An autoresponder automatically sends a reply when someone emails your address.
Autoresponders are commonly used for:
- out-of-office replies
- vacation notices
- support acknowledgements
- business closure notifications
This guide explains how to create an autoresponder in DirectAdmin.
What Is an Autoresponder?
An autoresponder sends an automatic email reply to incoming messages.
Example uses include:
- “Thank you for your email”
- “We are currently closed”
- “We will respond within 24 hours”
Autoresponders help keep customers informed when you are unavailable.
Before You Start
Before creating an autoresponder, make sure:
- Your email account already exists
- You can log into DirectAdmin
- Your email services are working correctly
If you have not created an email account yet, please see:
- How to Create an Email Account in DirectAdmin
How to Create an Autoresponder
Step 1 — Log Into DirectAdmin
Open your browser and visit: https://cp.yourdomain.co.za (Replace yourdomain.co.za with your own domain name)Enter your hosting username and password.
Step 2 — Open Autoresponders
From the DirectAdmin dashboard:
Click: E-Mail Manager
Then click: Autoresponders
Step 3 — Create a New Autoresponder
Click: Create Autoresponder
Step 4 — Select the Email Account
Choose the email address you want the autoresponder to use.
Example: info@yourdomain.co.za
Step 5 — Enter the Subject Line
Create a subject for the automatic reply.
Example: Out of Office or Thank You for Your Email
Step 6 — Enter the Autoresponder options and Message
Set the Reply Frequency. This will determine how often the reply to a specific user will happen, ie 1 hour, if a user emails you they will receive an autoresponder reply, if they email you within 1 hour they wont receive the reply, only after the set period has expired since their last message that was replied to, will they receive another one.
Type the message you want visitors to receive automatically.
Example: Thank you for your email.
We have received your message and will respond as soon as possible.
Kind regards
Your Company Name
Enter a CC Message if Required
Step 7 — Save the Autoresponder
Click: Save
Your autoresponder is now active.
Common Uses for Autoresponders
Out-of-Office Replies
Useful when:
- travelling
- on leave
- unavailable temporarily
Support Acknowledgements
Automatically confirm:
- support requests
- enquiry submissions
- customer communication
Business Closure Notices
Useful during:
- holidays
- public holidays
- office shutdowns
Important Notes
Avoid Long or Complex Messages
Keep autoresponder messages:
- short
- clear
- professional
Autoresponders Do Not Replace Support Staff
Autoresponders should confirm receipt of email but should not replace proper customer support.
Monitor Mailboxes Regularly
Even with autoresponders enabled, important email should still be monitored regularly.
Troubleshooting
Autoresponder Not Sending
Check:
- mailbox exists
- autoresponder enabled
- mailbox receiving mail correctly
Reply Sent Multiple Times
Some mail systems may trigger repeated responses depending on:
- forwarding rules
- mailing lists
- external systems
Message Formatting Looks Incorrect
Avoid:
- copying formatted text from Word
- large images
- excessive formatting
Use simple plain-text formatting where possible.
Autoresponder Delayed
Automatic replies may occasionally be delayed by:
- spam filtering
- remote mail server delays
- DNS issues
Security Tips
- Avoid sharing sensitive information in autoresponders
- Do not include passwords or confidential details
- Keep mailbox passwords secure
- Remove old autoresponders when no longer needed
