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# [Email Mailbox Autoresponder](https://intum.com/help/mail/email-mailbox-autoresponder.md)

## What Is an Autoresponder?

An autoresponder is an automatic reply sent to the sender when someone writes to your mailbox. Typical use - vacation notice: "I'm unavailable until April 25, for urgent matters please write to anna@company.com".

The autoresponder can be enabled permanently or set for a specific period (e.g., from Monday to Friday, from July 1 to July 14). You can also limit it to specific hours - useful when you want to inform clients that outside working hours nobody will respond right away.

## Configuration

1. Go to **Mail** -> **Mailboxes**
2. Click on the mailbox you want to configure
3. Expand **More options**
4. Find the **Autoresponder** section

### Fields to Fill In

**Enable autoresponder** - the main toggle. After enabling, the remaining fields will appear.

**Active period:**
- **Start date** and **End date** - the date range during which the autoresponder is active. If left empty, the autoresponder works indefinitely
- **Hours** - optional time range (e.g., 5:00 PM - 8:00 AM, to inform about responses only in the morning). If left empty, the autoresponder works around the clock
- **Timezone** - defaults to your account's timezone

**Reply content:**
- **Subject** - the subject of the automatic reply email (required)
- **Content** - the message body, with a formatting editor and the ability to add images (required)

## Usage Examples

### Vacation

Date from July 1 to July 14, hours empty (all day):

> **Subject:** I'm on vacation
>
> Hi, thank you for your message. I'm on vacation until July 14. I'll respond after my return. For urgent matters, please contact Anna Kowalska: anna@company.com

### Outside Working Hours

Dates empty (always), hours 5:00 PM - 8:00 AM:

> **Subject:** We'll respond in the morning
>
> Thank you for your message. Our team works from 8:00 AM to 5:00 PM. We'll respond on the next business day.

### Permanent (e.g., archival mailbox)

Dates empty, hours empty:

> **Subject:** This address is no longer active
>
> This email address is no longer active. Please contact us at the new address: contact@company.com

## Quick Enable/Disable

If you have the autoresponder content already configured, you don't need to go into the mailbox edit every time. On the mailbox list (Mail -> Mailboxes), there are buttons for quickly enabling/disabling the autoresponder on all your mailboxes at once.

Useful when you're going away - one click enables the autoresponder on all mailboxes. On return - one click disables it.

## Who Can Configure the Autoresponder?

- **Administrator** (mailboxes permission) - full configuration of all mailboxes
- **Mailbox owner** - autoresponder configuration on their own mailbox (all fields)
- **Marketing** (mailboxes_marketing permission) - only editing the subject and content, without time settings

## Autoresponder vs. Substitutes

An autoresponder informs the sender that nobody is available - but it doesn't solve the problem. The client knows about the absence but has to decide what to do next on their own.

If you want the client to get a response right away (without passing the work of finding a substitute onto them), it's worth combining the autoresponder with the [absence and substitute system](../automatyzacja/nieobecnosci-i-zastepstwa). The autoresponder informs, while the substitute mechanism redirects the ticket to someone who will actually respond.