Auto Responders — Easy Method

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Auto-Responder Concepts

An auto-responder (responder) provides a predefined response to an Email inquiry. You may use a responder to provide standard information in response to Email inquiries sent to a specified email address.

A vacation message is one simple kind of responder. If you have only a few responders you'd like to set up, it's easiest to use your webmail's built in vacation responder feature to create them. If you have more than a few responders, would like to set up more complicated rules for your responders, or need to use HTML or modify your message headers, please see our advanced autoresponder help page.

Naming Your Responder

Your responder will have an Email address composed of a name that you choose, followed by the @ sign and your domain name.

Example: info@mydomain.com

You might have a sentence on your web site saying "Please Email info@mydomain.com for a free report."

Names are not case sensitive and you may mix upper and lower case for readability. You may also use hyphen, underscore, or period in the responder name (but no spaces or other punctuation).

Creating Your First Responder

To set up a responder using a vacation message, you need a new email account at your domain with its vacation message turned on.

Just follow the steps below to create and test your responder.

Step 1: Login to your Email Admin Area and Create your Responder Email Address

You first need to create your responder email address. This is the email address people will send a message to in order to get a response from you, for example, info@mydomain.com. To do this, do the following:

1. Go to https://mail.webvalence.com
2. Enter Login Name: Enter your full Webvalence email address
3. Enter Password: Type your standard password
4. Choose the "Domain Admin" button from the left-hand column
5. You'll see a page entitled "Webvalence Email Administration"
6. Click on "Domain Administration" at top Right.

7. In the password box that pops up, enter your full email address and standard password again.
8. You should be on the "Objects" tab. If not, please click on it.
9. Look at the line that begins with "Create Account." Enter the name of your responder email address in the "Create Acccount" box, for example "info". For this tutorial, we'll be setting up a responder called "test," so we'd enter "test" in the "Create Account" box.
   
   
   
   
10. Click on the "Create Account" button.
11. This page will look confusing, with a lot of options. You can safely ignore all but one. In the box called "Communigate Password," please enter a password for this new email account. You should remember this password, as you'll need it later.
    
    
    
12. Click on the "Update" button to save your changes.
13. Click the "Logout" button at bottom left.

Step 2: Log into the Email Account for your New Responder

1. Go to https://mail.webvalence.com
2. Enter Login Name: enter the full email address you just created, for instance "test@telebridge.com"
3. Enter Password: type the password you just created for this account
4. Choose the "Mail Rules" button

You'll see a page for "Rules", and it will look like the picture below.

 

Step 3: Create Your Responder Message

Follow the steps below:

1. Enter the text for your responder in the "Vacation Message" box.
2. Choose the "Enable" button.
3. Hit the green checkmark to save your changes.
4. Click the "Logout" button at bottom left.
   
   

Step 4: Create a Junk Mail Alias for your New Responder Email Account

You're almost there. The final step you need to take is to create an alias for your new email address in your Junk Mail Center. If you skip this step, then all messages sent to your new account will bounce without delivering your responder message. To do this, follow the steps below:

1. Go to https://mail.webvalence.com
2. Enter Login Name: Enter your full main Webvalence email address (not your new responder email address)
3. Enter Password: Type your standard password
4. Click on the "Junk Mail" button at left.
5. Enter your full main email address and password to log into your junk mail center. If you don't know your Junk Mail password, it's typically the same password as your main email address. If you've forgotten your Junk Mail password, contact support@webvalence.com and we can reset it.
6. At the top right of the screen, click the "My Settings" link.
   
   
   
7. Under "Personal Settings," click on "Add Alternate Email Addresses".
   
   
   
8. In the "New Alias" box, enter the full email address for your responder, for example "test@telebridge.com," then hit the "Add Alias" button.
   
   
9. Click "Log Out" at top right to finish.

Step 5: Test Your Responder

From your Email program, send a message to your responder at your domain. For example, "test@telebridge.com". You should receive a response shortly which contains the text you specified in your "vacation message" box.

Additional Information

Updating Your Responder

You may update your responder at any time. Just log into the email account for your responder, hit "Mail Rules," change the text in the "Vacation Message" box and then hit the green checkmark to update.

Adding More Responders

Your WebValence account allows you to have up to 4 email boxes at no additional fee. If your need for more responders will put you over this limit, you may purchase additional email boxes, or create an unlimited number of responders which use forwarding addresses instead. Learn how to set up Advanced Autoresponders here.

 

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