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

Preamble

• The automatic reply in case of absence can be activated from the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail) and from the Manager where all the addresses of a Mail Service are managed.
• You can activate or deactivate a previously recorded message, but there can only be one active responder on the same email address: activating a message deactivates another if necessary.

Activate the responder from the Infomaniak Mail web app

Prerequisites

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

To activate the out-of-office message:

1. Click here to access the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon ​ in the top right corner.
3. Check or select the email address concerned in the drop-down menu of the left sidebar.
4. Click on Responder:
   
5. Activate the automatic message if necessary or read below.

Activate the responder 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 product concerned.
3. Click on the email address concerned in the table that appears.
4. Click on the Answering Machine and Signatures tab.
5. Activate the automatic message if necessary or read below.

Compose 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 answering machine (to distinguish it from other messages if you create several).
• B: define whether the automatic response should be provided on a recurring basis on specific days of the week.
• C: define an end date/time if the message should no longer be sent after a certain period.
• D: define a start date/time if the message is scheduled in advance for a specific period in the future.
• E: compose your out-of-office message.
• F: display advanced settings.
• G: define another email address that will be used to send your automatic out-of-office message (the address must be verified in advance).
• H: enter specific email addresses (or @domain.xyz for an entire domain) to prevent them from receiving this out-of-office message.

Then click the blue button at the bottom right to Add the message.

Once added, you can activate or deactivate it:

You can also edit a previously saved message using 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 your automatic reply is still active, an automatic response is sent again to remind them that you do not have access to your mailbox.

Therefore, if you test it on your address, it is normal that it only works the first time. During subsequent tests, the answering machine no longer sends the message when it detects that the message comes from an address that has already sent a message before. You will therefore need to try again from another email address.

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

Go further with templates

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