An autoresponder automatically sends a reply when someone emails you. This is useful during vacations, illness, or other periods of absence. In this guide, we explain how to set up an autoresponder in DirectAdmin.

What is an autoresponder?

An autoresponder (also called "out-of-office" or "vacation message") is an automatic message sent to everyone who emails you. The sender immediately receives a message that you're not available, possibly with information about when you'll return or who they can contact in the meantime.

When to use an autoresponder?

  • Vacation: Let customers and colleagues know you're away
  • Illness: Inform senders about your absence
  • Conferences: For multi-day events where you have limited availability
  • Project work: When you're focused and won't respond immediately
  • Parental leave: For extended periods of absence

Setting up an autoresponder

Step 1: Log in to DirectAdmin

  1. Go to Theory7's DirectAdmin login portal
  2. Enter your username and password
  3. Click Login

Step 2: Navigate to Autoresponders

  1. Find Email or Email Manager in the menu
  2. Click on Autoresponders or Vacation Messages
  3. You'll see an overview of all autoresponders

Step 3: Create new autoresponder

  1. Click Create Autoresponder
  2. Select the email address for which you want to set up the autoresponder
  3. Fill in the following fields:

Message: This is the text that will be sent automatically. A good message includes:

  • That you're away
  • When you'll return (if known)
  • Alternative contact for urgent matters
  • Expected response time after return

Step 4: Configure settings

  • Start date: When should the autoresponder begin?
  • End date: When should the autoresponder stop?
  • Interval: How often may the same person receive an autoresponder? (e.g., once per day)

Step 5: Save and activate

  1. Check all settings
  2. Click Create or Save
  3. The autoresponder is now active

Example autoresponder messages

Example 1: Short vacation

Thank you for your email.

I am currently on vacation from January 15-22 and have limited access to email.

I will respond to your message as soon as I return. For urgent matters, please contact my colleague John at john@company.com.

Best regards,
[Your name]

Example 2: Business absence

Dear Sir/Madam,

Thank you for your message. I am currently away at a conference and cannot respond immediately.

Expected return: Friday, January 20
For urgent matters: please contact customer service at support@company.com

Your email will be answered upon my return.

Best regards,
[Your name]

Editing or disabling an autoresponder

Editing

  1. Go to Email → Autoresponders
  2. Click on the autoresponder you want to edit
  3. Modify the text or dates
  4. Click Save

Disabling

  1. Go to Email → Autoresponders
  2. Find the active autoresponder
  3. Click Delete or Remove
  4. Confirm the action

Tips for effective autoresponders

  1. Be specific about dates: "Back on January 22" is better than "back soon"
  2. Offer an alternative: Provide a colleague or general email for urgent matters
  3. Keep it professional: Avoid overly informal language in business context
  4. Test your autoresponder: Send yourself an email to verify it works
  5. Don't forget to disable: Turn off the autoresponder when you return

Common problems

Autoresponder not working

  • Check if start and end dates are set correctly
  • Verify the autoresponder is linked to the correct email address
  • Check for typos in the email address

Recipients not receiving autoresponder

  • Some email systems block autoresponders (spam filters)
  • The interval might be too long (e.g., once per week)
  • The autoresponder may have expired

Need help?

We're here for you! Running into issues or have questions? Our support team is happy to help you personally. Drop us a message through the ticket system - we usually respond within a few hours and love helping you find the best solution.