Setting up an automatic reply

Auto reply is a critical tool for business and personal ProtonMail users alike. If you’re away from your emails and want to let people know when you’ll be back, or you just need to respond to all incoming emails with the same email, here’s how you can set up your out-of-office or vacation auto response email. (If you are in need of ProtonMail for your business, please see our Professional Plans.)

Note: ProtonMail’s autoresponder applies to your entire ProtonMail account, including across multiple alias emails. If you want to set up an automatic response for just one of your email addresses, or only for specific contacts, this can be achieved by creating a custom filter.

Setting up an auto reply message

ProtonMail’s auto-reply feature allows you to automatically send replies to incoming messages. This will reply to anyone who tries to send you a message with a custom automatic response, for example, that you are out of the office.

1. Go to Settings and then click Auto reply in the left-hand navigation.

2. Toggle the switch for Auto reply to enable auto replies. This will trigger the auto-reply menu where you can set the parameters (day, time, date, and duration) of your auto response.

3. Type your auto reply message into the Message field. By default, the message will show “I’m out of the office with limited access to my email.”

4. Click Save and re-enter your password when prompted.

Your auto response will now apply across your entire ProtonMail account until it reaches the end date and time, or if you disable it.

Timespan settings for auto-reply messages

You can use the Duration settings to select the timespan that your auto reply will use to respond to your contacts. Choose from:

  • Fixed duration
  • Repeat daily
  • Repeat weekly
  • Repeat monthly
  • Permanent

Fixed duration will ensure your auto replies stay on between two selected dates, starting and ending at the times and dates you specify.

Repeat daily allows you to choose the days of the week (and the timeframe on those days) that your auto reply will be active, e.g., every Monday and Tuesday between 12:00 and 15:00.

repeat daily auto reply

Repeat weekly gives you the ability to choose a section of the week where your auto replies will always be on. For example, setting an out-of-office response every Saturday and Sunday.

Repeat monthly gives you the option to choose a section of the month to turn on your auto reply. For example, if you are busy for the first week of every month you could set an auto reply for the 1st to the 7th of each month to say you will have limited access to your emails.

Permanent ensures that your auto reply will stay on indefinitely until you switch it off.

Disabling your auto reply message

If you have set a date in the End date and End time fields, your auto reply will remain active until you manually disable it by toggling the Auto reply switch.

If you have set an end date and time for your auto reply, it will automatically stop responding to your contacts once that date and time in the specified time zone has passed.

Sending auto replies with filters

If you want to send auto replies to only selected contacts, or for just one of your alias email addresses, you will need to set up a custom filter. After setting up the Conditions for which emails you want to trigger an automatic response, select Send auto reply in the Actions stage.

You can then Preview your auto-reply email, or click Save to apply the filter.

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21 comments

  1. Charles

    I really like that the autoresponder can be configured to very specific times. I also like that it cannot respond to other autoresponder messages because it means therefore that the process would repeat over and over perpetually. Also, the fact that it cannot send messages multiple times to the same email is important otherwise it would be very annoying to the other party.

  2. TryggBunion

    Thanks for adding this feature, and for your constant improvements to Protonmail.

  3. Mette

    It would be really useful if it was possible to make more than one autoreply and save them as templates for future use :)

  4. ben

    would it be possible to add a feature where you can connect the auto-responder to a filter? E.g. if the filter detects a msg from my mother in law, it will always respond i am on vacation or otherwise unreachable. but if msg comes it from my collegues, i could respond with a different msg (like if you really really need to reach me call this number)

  5. george sprague

    yes, how do I delete your incoming email ie.,auto-responder

  6. ProtonMail Support

    Please contact our support team using the support form at https://protonmail.com/support-form, via the report bug button or at contact@protonmail.ch and support@protonmail.ch.

  7. aaron

    Can the ability to define auto-response on an address level please be added. I have business and personal with my account and would like auto-responses to be handle differently between those email addresses. Thanks.

  8. ProtonMail Support

    The Auto-Reply is set the same for all addresses at once. We plan on adding support for different responses for alias addresses, but we cannot provide an ETA.

  9. Veronica

    is there a way that we can have a different auto-responder for each account?
    I have 5 different email address but I need a different automatic response for each.

  10. ProtonMail Support

    The Auto-Reply is set the same for all addresses at once. We plan on adding support for different responses for alias addresses, but we cannot provide an ETA.

  11. Linda

    Just want to add that I am looking for this feature as well.

  12. ProtonMail Support

    You can enable a different auto-reply for different addresses using a custom filter, if that’s what you’re referring to.

  13. Amanda

    I would love to see this feature as well!
    Thanks
    -A

  14. carol Hannum

    thank You. How do I put in my time zone? It wont let me do it now

  15. ProtonMail Support

    The time zone is the last option when setting up the auto-responder. If this is not showing up for you, please contact our support team: https://protonmail.com/support-form.

  16. jafferi md nor

    Thk You.Gloss Face Off and How do i put my time zone?it wont let me do now too.

  17. ProtonMail Support

    Please contact our support team: https://protonmail.com/support-form.

  18. M

    Can an auto responder be set up for just one of the addresses I use with my ProtonMail account, or can I set up different auto responses for the different email addresses?

  19. ProtonMail Support

    Different auto-responders per address can be set up using custom filters with the Auto-Reply action. For more help, please contact our support team: https://protonmail.com/support-form.

  20. M

    It would be great if you could add the functionality of enabling the autoresponder to one address in particular.

  21. ProtonMail Support

    This can be done by using the Send auto reply option when creating a custom filter.
    https://protonmail.com/support/knowledge-base/filters/

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