Autoresponders

Autoresponders are probably familiar to anyone who uses email. An autoresponder is a form of canned email that is automatically sent as a response to email that is received. This mechanism is used by individuals and by organizations.

Autoresponders for Individuals

Individuals most commonly use autoresponders to notify people trying to reach them by email that they are unavailable for some period of time. The reasons for unavailability include vacations, business trips, and illness. Autoresponders are also used simply to acknowledge receipt of a message, and to indicate that the email will be answered shortly. Individuals using autoresponders should use products that will avoid responding to group emails or to bounced emails.

Autoresponders for Enterprises

Organizations that do business on the Internet often make use of autoresponders as part of their business process. Typically, a business autoresponder will tell customers when they can expect a response, and may provide additional information about how to contact the company. This use of autoresponders helps companies respond promptly to customers. A variety of canned information can also be provided, such as an FAQ list that may be relevant to customer inquiries.

More sophisticated autoresponders are often set up in connection with company Web sites. The autoresponse can be specially tailored according to the specific company email address involved. For instance, email to a company's order division can generate an autoresponse with information about the ordering process, while email to the human resources office can generate an autoresponse with information about jobs.

Sometimes, autoresponders are used to generate a series of messages over a period of time. In these cases, care needs to be exercised to avoid sending unwanted spam. The recipient should be aware that they will be receiving multiple messages. There should be an easy mechanism provided for the recipient of the messages to have the autoresponses stopped. This type of mechanism is useful for providing ongoing information to subscribers and members.

How to Obtain Autoresponders

Products that work in conjunction with Web sites are often included with the web hosting software used to establish the site. Other products are available either for direct lease or purchase, or for access over the Internet through an account. Direct acquisition is generally more economical. However, direct acquisition requires some technical expertise on the part of the purchaser for installation and maintenance of the autoresponder software.

Free autoresponders are available for Web sites, but use of those autoresponders is tied to the requirement of carrying advertising on the site. Some people believe that the using free products that require advertising gives a site an unprofessional look, but it can be a good way to cut expenses.

By Charles Hair