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 known as an "out-of-office" or "vacation message") is an automatic message sent to anyone who emails you. The sender receives an immediate message that you are unavailable, possibly with information about when you will return or who they can contact in the meantime.

When to use an autoresponder?

  • Vacation: Let customers and colleagues know that you are away
  • Illness: Inform senders about your absence
  • Conferences: During multi-day events where you are limited in availability
  • Project work: When you are focused on work and do not respond immediately
  • Maternity leave: For longer periods of absence

Setting up an autoresponder

Step 1: Log in to DirectAdmin

  1. Go to the DirectAdmin login portal of Theory7
  2. Enter your username and password
  3. Click on Log in

Step 2: Navigate to Autoresponders

  1. Look for Email or Email Manager in the menu
  2. Click on Autoresponders or Vacation Messages
  3. You will now see an overview of all autoresponders

Step 3: Create a new autoresponder

  1. Click on Create Autoresponder or 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 are unavailable
  • When you will return (if known)
  • Alternative contact person for urgent matters
  • Expected response time after returning

Step 4: Configure settings

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

Step 5: Save and activate

  1. Check all settings
  2. Click on 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 to 22 and have limited access to email.


I will respond to your message as soon as I return. For urgent matters, you can contact my colleague Jan at jan@company.com.


Best regards,
[Your Name]

Example 2: Business absence

Dear Sir/Madam,

Thank you for your message. I am currently absent due to a conference and cannot respond immediately.


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


Your email will be answered as soon as I return.


Best regards,
[Your Name]

Edit or disable autoresponder

Edit

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

Disable

  1. Go to Email → Autoresponders
  2. Find the active autoresponder
  3. Click on 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. Provide an alternative: Give a colleague or general email address for urgent matters
  3. Keep it professional: Avoid overly informal language in a business context
  4. Test your autoresponder: Send yourself an email to check if it works
  5. Don't forget to disable: Turn off the autoresponder when you return

Common issues

Autoresponder not working

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

Recipients not receiving autoresponder

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

Need help?

We are here for you! Are you facing any issues or do you have questions? Our support team is happy to assist you personally. Send us a message via the ticket system - we usually respond within a few hours and are happy to help.