When you’re heading out of the office for an extended time (usually several days) and you’re not going to be responding to email, you can setup an message that automatically replies to every email that you receive. This message is usually useful to say things like “I’m out of the office from this date to this date, and I’ll be checking mail infrequently / I won’t have access to email. If you need immediate assistance, please call ____, or please email ____”. Setting up an auto-responder is very easy using webmail.
To create an auto-responder:
- Login to webmail.
- Below the icons for Horde or SquirrelMail are icons for additional e-mail options. Click the AutoResponders icon.
- Click Add Auto-responder.
- Fill in the From, Subject, and Body fields.
- In the From field, type your full name (NOT your e-mail address).
- In the Subject field, type the subject you would like your auto-responder to have. For example, “Out-of-Office from __ to __”. To include the subject of the original email type %subject% where you would like it to appear, such as “RE: %subject%”.
- In the Body field, type your message, such as the one suggested at the beginning of this article.
- Once you’ve completed your message, click Create/Modify, and it will confirm that your message is now enabled.
An important thing to remember is that you need to go back in and turn this message off when you return! You may want to set yourself a reminder on your calendar, so that you are reminded when you get back to go disable this message.
To disable an auto-responder:
- Login to webmail.
- Below the icons for Horde or SquirrelMail are icons for additional e-mail options. Click the AutoResponders icon.
- You will see the subject of your auto-responder listed on this page. Click Delete.
- Click Yes when prompted if you are sure you want to delete the auto-responder, and it will confirm that your message is now deleted.
If you have any questions, contact Krohnert.net for assistance.