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In 2017, there were a whopping 3.7 billion email users worldwide – a number that is expected to skyrocket to 4.3 billion by 2022.
There’s a reason for that: Email is an essential channel for marketing and business that is continuously evolving and is ripe for automation. That’s especially important considering that a fair number of emails we send are cookie-cutter replies, as we respond to the same inquiries and questions over and over again.
Such repetitive tasks can be tedious – and I’m sure you’ve found yourself thinking “There’s got to be a better way.”
Well, if you’re using Gmail, there is. You can set up an auto reply in Gmail that trigger specific template responses based on the content of the emails you receive, so you can spend less time in your inbox and more time doing what matters most.
With that in mind, here are step-by-step instructions for setting up an auto reply in Gmail, plus examples of how you can best leverage this useful feature in your business.
Creating A Canned Response
Before you can implement the auto response feature, you need to set up a message to act as your automatic response.
- Go to https://mail.google.com/mail, then click on the gear icon and select ‘Settings’:
- Click on ‘Advanced’ in the menu, then select ‘Enable’ next to ‘Canned Responses (Templates)’:
Don’t forget to click ‘Save Changes’ at the bottom of the screen.
- Now that ‘Canned Responses‘ are enabled, you can create a new email by clicking the ‘Compose’ icon in the upper lefthand corner and typing out the message you want to be automatically sent out. Once you’re finished, click on the three dots in the email window to bring up the email options. Select ‘Canned responses’ and then ‘New canned response’:
- Next, a window will pop up where you can name your canned response. Type in the name and select ‘OK’:
Setting Up Auto Reply
Now that your auto response email template has been saved as a canned response, you’re ready to use it as an auto response to specific emails.
- Click on the gear icon again and select ‘Settings’ once more:
- This time, click on ‘Filters and Blocked Addresses’ in the menu. Select ‘Create a new filter’:
- In the next window that pops up, choose which rules you’d like to apply for the Gmail filter. You can opt to include certain “From” email addresses, a specific subject, or emails that contain (or don’t contain) particular words. Once you’re finished, click ‘Create filter’:
- On the next screen, check the box that says ‘Send canned response’ and choose the canned response you created:
Click on ‘Create Filter’, and you’re done.
Keep in mind that old mail will not receive a canned response, but going forward, any new mail that fits the criteria you set for your filter will receive the canned response automatically.
Auto Reply Examples
There are many different types of auto replies you can set up, depending on their intended usage and purpose. Below are some examples you can customize for your own needs.
1. Customer Service
A client sends in a customer support request, and now they have to play the waiting game. This begs the question:
What can you say to make them feel important while they wait for a response?
Rather than silence or a plain old “Your support ticket was received” type of email, try spicing it up a little. Here’s a great example:
Source: GrooveHQ
As you can see, this email came from a real person accompanied by a photo, which adds a strong personal touch. It greets the customer by name, gives them a timeframe for a response, shows gratitude, and even throws in a bit of humor. Now the customer knows exactly what to expect, when, and they’ll feel confident that their question or issue will be resolved in a timely manner.
2. Contest/Giveaway
Everyone should be a winner when they sign up for your contest or giveaway. Not everyone can be a grand prize winner, obviously, but offering a discount code or some free premium content can go a long way. Here’s an example in action:
This email looks like it was personally written, as opposed to being overly graphic-laden and ad-like. It gives specific links to promote the company’s social media page, an option to forward the contest entry to others, and a sizeable coupon code to show gratitude. It’s super short yet very effective.
3. Shipping Confirmation
Shipping confirmations are a little boring, but they’re necessary to keep your customers in the loop. Entrepreneur and author Derek Sivers wrote a shipping confirmation email that he dubbed ‘The most successful email I ever wrote’:
Source: Stu.me
Derek’s shipping confirmation email sets itself apart by providing a humorous exchange, where most companies would just send a “Your item is on the way” email. While the customer service auto reply example does a good job of adding an element of humor, this email goes above and beyond that, while also providing necessary details like the shipping date. Finally, the email ends strong with sincere gratitude and Derek’s personal signature line. Having the message come from the president of the company is also a special touch.
4. ‘Looking For A Quote’
If you’re in the service industry (wedding photography, insurance agency, etc.), you’re likely getting a lot of emails asking for quotes. You may not be able to get to them right away, but you want the prospect to feel special enough to wait for your response and not rush over to the competition. Here’s a stellar example:
Source: Colorvale
While this email is a little on the long side, you can definitely tell it fits the sender’s personality and gives the prospect that added personal touch that can make waiting for a quote more palatable. She shows she’s human by giving the prospect a peek into her personal life, sets a reasonable timeframe for a response, and offers some details on her business that the recipient may find useful. It doesn’t get much better than that.
5. Vacation Autoresponder
[Your Greeting],
Thanks for your email.
I am currently out of the office starting on [date] and returning on [date].
If you need assistance during this time, one of my team members will be able to help. They can be contacted at [phone number] Monday-Friday from 9-5.30.
For non-urgent inquiries during my absence, you can contact [Name] at [email], and they will be happy to assist.
Best Regards,
[Name]
As you can see, there are plenty of effective uses for auto reply emails that don’t come off as impersonal. When tastefully done, they can even train your audience, prospects, or colleagues to expect certain wait times, give them pertinent details on autopilot, or simply add some joy to their day – all while easing the burden of your swelling email inbox.
Leveling up your Email Automation in Gmail
Never again worry about dropping the ball on your outreach efforts. You can trigger emails to follow up with a prospect or a journalist without considering who you have and haven’t emailed. Your automated follow-up emails should provide context and value; in other words, they should remind your prospects what your product is and why your product matters.
A follow-up email might be asking whether the recipient has received the email and whether they’re interested. If the recipient doesn’t respond to that second email, you might want to send one saying that you won’t contact them again.
If you are reading this is because you have asked yourself how to send bulk emails with Gmail. Although before you do so, is interesting that you know all the options that exist. As well as the advantages and disadvantages that Gmail can provide you.
Probably one of the reasons that led you to opt for Gmail is that it is a free service from Google. Which, among other things, it is financed through related advertising. And, therefore, you as a user do not assume any cost.
Also, creating an email account in Gmail is one of the most straightforward processes that anyone can face. Therefore, it could be said that if you have thought about this server, it probably means saving costs and time. But is it true that cheap ends up being expensive?
How to send bulk emails with Gmail
Sending bulk emails with Gmail is possible to some extent since this service has been created so that everyone can use it. In other words, anyone who does not have a vast Internet knowledge can communicate through email.
However, the act of sending mass emails with Gmail or any other platform is considered a professional activity. Therefore, the ideal is that you use a service that will match what you need. Still, to clarify your ideas it is essential that you know how to make bulk mailings with Gmail. These are the steps to follow:
- Log in to your Gmail account.
- Click on the left button left that says “Compose.”
- Then click on “To.” Then a menu with different options will open. It will then be where you should choose who to send it. To “My contacts” or “All contacts”.
- After choosing, click on the “Select all” option and you will see that all contacts have been included in a list. You can delete those that you do not want to receive any message. And after doing so, click on “Select.”
- As the last step, you have to type your subject, the message content and send it.
As you can see, the process is very simple. But if you want to send bulk emails with Gmail, it is because you want to reach a high number of users.
What’s Gmail’s real reach?
The limit of emails that a user can send using their Gmail account is checked per day. That means every 24 hours you can send 500 messages. Or send the same email to 500 different addresses.
Therefore, if you are looking to send bulk emails with Gmail, first of all, you should know that you have a limit. Once you reach it, the platform itself will warn you that you cannot send more messages until the next day.
The important thing, in this case, is that you understand that you cannot send 500 emails at 23:45 at night and 00:00 you can send another 500. Between the first shipment and the second one, the 24 hours must be fulfilled. But why?
The answer is very simple. Google does not want any user to have the ability to fill in another’s inbox with spam or unwanted messages. And only for that reason, the amount of emails is limited to 500 messages per day. In fact, Google considers that it is more than enough for a standard user.
But what if your contact list exceeds 500 by far? Sending mass emails with Gmail or any other platform is a decision you make to get close to your contacts. Or to promote yourself and your brand. But everything comes with a price.
Why should you not send mass emails with Gmail?
As you know, Email marketing is one of the most influential tools to attract customers, retain them, generate engagement or create true brand ambassadors. But all this is very difficult to achieve without investing some money. And although sending mass emails with Gmail may seem like a good idea to save costs, in the end, it will limit you.
That is the first drawback. Using webmails, therefore, brings many limitations. And one of them is that those mass mailings that are made from Gmail do not go through the same authentication processes that pass the messages you send from a professional email marketing platform.
In other words: You run the double risk of being classified as a spammer. Still, if you need any more reasons not to send mass emails with Gmail and have a professional email marketing platform, write down the following:
1.- It supposes a lower deliverability
One of the most significant problems in any email marketing campaign is not that the message is not opened or that the user does not click on your CTA. It is when it doesn’t even reach the recipient’s inbox. And one of the disadvantages of sending mass emails with Gmail is that this part is not covered. The deliverability through this method is surprisingly low.
As you know, it is essential that an email arrives. If not, any email marketing campaign will fail. But you should bear in mind that if the limit is 500 emails, only half are likely to arrive. Also, webmail is not designed or designed for mass mailings. So, probably, it will cost you twice as much work to get, only, that it arrives.
But that is not all. At the low rate of deliverability, you should add that Gmail does not allow you to customize emails. So, does it suit you? The answer is no. The brands that carry out processes and exhaustive analysis to improve the personalization of their emails get twice as many conversions as those that do not.
2.- With Gmail there’s no statistics
Unlike professional email marketing platforms, Google will not be responsible for studying the impact of your messages. You will not receive reports, statistics or loose data on opening or click rates.
But if you do not have how to measure the effectiveness of your campaigns, what is the use of implementing them? This is another reason why you should not send mass emails with Gmail, as it will not allow you to measure or move forward.
How else could you improve if not your action plans? Without feedback or indicators that show how your work behaves there will be nothing to do. In fact, these statistics are the only way you have to make sure you’re doing things right. Or of which ones you must change.
3.- You’ll gain a bad reputation
A domain gets a good reputation if it achieves a high percentage of users who open and click on emails. But, on the contrary, the bad reputation is generated at the moment in which the users who receive the emails do not interact with them.
Based on this behavior, score ratings are created. Which are the ones that indicate the quality of the senders and issuers? What is consulted? The ISP and antispam filters. In addition to considering other factors that affect the score as:
- The frequency of sending.
- Empty accounts.
- A user marked you as spam.
- Spamtraps.
And, as you have seen before, being cataloged as a spammer is the first thing that will happen to you if you choose to send mass emails with Gmail. Because with Gmail there are not as many security measures as with other tools.
The bad reputation, too, could also arise as a result of poor management by webmails of casualties and rebounds. Therefore, in addition to having a bad reputation, you will have a database of poor quality, without segmentation.
What’s the solution?
Mass Create Gmail Accounts
Developing a mass email campaign is something that should be worked out in detail. Mainly to do it optimally and avoid all problems. Like, for example, being cataloged as a spammer.
The most important thing in the whole process is that you find the best tool for your business. In this case, MDirector is one of the best professional email marketing platforms. Respect the legality, works with quality internet service providers to ensure that your emails are sent, and offers statistics and support that will answer your questions. But above all, it will allow you to make the right decisions to improve the effectiveness of your email marketing campaigns.
Mass Email Creator
MDirector’s mass mailing software supports more than 600,000,000 emails sent per month. Which has nothing to do with sending mass emails with Gmail, which limits you to unsuspected levels. But also, you can take advantage of the following platform features:
- Gallery of thematic templates for email marketing.
- Analysis and reports of your shipments.
- Test A / B to optimize your campaigns.
- Management of casualties and automatic bounces.
- Automatic sending of emails.
- Viralization in social networks of email marketing.
- Deliverability of your emails, etc.
Professional Email Marketing services
Mass Gmail Account Creator Free
Go ahead and make your first mass mailing campaign. Sign up for a free trial in MDirector and our team of experts in mass email delivery will ensure that your strategy is a success. If you prefer you can request information about our email marketing services here