Setting up an email autoresponder
Here we will show you how to add and edit your email autoresponders, an email autoresponder is simply an automatic reply which goes to everyone that sends an email to your email address.
There are a number of situations where you might want to set up an autoresponder we will give a couple of examples:
- Your on holiday
- You might want to let everyone who sends you an email whilst your on holiday that you are away and so will not be able to reply but will be back on a particular date, this way people will not think you are ignoring them
- Thank you we will be in touch shortly
- This is like a immediate confirmation that we have received your email etc.
- Sending an automatic document
- You want to setup an autoresponder that automatically sends some files (maybe a word document, a pdf file or some images?) you can even customise the autoresponder so its not sent to every one who sends you an email but only to those that put a certain phrase in the subject, for example "Send me your free ebook" and only those who put this in the subject of the email will receive it.
And so you can see you can customise your autoresponders to your needs.
Now we will show you how to login and manage your autoresponders, we would have sent you an email with a login link otherwise you can login using this address, changing the "yourdomain.com" to your actual domain name - login link: https://yourdomain.com:8443
If you get a website security certificate warning appear simply click OK or Continue to this website
Once your on the login page enter your email address and password
On your main page you will see 3 options
- Preferences - here you can change your email password
- Redirect - this is to redirect all your email to another email address
- Autoresponders - here is all your autoresponder options
Click the Autoresponders icon which will take you to the managament area for your autoresponders, as you can see below i have 2 autoresponders setup, one of them is active and the holiday one is currently disabled, when you first login you will not have any autoresponders setup so your list will be empty
- Add New Autoresponder - does just that
- Disable / Enable - This disables or enables the autoresponder feature on this email account
- Attachment Files - take you to the area where you can manage your autoresponder attachments
Click on the "Add New Autoresponder" icon which will take you to the page where you can create your new autoresponder, as you can see below i have filled in the fields as an example for a new "Out of Office" one
Here is a small description of the options above:
- Disable / Enable icon
This will enable or disable the autoresponder
- Autoresponder Name
This is just for your reference
- Request - Request Text
This is the option of when to send the autoresponder, by default it is set to "always respond" but you could change this to only respond when a certain phrase is in the subject or body of the email
- Answer with Subject
This is the subject of the email that will be sent as the autoresponder, normally you can leave this as it will automatically put the original emails subject in with a "Re:" in front of it
- Return Address
Generally you can leave this blank, this is just the email address that the autoresponder is sent from, leaving it blank will simply use your email address
- Reply Text
This is the message that you want your autoresponder to send
- Limits - Reply to email address
This is the amount of times the autoresponder will reply to any one email address, normally you can just leave this on 10 and for the second option (store upto) you can leave on 100
- Forward Request to Email
This is if you want the email also forwarded to another address
- Add Attachment
This option allows you to add an attachment to the autoresponder
Tip: Test your newly created autoresponder by sending an email to yourself
Hopefully the info above will help you get your autoresponders setup, any questions email us at support@webpixel.co.uk or call 01206 541188