How to set up an autoresponder

An automated reply email (also known as an autoresponder, auto-reply or out-of-office email) can be set up in either your mail client e.g. your desktop computer, via the control panel or within Webmail. Refer to the various templates below for suggestions on what to include.

1. Mail client

Outlook, Thunderbird, Mac Mail and other mail clients provide an autoreply option. Refer to their relevant support documentation.

2. konsoleH

Set up an Auto Responder on a mailbox via konsoleH:

  1. Browse to konsoleH and log in at Admin level.
  2. Search for and select the domain name.
  3. Select Mail > Manage Accounts.
  4. Click on Autoreply to the right of the relevant email account.
  5. Select On from the Autoreply drop-down list.
  6. Expiry Date: Select your date. The autoresponse will be deactivated by 06h00 on that date.
  7. Edit the Subject and Text as required. Note: please don’t use any special characters, including apostrophes e.g. ‘I’m’, ‘we’ll’ or the autoresponder will not work correctly.
  8. Click Save.
  9. Your auto responder is now active. To test it, send an email to the address and see if you receive the auto response.

3. xneelo Control Panel

Set up an Auto Responder on a mailbox via the xneelo Control Panel:

  1. Log into the xneelo Control Panel.
  2. Search for and select the domain name.
  3. Scroll down and select Mail Admin under Mail tools.
  4. Select the 3 dots menu on the right of the relevant email account and click on Autoresponder.
  5. Toggle the switch to On.
  6. Expiry Date: Select your date. The autoresponse will be deactivated by 06h00 on that date.
  7. Edit the Subject and Out of office message as required. Note: please don’t use any special characters, including apostrophes e.g. ‘I’m’, ‘we’ll’ or the autoresponder will not work correctly.
  8. Click Save.
  9. Your auto responder is now active. To test it, send an email to the address and see if you receive the auto response.

4. Webmail

Set up an Auto Responder on a mailbox via Webmail:

  1. Browse to Webmail.
  2. Log in with your full email address and email password (passwords are case-sensitive).
  3. Select Settings from the left-hand menu.
  4. Select Manage Mailbox.
  5. Log in with your mailbox password.
  6. Scroll down to Autoresponse and edit as needed. Note: Please don’t use any special characters, including apostrophes e.g. ‘I’m’, ‘we’ll’ or the autoresponder will not work correctly.
  7. Toggle the OFF switch to ON.                                                               
  8. Click on Update Mailbox at the bottom of the page.
  9. Your Autoresponder is now active. To test it, send an email to the address and see if you receive the auto-response.

Sample Templates

  • If you are using konsoleH, remember to include your mail signature at the bottom
  • Adjust the subject line, but include “autoreply” or similar

Thank you for your email. I am out of the office and will be back on (date).

As I will have limited access to my email, you can contact me on my cell phone at (cell phone number).

Kind Regards

(Your Name)

Thank you for your email. Our offices are closed from (date) until (date).

We will attend to your enquiry as soon as possible thereafter. Urgent enquiries can be addressed to (email/cell number).

Regards

(Your Name)

I will be out of the office from (date) until (date).

If you need immediate assistance during this time, please contact (name) at (email address/cell number). Otherwise I will respond to your emails as soon as possible when I return.

Warm Regards,
(Your Name)

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