Replying Using Simple Autoresponder

Replying to incoming messages is what this kind of autoresponder lives for so it is no wonder it is easy to configure it to do it.

Simple Reply

Double-click the autoresponder’s icon and click the “Response Message” tab. The tab’s name is a bit misleading because it not only allows you to edit the response message itself but you can also use it to define the criteria an incoming message must meet in order to be replied to, define additional actions to take and more.

To define the incoming message criteria I mentioned above click the “Conditions” button. Read this section to learn about this topic: Messages Matching User-Defined Conditions.

Click the “Message” button to edit the reply. To find out about the message edit that shows up after you click the button read: Composing an Email Message.

Replying Only Once to Given Email Address

Sometimes you may want to limit the number of replies that go to the same email address. For instance, when you leave your office, you may get five messages from the same person. It may be desirable to set things up so that he or she receives the reply saying that you are away from the office only once.

To enable this, mark two check boxes located on the “Response Message” tab: “Do not respond if the sender is in the prospects database” and “Add the sender of the original message to the prospects database”. With these two options turned on, the program will add anyone who sends a message (matching the conditions if there are any defined for this tab, see Messages Matching User-Defined Conditions) to the prospects database. If the sender is already in the database no reply will be sent (in fact, no actions will be taken at all).

To read more about collecting prospects’ email addresses using a simple autoresponder read the section entitled (no surprise here!): Collecting Prospects Using Simple Autoresponder.

Additional things you can tell the autoresponder to do when in replies to a message is forwarding the original message to a list of email addresses and sending a predefined message to a list of recipients (Sending a Message When New Mail Arrives).

To find out how you can use the “Form/Parsing” button (Professional Edition only) to extract text from the original message read this: Advanced Parsing.