Automatic email: how to make a newsletter?

Most ordinary users work with e-mail directly on the site. The functionality it provides is sufficient for creating and receiving emails. But what if you need to send the same letter to a large number of people, you need to send out a specific message at a particular time, continue sending letters without the person's participation while he is basking in the beach on vacation? In such cases, all sorts of programs and automatic distribution services come to the rescue. They vary in functionality, pay / free of charge, job features and many other factors, but what unites them - they do not need a person's constant presence to work. Mail dispatch can be carried out around the clock with a different adjustable interval.

Why do you need mailings?

The view that the main and most effective marketing tool is the site is far from the truth. Most buyers of a product or service on a one-time visit to a web page are not yet ready to make a decision about making a purchase. The reasons can be different, and not the last place is banal forgetfulness. Customers just do not remember that they saw something that caught their attention. Some potential buyers have to repeatedly remind themselves, until they finally make a purchase. And an automatic letter sent by e-mail serves as a reminder.

Features of mail clients and services

There are many programs and services for automatic mailing of correspondence, both paid and free. Their functionality is not limited only to sending letters without the participation of a person, his capabilities are much broader:

1. Before mass mailing, the effectiveness of letters can be tested on a selected group of users, having studied the statistics of sending and delivering these letters, the activity of customers after they are received.
2. Services allow you to regularly update the list of subscribers, processing service messages about delivery errors. Thus, system resources are not wasted on useless actions for sending out non-existent more addresses.
3. Statistics on transitions through links in the letters will help evaluate the effectiveness of the advertising campaign.
4. Built-in technology to determine the location of subscribers will allow you to select letters for distribution, based on geography.
5. The base for sending letters can be replenished with various automatic methods, for example, scanning sites on the network.

Automatic answers to letters are also configured. This will be useful, for example, when you leave. The writer can be informed that the letter was received, but the answer to it will be on return after some time. If there was a change in the e-mail address, it is very easy to receive mail sent to the old address - it is enough to configure the forwarding. But how to tell all the writers that the old address is no longer relevant, and next time it's better to write to another one right away? And this will help automatic writing.

Such programs usually have templates of typical letters, which can easily be modified for themselves. Thanks to all this, automatic dispatch allows you to promote goods and services with minimal time and money spent on advertising, processing and analysis of correspondence.

What to send?

The most popular greeting letters (for example, after registering on the resource) and thanks (for example, for a perfect order or long-term cooperation with the company).

Greetings are the most readable letters. People are used to seeing them, most of them open up in search of some useful or interesting information.

Thanks letters can contain information about the order, the method of delivery, various promotions and discounts by the regular customer. All this attracts people, and such letters, too, are usually read, or at least casually glimpsed.

Automatic writing can offer goods that accompany those that a person has acquired, or interested in. Letters will allow to congratulate, for example, a happy birthday, having made an individual advantageous offer.

To work with complex customer problems, of course, experts will already be needed. But simpler questions, thanks to automatic letters, can be solved around the clock and daily mode when they are needed by users.

Among all the variety of programs and services, Microsoft's Outlook program is well known, so the ways to create mailings, automatic responses, and forwarding certain emails to other addresses will be considered just by its example.

Newsletter

To send a message to a large group of people, you do not need to add them to the mailing list manually each time. To do this, you can create a distribution list. On the "home" tab in the program, select "create a contact group", then specify a name for this group and add members to it. The list of participants and the name of the group are edited or deleted completely if necessary. The same contact can be a member of an arbitrarily large number of user groups that will automatically receive messages. This saves a lot of time.

Automatic email: how to do

Sometimes there is a need to send an automatic letter at a certain time, and in the absence of the sender at the computer. Automatic sending of Outlook messages allows you to do this. You should write a regular letter, if necessary, attach the necessary files to it, specify a recipient (s) or a mailing list, and then go to the "Settings" menu section. Further in this section, the item "delivery delay" is selected, and then "do not deliver to". Then all necessary parameters are set, including the date and time of sending the message, the presence or absence of notifications of delivery and reading, and so on.

After specifying all the necessary data, you should send the letter. It will be saved in the folder of the sent letters, but it will really go to the recipient only on the specified day and hour. It is important that at this time the computer was turned on, the program was started on it, and an Internet connection was present. If these conditions were not created at the right time, the automatic sending of letters will occur at the moment when they are finally fulfilled. It's not very convenient, but there's nothing to be done.

Automatic forwarding of Outlook messages

Forwarding from the first recipient to the other can be in two ways - forwarding and redirection. Forwarded emails are distinguished by the presence in the subject of the abbreviation FW, and the recipient sees from which address the letter was sent initially, and from which it was subsequently sent to him. Redirection for the recipient is not noticeable, he sees the letter as sent by the first sender.

Forwarding Management

You can configure either the forwarding of absolutely all letters, or create rules that regulate what and when should be forwarded. In this case, the redirected messages are stored in the Inbox. The program analyzes the email sent, and if it meets the conditions specified in the rules, it performs the action specified by this rule. It can be not only automatic sending of letters or response to them, but also transferring it to a certain folder, i.e. sorting, deleting, etc.

To create rules for processing incoming correspondence, you must select the "Rules" item on the main program tab. Further, in the "rules and alerts management" menu, the algorithms for processing the received messages are already directly configured.

Prohibition of forwarding

Some letters can not be forwarded - this happens when the sender has installed on the correspondence sent to them protection that does not allow the recipient to share this information with anyone else. Such a restriction is removed only by the sender, the recipient can not do this in any way.

Also, in companies, the system administrator can establish own rules that restrict or prohibit the full transfer of letters outside the enterprise network, and sometimes inside it. This is done to protect corporate information.

Autoresponders

In the absence of the addressee on the spot, because of a business trip, vacation, illness or for some other reason, automatic replies to the letters can be set up. If the mail is located on the corporate postal service, you can also create different answers to emails coming from other employees of the company, and to those received from outside.

To enable this function in the program menu, the section "file" selects the item "auto-responses", where you must select "send auto-responses". In this section, the text of the letters is written, as well as the period during which these answers will be sent. If the user appears on the network before the end of this period, he will be asked to turn off the function.

For the period of the auto-response response, you can set mail processing rules, for example, to forward them to other employees of the company who can solve the issues that arise, and so on.

The program provides detailed help, as well as tooltips, which help to avoid common mistakes while working with it.