How to create an autoresponder

Introduction

Creating an autoresponder is a valuable tool for efficiently managing email communications. Autoresponders automatically generate and send replies to incoming emails, making it easy to acknowledge receipt of messages or provide information without manual intervention. Here’s how to set up an autoresponder using cPanel:

Step 1: Log in to cPanel.

  • To begin, log in to your cPanel account.

 

Step 2: Access the Autoresponders feature.

  • Navigate to the “Email” section and select the “Autoresponders” option.

 

Step 3: Add a new autoresponder.

  • Click on “Add Autoresponder” to start creating a new autoresponder.

 

Step 4: Configure your autoresponder.

  • Fill in the required details for your autoresponder, including:
  • Character Set: Typically set to utf-8; you can leave it as default.
  • Interval: Choose the number of hours to wait between responses to the same email address. Setting it to “1” is generally recommended to avoid flooding inboxes with automatic replies.
  • Email: Enter the email address for which you are setting up the autoresponder (e.g., info).
  • Domain: Specify the domain associated with the autoresponder.
  • From: Select the “From” address that your reply will be sent from, usually matching the email address entered in the “Email” field.
  • Subject: Set the subject line of the reply (e.g., “Out of Office”).
  • HTML: Check this option if you want to include HTML in the email body.
  • Body: Compose the autoresponder message.
  • Start: Choose when your autoresponder begins replying, either immediately or at a specific date and time.
  • Stop: Determine when your autoresponder stops replying, either “Never” or at a custom date and time.

 

Step 5: Use custom tags (optional).

cPanel’s autoresponder allows you to include custom tags in the body of your reply, such as %subject%, %from%, and %email%.
Example of an autoresponder:

  • Let’s create an “out of office” autoresponder as an example. This autoresponder will inform customers that their email has been received but you are currently unavailable.
  • Set the character set to default and the interval to “1” to prevent autoresponder loops.
  • Enter the email address, domain, “From” address, subject, and compose the body message.
  • Specify the start and stop dates and times.
  • After configuring your autoresponder, click “Create” to activate it.

 

Your autoresponder will begin working as scheduled, automatically sending out replies to incoming emails and keeping your customers informed.