An out-of-office auto-responder automatically sends a reply to incoming emails while you're away. Axigen Webmail lets you set up this feature with custom messages and specific date ranges so your contacts know when you'll be back.
Steps to Enable Auto-Responder
### 1. Open Settings
- Log in to your Axigen Webmail account
- Click the Settings icon (gear) in the top-right corner
- Select Auto-responder, Vacation, or Out of Office (menu label varies by installation)
### 2. Activate the Auto-Responder
- Toggle the Enable auto-responder switch to ON
- The feature is now active
### 3. Set a Date Range (Optional)
- Enable Date range if you want the auto-responder to stop automatically on a specific date
- Set Start date (usually today or tomorrow)
- Set End date (when you'll be back)
- Axigen will disable the auto-responder automatically after the end date
4. Write Your Message
The auto-responder message should be friendly and informative:
Example:
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Tips for the message:
- Keep it brief (2-3 sentences)
- Include your return date
- Provide an alternate contact if urgent matters need attention
- Don't include sensitive information
### 5. Configure Reply Behavior (if available)
Some Axigen installations offer additional options:
- Only reply once per person — Send the auto-responder only to the first email from each sender (prevent message loops)
- Reply to all senders — Send to both To and Cc recipients
- Exclude internal/local senders — Don't auto-reply to your organization's domain
- Skip replies to mailing lists — Don't respond if sent to a group address
### 6. Save Settings
- Click Save or Apply
- Confirm that the auto-responder status shows as "Active" or "Enabled"
Disable Auto-Responder
When you return from being out of office:
- Open Settings → Auto-responder
- Toggle the switch to OFF, or wait for the end date to pass
- Axigen will stop sending automatic replies
Important Notes
Avoid mail loops: If your auto-responder replies to mailing lists or notification emails, it can create loops where systems send repeated messages to each other. Most Axigen configurations prevent this automatically by:
- Only replying to individual senders, not distribution lists
- Tracking recipients and sending only one reply per sender
One reply per sender: Axigen typically sends your auto-responder message only once per person during your absence, even if they send multiple emails. This prevents sender inboxes from filling with repeated automatic replies.
Subject line: The auto-responder usually keeps "Re: " in the subject line to show it's a reply to their original message.
Timing: Set your auto-responder the day before you leave (or the morning of departure) so no early emails are missed.
Test before leaving: Send yourself a test email from another account to confirm the message is formatted correctly and is being sent.
Troubleshooting
Auto-responder not sending:
- Verify the toggle is ON and shows "Active"
- Check that today's date is within your date range (if set)
- Send a test email and wait a few seconds for the reply
Receiving too many auto-replies from others:
- This is normal; their auto-responders are replying to your messages
- Your Inbox usually auto-archives or filters these based on rules you've set
Need to update the message while away:
- Log in to Axigen Webmail from anywhere and edit the auto-responder text in Settings
- Changes take effect immediately for new incoming emails