| Email FAQs - How do I set
up Auto-Responders on my email boxes? |
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Auto-responders
can be a useful tool but proper use and configuration are
crucial to prevent unwanted spam reports, misdirected
responses or fees for bandwidth or space abuses or service
fees.
IF you wish to setup an auto-responder on a mailbox where you
receive form results it is VERY important that your form be
configured properly. Forms are processed by a function
on the server. If a form is not created properly it will
appear to come to you from an anonymous address on the
server. If you set-up an auto-responder on this form it
will respond back to this anonymous address on the server and
never get to it's intended destination. |
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Setting up Auto-Responders
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1)
Login to your control panel as usual and navigate to your Mail
options. (If you aren't sure how to log into your
control panel click
here for more information.)
2)On the main mail window, click on the mailname you would
like to add an autoresponder to. If this will be a new
mailbox, create the
mailbox first, then return to the main Mail panel and
click on the name. |
On the options for
the mailname, go all the way to the bottom of the page to the
autoresponders section. Check the box next to Mail
autoreponders and click the Update button at bottom. You
will be returned to the main mail page. Click on the
mailname again to get back to options for that mailbox.
Go back to the bottom of the page to autoresponders and click
the ADD button  at
right. A pop up window will appear asking you to pick a
name for your autoresponder. Type in an appropriate name
and click OK. |
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| 3) You will now be
taken to the autoresponder set-up page. The first box is
called Request text at
right. This box is used designate when you want the
auto-responder to respond. It can be set to respond to
certain words or phrases in the subject line or body of an
email or to respond to all emails. If you would like the
auto-responder to respond to certain words or phrase, type the
phrase in the "Request Text" box and check the
circle next to where you'd like it to look for that
information (in the subject or in the body). If you'd
like it to always respond, leave the "Request Text"
box blank and leave always respond selected.
The "Answer text" box
 is where you should
type the text message you would like sent as your auto
response.
***VERY
IMPORTANT*** The "Reply to unique e-mail
address" setting  is
VERY important.
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| Improper
setting of this option could result in spam complaints, fees
for bandwidth overages and/or fees for space usage
overages. This should be set to either
"once" or "once
in 1 day". This should NEVER be left as
"always". Leaving this setting as
"always" may result in your mailbox getting into an
email war with another auto-responder resulting in unwanted spam reports, misdirected
responses or fees for bandwidth or space abuses or service
fees..
The "Forward request to
e-mail"  is used
to send the email on to someone else if desired. For
example, say you are going on vacation and you set-up an
autoresponder to inform people emailing you that you are out
of the office. While you are out of the office another
associate named Jane is taking care of your workload so you
want her to receive your emails while you are gone. You
would put Jane's email address in this box and all emails
coming through the autoresponder would be forwarded to
her. If you want your emails to just sit waiting for you
until you get back, leave this line blank.
When finished, click Update
to save your settings.
The On/Off button at the top of the Autoreponder settings
window  allows you to
turn the auto responder on or off. For example, if you
set up an autoresponder for someone's vacation you can turn it
on when they leave and back off when they return.
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