's original name in a line, for ex Sorry %from%, I'm away from my computer until Monday!
  • %email% — This will let you use the sender's original email address in a field.

Configuring an Email Autoresponder via Webmail

Navigate to the autoresponder section, & review the explanation of the autoresponder fields above before getting underway.

  1. Login to Webmail
  2. If you're inside roundcube, select Webmail Home on the left. Otherwise simply click Autoresponders.
  3. Select Add Autoresponder
  4. From here, you'll populate (at the very least) the email field, the domain field, from, subject, and body — which is your reply. Below we'll detail what each field means and provide an example.
  5. Afterwards, hit create! All set: If you set a Start/Stop date, the autoresponder will begin (and end) on those specific dates. If you didn't set a stop date, set a calendar reminder to return to remove it.

Removing an Email Autoresponder via cPanel

  1. First, login to cPanel
  2. Navigate to Autoresponders (within the email section)
  3. Click Delete next to the autoresponder you wish to remove.
  4. Confirm Delete Autoresponder.

Removing an Email Autoresponder via Webmail

  1. Login to Webmail
  2. If you're inside roundcube, select Webmail Home on the left. Otherwise simply click Autoresponders.
  3. Click Delete next to the autoresponder you wish to remove.
  4. Confirm Delete Autoresponder.

Last update: 2021-04-06