Last Updated on Tuesday, 16 August 2011 00:57 Written by Joel Azaria Tuesday, 16 August 2011 00:48
Have you ever gotten a reply from someone's email while they were on vacation? Did you ever want to tell people who emailed you that you were out of the office for an afternoon or even a few days? This will tell you how to do that! (It's also great for pointing people to a new email address you're using*)
*Note the old address must be on [or, if you own the domain name, transferred to] a cPanel account
The following is a brief tutorial on how to do just that with cPanel. To start ....
... you will need a webhosting account that uses cPanel (Need and account? I recommend Azariatech Hosting)
If you are on Azariatech hosting (or most any cPanel hosting for that matter), the following should help you to set up auto responders for your email account. The instructions are for Azariatech Hosting cPanel, but the steps should be close or the same on other cPanels.
First get to your email console. To do that, just open a browser (Firefox, Chrome, Safari, etc.) and in the URL bar put in your domain with a slash and the word webmail at the end. eg: www.fhsny.com/webmail goes to webmail for FHSNY.com.
It will ask you for your username (this is your full email address) and your [email account] password. Type them in and click ok.
The next screen looks like this:
This is your email console. From here choose Auto Responders and follow the directions below.
[proper credit: The below is excerpted from the official cPanel help files, with some notations [specific to Azariatech Hosting] added in. It is property of cPanel, not Azariatech Hosting)
To add or edit an auto responder:
- Click Add Autoresponder to create a new auto responder. Or, find a current auto responder and click Edit.
- Choose a character set. (If you've no preference or not sure, just leave the default)
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Specify the interval, in hours, you wish for the autoresponder to wait between responses to the same email address.
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For example, if you set up an autoresponder with an interval of
24, and you receive an email fromThis e-mail address is being protected from spambots. You need JavaScript enabled to view itat 8 am on Monday, the autoresponder will respond to his message immediately. If, however,This e-mail address is being protected from spambots. You need JavaScript enabled to view itcontinues to email you throughout the day, the autoresponder will not send him another response for 24 hours after his initial email (in this case, 8 am Tuesday). If he emails you again after the 24-hour interval expires, he will receive an auto response immediately.
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For example, if you set up an autoresponder with an interval of
- Define the email address whose mail you wish the system to respond to. (Likely already filled in for you. For Azariatech Hosting clients it is.)
- In the From and Subject fields, type the username and subject you want to appear in the response. (This is the From and Subject on the auto reply message that's sent)
- If the message includes HTML tags, click the HTML checkbox. (If you're just entering some text for the message body, leave unchecked)
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In the Body field, type the text of the response.
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In the message body, you can include tags, enclosed in percent signs (%). You can use these tags to insert information, such as the incoming email's sender or subject, into the body of the email. Available tags are:
- %subject% — The subject of the message that was sent to the auto responder.
- %from% — The name of the sender of the message received by the auto responder, if available. (If the sender's name was not received, %from% will print the sender's email address.)
- %email% — The sender's email address.
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In the message body, you can include tags, enclosed in percent signs (%). You can use these tags to insert information, such as the incoming email's sender or subject, into the body of the email. Available tags are:
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Select a start time. You can choose Immediately or Custom. (This chooses when the auto response becomes active. Select the future date, e.g. first day you're away from work for vacation, to have automatic replies start then.
- If you select Custom, a small calendar will pop up. Navigate between months using the arrows and click your preferred date. Then, enter a time at the bottom of the calendar and select AM or PM from the the drop-down menu. Finally, click X to exit out of the calendar.
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Select a stop time. You can choose Never or Custom. (This will be the end date, when the auto response becomes inactive (it's not deleted!). For example, the first (or second..) day you're back from vacation.
- If you select Custom, a small calendar will pop up. Navigate between months using the arrows and click your preferred date. Then, enter a time at the bottom of the calendar and select AM or PM from the the drop-down menu. Finally, click X to exit out of the calendar.
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Note: You must choose a stop time that is later than the start time.
- Click Create/Modify to store the new auto responder.
Remove an Auto Responder
To delete an auto responder:
- Click Delete next to the appropriate auto responder.
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Click Yes to confirm that the responder should be deleted.
- If you wish to keep the auto responder, click No.
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