Setting Up an Automatic Reply

If you are going on vacation and will not be able to check your mail for a while, you may want to leave a vacation notice that will be automatically sent to your correspondents once they send e-mail to your address. This is done with automatic reply facility, also referred to as autoresponder. Aside from vacation notices, organizations can use automatic replies to notify customers that their orders or technical support requests were received and will soon be processed. Automatic replies can include prewritten messages in plain text or HTML format, and they can contain attached files as well.

To set up an automatic reply for your mailbox:

1. On your Home page, click Autoresponders in the Tools group.
2. Click Add New Autoresponder in the Tools group.
3. Type a name for this automatic reply into the Autoresponder name box.

   For example, 'Vacation notice'.

   • Using the Request text input box and radio buttons, you can set up the autoresponder to send an automatic response when an incoming request contains defined text in its subject line or body, or you can set it to always respond, regardless of the contained text.
4. In the Answer with subject field you can specify the subject to be included in the autoresponse.
5. The Return address field is used to specify the return e-mail address which will be set up in the mail message, so that all replies are directed to a specified e-mail. Otherwise the replies will be directed to the autoresponder.
6. The Reply with text field is used to enter the text to be included in the autoresponse.
7. You can specify the frequency at which the autoresponder responds to the same unique address, after receiving multiple emails from it. You can set it to respond not more than the desired number of times per day. You can define the number of unique addresses that the autoresponder will remember. This memory enables the system to implement the responce frequency control. In the event of extremely high mail volume, to protect server performance, you can use this to limit the address memory of the system database. To do this,
   • Enter the number of replies in the Reply to the unique e-mail address not more than ... times a day input field. The default setting is to respond not more than ten times in one day to the same e-mail address.
   • Specify the number of e-mail addresses to be stored in the Store up to ... unique e-mail addresses input field.
   • In the Forward request to e-mail field, you can specify an e-mail address to which the incoming requests are forwarded.
8. If required, you can attach files to be sent along with the response. To attach a new file, click Add New Attachment.
9. Click OK.
10. Click Enable in the Tools group.

To attach a file to the automatic reply:

1. On your Home page, click Autoresponders in the Tools group.
2. Click Attachment Files in the Tools group.
3. Click Browse to locate the file, then click Send File.

   The file will be added to the attachment files storage, and you will be able to attach this file to a number of different automatic replies.

4. Once finished, click Up Level and proceed to the next step.

To remove an attached file:

1. On your Home page, click Autoresponders in the Tools group.
2. Click Attachment Files in the Tools group.
3. Select the check box corresponging to the file you want to remove in the File name.
4. Click Remove Selected.
5. Confirm removal and click OK.