There are several ways you can manage your address list and send email to multiple email addresses.
They are:
- Use a Standard Email Client /client based mailing List software.
- Server Based Mailing List Software
- Use an Online Auto responder Service
Auto Responders, Mailing Lists, Bulk Email Solutions
The software or service used to mange lists and send email is known by a variety of names. the common terms are:
- Autoresponder
- Bulk email
- Mailing list
These terms can be very confusing when starting out because over the years the software/tools have merged, and now do many of the same things.
Originally auto responders were used to send an automatic email in response to a visitor action.
The main use was for the auto acknowledgement of a sale, or a request for information/support.
Auto responders are provided by server based software as they need a permanent Internet connection.
Mailing List managers started as being client/desktop based, and are used for sending email to multiple email addresses.
Hence the term bulk email.
However over the years auto responder systems have evolved to include the ability, not only to respond to messages,, but to initiate them i.e. they have developed many of the functions of mailing list management software.
Likewise mailing list/bulk email software has started to include auto responder type features.
Generally mailing list/bulk email software is client based (runs on your computer) and auto responders are server based.
Client Based Solutions
Using client based software for managing your mailing list and sending bulk emails has several advantages and disadvantages.
Advantages:
- Very easy to do
- Mailing list is kept very private
- Cheap
- Easy to setup
- Don’t need a website
- Free if using existing email client or one off software cost if using a mailing list client
Disadvantages
- Not always online making Auto response difficult unless implemented separately.
- Need to ensure that list is backed up and secure
- Subscribing/ Unsubscribing is email based unless you have a website in which case you need an unsubscribe/subscribe form, and for best results scripting support on your website.
Client based mailing list software tends to be used when the existing business either doesn’t have a website, or the website is not the main method used to collect email addresses.
Generally is is easy to start email marketing using client based software and is a good way to learn about email marketing.
Client based systems can be completely stand alone or they can integrate with you existing email client.
Examples:
- Use existing client like outlook or outlook express
- Use existing client like outlook outlook express with mailing list add-on. e.g.send personally.
- Use dedicated mailing list client like sendbaster.
Own Server Based Software
Own Server based email solutions are usually the preserve of larger companies with large lists and staff to manage them. However:
If you use WordPress then there are several very good free mailing list plugins which are ideal for small business websites.
For WordPress website owners this is my recommended approach.
Take a look at the MailPoet Plugin
In addition the major email autoresponder service providers (below) provide email capture plugins for WordPress, so that you can use them with your WordPress website/blog.
Email Mailing List Services
If you don’t want to install and maintain your own mailing list software you can opt for an online mailing list service.
Here the software is hosted on a third party server, and you just need to manage the lists themselves, and not the software.
This tends to be the more expensive option although free, usually ad supported, options do exist, but aren’t recommended.
It is however easier to implement if you are non- technical and your website host doesn’t need to support scripting or databases as this is all handled externally.
Advantages:
- No software to install/maintain on server or client.
- Offer very rich services and usually newsletter templates,sign up forms etc
- List/lists are backed up by the service provider.
- Can send email sequences
- Can send time delayed emails.
- Integrate into popular website platforms like WordPress.
- Generally ensure legal compliance
- Have high delivery rates
Disadvantages:
- More costly as have monthly fee (varies considerably)
- Can be tricky to setup initially.
- Lists need to be exported to an external source in case you move providers.
- Some Limits exist usually on number of emails/lists, but are overcome by changing plan.
- Importing Email addresses although simple usually results in the list members needing to re-subscribe.
Although there are many companies offering Autoresponder services, the three listed below are well established, and offer comprehensive features.
- Mailchimp – Free for small lists.
- Get Response
- Aweber
Summary
If your mail method of collecting email addresses is via an opt-in form on your website then use either a WordPress plugin or an online service likeMailchimp.
If your list is created mainly using offline methods, then use an email client like outlook or a dedicated bulk email client like sendbaster.,
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