How to set up an autoresponder?
You cannot set up autoresponders in the webmail, but in the hosting.fr client interface. To do this, proceed as follows:
· Select the “Products” item in the menu on the left.
· In the “Products” menu, select the “E-mail” sub-item.
· Under the e-mail address for which you want to set up the autoresponder, select “Show details”. (If you use many e-mail addresses, you may first need to select “Show all” or restrict the desired e-mail address using the search field.)
· Scroll down to the “Autoresponder” section and select “Edit”.
· Now move the slider on “Status” to “Enabled” and fill in the fields as you wish. In the “Subject” field, specify the subject that the autoresponder email should have, and in the “Message” field, write the desired autoresponder text.
If the “Duration” slider remains on “Disabled”, the out-of-office assistant will be immediately active after saving and will remain so until you deactivate it again. However, if you move the “Duration” slider to “Enabled”, you will have the option to set up the out-of-office assistant only for a certain period, for example, if you want to set up the notification for your vacation in advance.
To choose the dates, simply click successively in the two date fields and select the desired dates by clicking (in the order year-month-day). Currently, it is only possible to set one period in advance, not several.
Finally, confirm your entries by clicking “Save”.
Deactivating the autoresponder or making changes is done in the same way.
What is an out-of-office message, and when should you use it?
An out-of-office message (also called an autoresponder or vacation notice) is an automatic reply sent to anyone who emails you when you are unavailable. Instead of leaving senders waiting without information, the message explains that you are away, when you will be back, and how their request can be handled in the meantime. Typical use cases include vacations, public holidays, parental leave, training days, or business trips with limited email access. For shared or role-based mailboxes (such as info@ or support@), an autoresponder can also clarify any changes to opening hours or delayed response times. Activating an out-of-office message through the hosting.de customer interface ensures that every incoming email receives a consistent, professional response without you having to reply manually.
What to include in a professional autoresponder message
A clear and concise message makes your autoresponder more helpful and more professional. As a guideline, your text should answer three key questions: Are you available? When will you be reachable again? Who can help in the meantime? Consider including the following elements:
- A short greeting and a “thank you” for the email
- The period of your absence (from/until)
- Whether you read emails during this time or not
- Contact details of a substitute person or team, if available
- What will happen with the message after your return (for example, “I will reply as soon as possible”)
Avoid sharing unnecessary private details, such as exact travel plans or personal information. For business addresses, use neutral and friendly wording that matches your company’s tone of voice. If you regularly receive emails in different languages, you can also add a short second version of your message in English or another language underneath the main text.
Troubleshooting common autoresponder issues
If your out-of-office message does not behave as expected, a few quick checks in the hosting.de customer interface can help identify the cause. First, verify that you activated the autoresponder under the correct email address and that the “Status” slider is set to “On” and saved. Then check the “Time period” setting: if the slider is set to “On”, make sure that both start and end dates are correct and that the current date falls within that range. If the slider is set to “Off”, the autoresponder should be active continuously until you switch it off again.
If senders report that they do not receive an automatic reply, ask them to confirm that they sent to the address configured for the autoresponder and that their own mailbox accepts automatic replies. For testing, you can send yourself a message from another account. If the problem persists, capture screenshots of your settings and contact hosting.de support so they can check the configuration in more detail.
Best practices and security tips for autoresponders
When setting up an autoresponder, it is worth balancing helpful information with data protection and security. In many cases, it is enough to mention that you are “not in the office” or “currently unavailable” and to provide a return date, without revealing where you are or that your home or office is empty. For sensitive roles or high-visibility addresses, it can also be useful to highlight a functional contact (for example, support@ or sales@) instead of a private substitute.
From a workflow perspective, try to activate the autoresponder shortly before your absence begins and set a realistic return date to avoid disappointments. If you expect a high volume of email, add a short note that not every message can be answered individually during or immediately after your absence. For role-based or team mailboxes, coordinate the text with your colleagues so that the wording is consistent with other communication channels, such as your website or social media profiles. This creates a professional impression and prevents confusion among your customers and partners.