How Do Autoresponders Work?

Introduction

Autoresponders are ever-vigilant Web software enabling individuals and business to react to e-mails and questions without the need for human intervention. Unlike most e-mail addresses, autoresponders are attached to computers that silently bounce back pre-made messages. Those messages can range from a vacation notice to an automated response requesting software support. Common autoresponding e-mail accounts include ‘info,’ ‘support’ or ‘sales.’

Creating Autoresponders

There are many ways to create an autoresponder, ranging from simple to complex, including arcane Unix commands used primarily by a Web host operator. Most autoresponders can be created either through the Web host’s software (such as the host’s control panel) or through specialized autoresponder services, such as AWeber or GetResponse, aimed at commercial users. A simple autoresponder can also be created using the rules available in your personal email program.

Simple Example

How autoresponders work is illustrated with a simple example. Suppose you are going on vacation and don’t want hundreds of messages piling up in your inbox while you are away from your computer. Like stopping newspaper or mail delivery, you can also prevent an email avalanche by employing a vacation autoresponder.

Create a rule, specifying to check all in-coming email for your work email. Next, select “reply to message” as the action to take when emails with “To:” addressed to your account. Although each email application may differ, you will be able to create a reply, such as “I’ll be away for the next week. If you have a pressing matter, please contact my assistant at [e-mail].” When you return, simply disable the vacation autoresponder and you’ll receive all email as usual.

Website Autoresponders

A step up from the simple vacation autoresponder is the email redirect common in online commerce. If you click on a “contact” button to inquire about an item for sale or want to learn more about a product, you’ll likely encounter these autoresponders. For a small business, this type of autoresponder serves two purposes: First, such basic features are widely available through Web hosts, eliminating the cost of a specialized autoresponder service, and secondly, provides customers with an easy-to-remember contact point. An email to [e-mail] is easier to recall than a convoluted address for whomever is handling product queries. Like the earlier vacation example, website autoresponders work by redirecting one incoming email address ([e-mail]) to a second address ([e-mail], perhaps) that then returns an automated reply thanking the customer for their interest.

Extreme Auto Responders

Although personal or smaller-scale autoresponders suit individuals or small business, companies with millions of customers receiving many emails requiring immediate answers needs a more robust option. In such cases, commercial autoresponder services, which charge a monthly fee, offer greater flexibility in both their capacity to handle vast quantities of email, as well as a what options are available. Such autoresponders may take sales inquires, develop a mailing list and send regular reminder notices based on product interest.

References

• Penn State Autoresponder Example

Resources

• Autoresponder Tips from Microsoft