Activate an out-of-office message on the email address

This guide explains how to activate an autoresponder ("out of office" email message) on an email address managed with Infomaniak.

This allows you to inform your correspondents that you are currently unable to respond immediately because you are away, on vacation, etc.

Preamble

The automatic response in case of absence can be activated from Mail Infomaniak and from the Manager where all addresses of a Mail Service are managed.

You can activate or deactivate a message already saved, but there cannot be multiple active responders on the same email address: activating one message deactivates another if applicable.

Activate the responder from Mail

Prerequisites

• have a valid access to Mail Infomaniak to which the email address is attached
• have permission to modify the responder: if you were invited to Mail to manage your address, it is possible that the manager of the Mail Service has removed this right from his admin account

To activate the out-of-office message from Mail:

1. log in to Mail Infomaniak (mail.infomaniak.com) from a web browser like Brave or Firefox
2. click on the icon in the top right corner of the interface
3. verify or select the relevant email address from the drop-down menu
4. click on Responder
   
5. enable the automatic message if necessary or read below

Activate the responder from the Manager

To activate the out-of-office message from the Manager:

1. log in to the Manager Infomaniak (manager.infomaniak.com) from a web browser like Brave or Firefox
2. click on the icon in the top right corner of the interface (or navigate through the left side menu, for example)
3. select Mail Service (universe Collaborative Tools)
4. click on the name of the relevant object in the displayed table
5. click on the relevant email address in the displayed table
6. click on the Responder and Signatures tab
7. enable the automatic message if necessary or read below

Write the out-of-office message

To manage the message that will be automatically sent in response, click on Add:

then:

• A: enter a name for your responder (to distinguish it from other messages if you create multiple ones)
• B: set whether the automatic response should be given recurrently on specific days of the week
• C: set an end date/time if the message should no longer be sent beyond a certain duration
• D: set a start date/time if the message is planned in advance for a specific period in the future
• E: write your out-of-office message
• F: display advanced settings
• G: set another email address that will be used to send your automatic out-of-office message (the address must be verified beforehand)
• H: enter specific email addresses (or @domain.xyz for an entire domain) to prevent them from receiving this out-of-office message

then click on the blue button at the bottom right to Add the message.

Once added, you can enable or disable it:

You can also edit a saved message by clicking on the pencil icon on the right.

How often is the automatic response sent?

Your response is sent only once to people who send you messages.

However, if the same sender sends you a new email 7 days after the previous one and if your automatic responder is still enabled, an automatic response is sent to him again to remind him that you do not have access to your mailbox.

So be careful if you test it on your address it is normal that it only works the first time. In subsequent tests, the responder no longer sends the message when it detects that the message comes from an address that has already sent a message before. So you will need to make a new attempt from another email address.

You can reset the 7-day counter by clicking on Reset when editing your message:

Go further with templates

Custom templates can be applied when creating a new email address on your Mail Service for example, or en masse on all addresses of your domain. Learn more