This is a feature within cPanel that allows you to send a response to incoming emails automatically. This can be useful if you are unavailable or on holiday, or even want a generic response from a support email account. The emails will still reach your inbox, and you can deal with them at a later date.
If you have a "no reply" email address, it is sometimes useful to set up an automatic reply to say no one has seen the email. For the message to be discarded you must not have a forwarder or email address setup for that "no reply" email address.
Setting up the cPanel Autoresponder
This tutorial presumes you have already logged into your cPanel account.
Step 1 — Click on the Autoresponder icon in cPanel
You will find the Autoresponder icon under the Mail section within cPanel as shown in the screenshot below:
Step 2 — To create the automatic reply click "Add Autoresponder."
The next step to create an automatic reply in cPanel is to click the "Add Autoresponder" button that is highlighted in the screenshot below:
Step 3 — Modify / Add Autoresponder
After clicking "Add Autoresponder" in step 2 above, you will be taken to the following page:
This screen is where everything is configured.
- Character Set — The first step is to configure your "Character Set". You must change this first before changing anything else. Otherwise, you will lose any changes you have made and have to re-enter the information again. We recommend leaving the Character Set as "UTF-8."
- Interval — This is the interval in which an auto response will send another email to the same person. For example, if you receive from email to [email protected] it will immediately reply. However, if [email protected] sends you another email, it will not send another email until the period set by the autoresponder expires. This is useful to prevent you spamming someone's inbox with the same message, which can look unprofessional if you receive many emails from the same person over a short period.
- Email — This is where you enter the email address that you wish to respond to. As we briefly mentioned above, for the email to reach your email inbox after the Email Autoresponder sends out a response, you will need to have either created an email address or an email forwarder so that the incoming email has somewhere to go.
- From — Enter the email address here that you wish the email to come from. This does not need to be an active email, for example, you could have "no-reply".
- Subject — Enter the subject of the email that you wish to send out as your Auto Response.
- HTML — If you would like to use HTML code (for example adding clickable links, or images) then you will need to click this box.
- Body — This is the content of the message you wish to respond with. It could simply be an acknowledgment from a support email, or a message saying you are away and the anticipated times you will be returning. The options are limitless.
- Tags — When configuring the email response, you may want to use the same subject, from or email address within the email received in the actual response. Fortunately, you can add a tag to take the information received and automatically populate that information in the reply:
- %subject% — This will insert the subject of the sender's message into the reply.
- %from% — This will insert the name of the sender into the email reply if available. Otherwise, the email address the sender used will be entered.
- %email% — This will insert the incoming email sender's address into the reply.
- Start — Here you can click to have the autoresponder start immediately or schedule for some future date, i.e. when you are away on holiday.
- Stop — Again; here you can record the end date, i.e. for when you return from vacation.
Once you have completed the configuration, click the Create / Modify button.
Example Autoresponder settings in cPanel
To make it a little easier to visualize how to fill out this form we have created an example below: