How To Configure Automatic Email Response Messages
Responding to emails promptly is essential in business, but there are times when you may be unavailable. This is where automatic email responses, or autoresponders, can help.
Autoresponder is an email tool in cPanel that automatically replies to incoming messages with a prewritten response. It ensures that senders receive an immediate acknowledgment even when you're unable to reply manually.
In this guide, you'll learn how to access Autoresponder in cPanel, as well as how to add, edit, and delete automatic responses.
To add an autoresponder to your email account, follow the steps below:
- Log in to your Account Manager.
- Find the domain associated with your hosting and click MANAGE.
- In the top-right corner, click LOGIN TO CPANEL. This will redirect you to the cPanel interface.
- In the Email section, select Autoresponders to open the autoresponder management page.
- Next, click the Add Autoresponder button.
- On the Add Autoresponder 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: 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: 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: 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.
- 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: If you choose Custom, you must select a stop time that is later than the start time.
- Click Add or Create to save the auto-response entry.
If you want to edit any of the autoresponders you have created, follow the steps below:
- Log in to your Account Manager.
- Find the domain associated with your hosting and click MANAGE.
- In the top-right corner, click LOGIN TO CPANEL. This will redirect you to the cPanel interface.
- In the Email section, select Autoresponders to open the autoresponder management 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.
- Find the autoresponder entry you want to edit in the Current Autoresponders list, and click Edit.
- Change the values in the menus and text boxes as you see fit.
- Click Modify to save your corrections.
If you want to delete any of the autoresponders you have created, follow the steps below:
- Log in to your Account Manager.
- Find the domain associated with your hosting and click MANAGE.
- In the top-right corner, click LOGIN TO CPANEL. This will redirect you to the cPanel interface.
- In the Email section, select Autoresponders to open the autoresponder management 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.
- Find the autoresponder entry you want to remove in the Current Autoresponders list, and click Delete.
- Click Delete Autoresponder to confirm.
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.