Setting up autoresponders while you are going out on vacation

Introduction:

This guide will walk you through the process of setting up an autoresponder in your email account when you're out on vacation. This feature is particularly useful for letting your contacts know that you are temporarily unavailable and when they can expect a response.

Step 1: Accessing Your Webmail

1. Open your web browser.
2. Go to https://webmail.domain.com (replace 'domain.com' with your actual domain name).
3. Enter your full email address and password.
4. Click on the 'Log in' button to access your webmail dashboard.

Step 3: Navigating to Autoresponders

1. In your webmail dashboard, look for a section or icon labeled 'Autoresponders'.
2. Click on the 'Autoresponders' option.

Step 4: Setting Up Your Autoresponder

1. Click on 'Add Autoresponder' or 'Create New Autoresponder'.
2. Fill in the required fields:
   Character Set: Usually defaulted to 'utf-8'.
   Interval: Set the time (in hours) to wait before sending a response to the same email address.
   Email: Ensure your email address is correct.
   From: Enter the name that will appear in the 'From' field of the autoresponse.
   Subject: Enter the subject of your autoresponse (e.g., 'Out of Office').
   Body: Write your autoresponse message. (Refer to the template provided earlier for an example).
   Start and Stop Time: Set the dates for when the autoresponder should begin and end.
3. Click 'Create/Save' to activate your autoresponder.

Step 5: Testing Your Autoresponder

1. Send a test email to your account from a different email address.
2. Check to see if you receive the autoresponse as expected.

Step 6: Deactivating the Autoresponder

1. Once you're back from vacation, remember to deactivate the autoresponder.
2. Navigate to the 'Autoresponders' section in your webmail.
3. Click on 'Delete' or 'Deactivate' next to the relevant autoresponder.

Below is a sample autoresponder template that you can copy and adjust to your specific needs:

Character Set: utf-8

Interval: 0

From: Your Name

Subject: Out of Office

Body: 

Hello,

Thank you for your email. I am currently out of the office on vacation and will not be checking my emails regularly from [Start Date] to [End Date]. I will have limited access to my email during this period.

If your matter is urgent and requires immediate attention, please contact [Alternate Contact Name] at [Alternate Contact's Email Address] or [Alternate Contact's Phone Number]. Otherwise, I will respond to your email as soon as possible upon my return.

Thank you for your understanding, and I apologise for any inconvenience this may cause.

Best regards,

[Your Name]
[Your Position]
[Your Company]
[Your Contact Information]

Conclusion:

Setting up an autoresponder in your webmail account is a simple and effective way to manage your emails while you are away. It ensures that your contacts are informed of your absence and when to expect a reply.

For any technical issues, please contact our support team.

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