Manage the voicemail (automatic reply email when absent)

This guide explains how to activate an out-of-office reply (automatic email message)out of officeon an email address managed with Infomaniak. You can thus inform your contacts that you are unable to respond to them immediately, because you are absent, on vacation, etc.

Preamble

• The automatic reply for absence can be activated from the Web app Mail Infomaniak (online service mail.infomaniak.com) and from the Manager where all addresses of a Mail Service are managed.
• You can activate or deactivate an already recorded message, but there cannot be multiple active responders on the same email address: activating one message deactivates another if necessary

Activate the out-of-office reply from the Mail app

Prerequisites

• Have permission to manage the responder: if you had been invited to the Web app Mail Infomaniak (online service mail.infomaniak.com) to manage your address, it is possible that the manager of the Mail Service has revoked this right from their admin account.

To activate the out-of-office message:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. Click on the Settings icon ‍ at the top right.
3. Check or select the relevant email address from the dropdown menu on the left sidebar.
4. Click on Responder:
   
5. Enable the automatic message if necessary or read below.

Activating the out-of-office reply from the Infomaniak Manager

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

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the relevant product.
3. Click on the email address in the table that appears.
4. Click on the Auto-reply and signatures tab.
5. Enable the automatic message if necessary or read below.

Compose the out-of-office message

To manage the message that should 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 several).
• B: specify if the automatic response should be provided on a recurring basis on specific days of the week.
• C: set an end date/time if the message should no longer be sent after 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: specify an optional alternative email address to send your automatic out-of-office message from (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 activate or deactivate it:

You can also edit a already recorded message by the pencil icon ✎ on the right.

How often is the automatic reply sent?

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

However, if the same sender emails you again 7 days after the previous one and if your automatic reply is still activated, an automatic response will be sent to them again to remind them that you do not have access to your inbox.

Be mindful that if you test your address, it is normal that it only works the first time. During subsequent tests, the auto-responder will no longer send the message when it detects that the message comes from an address that has already sent a message before. You will therefore need to conduct a new test from a different email address.

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

Going further with templates

Custom templates can be applied as soon as a new email address is created on your Mail Service, for example, or in bulk to all addresses in your domain. Learn more