How to Manage Large Email Lists
The ability to manage large e-mail lists involves storing the database of names and e-mails and using a mail server to send the e-mails. As lists get larger, problems can occur with handling the list. Hosts provide basic mailing-list functionality, but managing a big list on a regular Web site hosting account can actually cause termination of service due to server overload. An e-mail marketer can use a professional list manager to solve these problems and successfully run lists of all sizes.
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Instructions
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Compare mailing-list services that have both autoresponder and e-mail broadcasting services. An autoresponder is a mailing list that automatically sends out emails to subscribers who join the list. However, a mailing-list manager should also provide e-mail newsletter broadcasts. An e-mail broadcast allows the list owner to send a new e-mail to all or any part of the list. Supplementing autoresponder messages with broadcasts allows the list owner to send updates or special offers at any time.
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Use opt-out links in every e-mail to handle list removals. Subscribers who opt out are automatically removed from the database. Using an opt-out link automates list management and reduces spam complaints. Manually removing subscribers from a large list takes too much time, so this feature is essential to manage email lists. Choose a service that automatically includes opt-out links.
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Choose a service with opt-in forms to automatically subscribe people to the list. These forms go on a Web page. Subscribers simply enter an e-mail address and personal information. The form sends the data back to the autoresponder service and puts the subscriber on the list. This process requires no manual work.
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Enter the autoresponder messages. Autoresponder messages include an initial message that goes out automatically and follow-up messages. For example, the list owner can include 15 messages to go out once every three days. The autoresponder sends these automatically based on each subscriber's date of subscription.
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Use the broadcast feature to send out new messages. Autoresponder services make this simple by just having the user enter the message to be sent and a mailing date. The opt-out links also take care of list removals when sending a broadcast.
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Keep up to date with pricing details. Services that can manage large email lists typically increase the price according to the list size.
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Tips & Warnings
Include a welcome message for new subscribers that reminds them of the benefits of the list. People often surf around and forget why they subscribed to a list, so a reminder increases readership.
Include a physical mailing address in each message as an alternative opt-out method. There are some who do not understand the opt-out instructions.
Avoid spam complaints by using only the double opt-in feature. Pranksters sometimes enter random e-mail addresses into opt-in forms. The double opt-in feature works like the standard "single opt-in" method except that it sends a confirmation email and requires the subscriber to click a confirmation link. This confirmation ensures that the real e-mail address owner entered that e-mail address instead of another person.
