Q. How do I set up an Out of Office reply?
Users can set up autoresponders to automatically send a pre-written response when an email message is received. They are commonly used to notify senders that the recipient is out of the office or on vacation.
To set up an autoresponder:
1. Login to SmarterMail.
2. Click on the toolbox icon.
3. From the dropdown, select Settings.
4. Click Autoresponder in the left sidebar.
5. On the Autoresponder page, you should now see the message area and the options area. Select the options you would like and enter the message you would like to be sent.
6. Click Save when you are finished.
Options:
Use this tab to specify the following options:
- Enable Autoresponder: Toggle the slider to turn the autoresponder on.
- Disable responses to indirect mail: By enabling this setting, the autoresponder will only be triggered by email sent directly to you
- Limit responses to once daily: Toggle the slider to ensure an email address only receives the autoresponder message once per day, even if they send you multiple messages.
- Only send between certain dates: Toggling this slider will show you fields to specify the date range that your autoresponder will be active.
- Message Format: Select between HTML or plain text. If you are unsure which to select, leave it as default.
Autoresponder Message:
Here you will create your personalized autoresponder message. Enter the following:
- Subject: The words or phrase that appears in the subject of the autoresponder message (e.g. Out of Office).
- Message: Type the text of the autoresponder in this field. You can customize the message with HTML formatting should you so desire. However, make sure that your Message Format is set to HTML if you want to format your message with custom fonts, sizes, colors, links, etc. An example autoresponder is: "I will be out of the office from June 1 to June 15. I will respond to your message upon my return to the office on June 16. If you need immediate assistance, please contact Jane Doe at jdoe@example.com."
