How do I set up an automatic response?

An automatic response (also called “autoresponder”) is an e-mail message that is automatically sent to the sender of incoming e-mails. It is usually used for out-of-office messages for absences such as vacations or illness or for confirmations of receipt of e-mails in general mailboxes.

Automatic responses can be set up either in the Hostpoint Control Panel or directly in Cloud Office. In addition, automatic responses can be scheduled so that they are sent immediately, only during a certain period or regularly on certain days of the week.

In the Hostpoint Control Panel (with web hosting package)

If you have a web hosting account and you wish to set up an automatic response in the Hostpoint Control Panel, proceed as follows:

1. Log in to the Hostpoint Control Panel with your Hostpoint ID.
2. Open your web hosting account.
   
3. Click on “E-Mail” in the menu on the left.
   → You will see an overview of all the e-mail addresses that you have created.
4. Click on “Edit” next to the desired e-mail address.
   
5. Click on “Automatic response”.
   → If an automatic response is already configured, this will be displayed. Otherwise you will see the following view:
   
6. Click on “Set up automatic response”.
   → The following window opens:
   
7. Enter the subject and the content of the automatic response.
8. Select whether the e-mail should be sent as HTML.
9. Specify when the automatic response should be sent:
   • Immediately activate automatic response: The response will be sent as of now.
   • Specify automatic response period: The response will be sent during a specific period of time. This is suitable for planned vcations, for example.
   • Set up recurring automatic response: The response will be sent every week on the selected day at the desired time. This is suitable, for example, for employees who only work on certain days and are absent on others.
10. Click on “Save”.

→ The automatic response has been created. You can adjust the settings on this page at any time or deactivate the automatic response again.

In the Hostpoint Control Panel (with E-mail & Cloud Office package)

If you have an E-mail & Cloud Office package and you wish to set up an automatic response in the Hostpoint Control Panel, proceed as follows:

1. Log in to the Hostpoint Control Panel with your Hostpoint ID.
2. Open “E-mail & Cloud Office”.
   
   → You will see an overview of all the e-mail addresses that you have created.
3. Click on “Edit” next to the desired e-mail address.
   
4. Click on “Automatic response” in the menu on the left.
   → If an automatic response is already configured, this will be displayed. Otherwise you will see the following view:
   
5. Click on “Set up automatic response”.
   → The following window opens:
   
6. Enter the subject and the content of the automatic response.
7. Select whether the e-mail should be sent as HTML.
8. Specify when the automatic response should be sent:
   1. Immediately activate automatic response: The response will be sent as of now.
   2. Specify automatic response period: The response will be sent during a specific period of time. This is suitable for planned vcations, for example.
   3. Set up recurring automatic response: The response will be sent every week on the selected day at the desired time. This is suitable, for example, for employees who only work on certain days and are absent on others.
9. Click on “Save”.

→ The automatic response has been created. You can adjust the settings on this page at any time or deactivate the automatic response again.

In Cloud Office

To set up an automatic response directly in Cloud Office, proceed as follows:

1. Log in to Cloud Office with your e-mail address and the corresponding password.
2. Click on the gear icon at the top right and select “Settings”.
   
3. Click on “Mail” > “Automatic response” in the menu on the left.
   → If an automatic response is already configured, this will be displayed. Otherwise you will see the following view:
   
4. Click on “Set up automatic response”.
   → The following window opens:
   
5. Enter the subject and the content of the automatic response.
6. Select whether the e-mail should be sent as HTML.
7. Specify when the automatic response should be sent:
   • Immediately activate automatic response: The response will be sent as of now.
   • Specify automatic response period: The response will be sent during a specific period of time. This is suitable for planned vcations, for example.
   • Set up recurring automatic response: The response will be sent every week on the selected day at the desired time. This is suitable, for example, for employees who only work on certain days and are absent on others.
8. Click on “Save”.

→ The automatic response has been created. You can adjust the settings on this page at any time or deactivate the automatic response again.