In 2017, there were a whopping 3.7 billion email users worldwide – a number that is expected to skyrocket to 4.three billion in 2022.
There’s a reason for that: E-mail is an essential channel for marketing and business that is continuously evolving and is ripe for automation. That’south peculiarly important because that a fair number of emails nosotros send are cookie-cutter replies, equally nosotros respond to the aforementioned inquiries and questions over and over again.
Such repetitive tasks can exist irksome – and I’thousand sure yous’ve found yourself thinking “There’s got to be a better way.”
Well, if you’re using Gmail, there is. You tin set up an auto reply in Gmail that trigger specific template responses based on the content of the emails yous receive, so you can spend less time in your inbox and more time doing what matters most.
With that in heed, hither are stride-past-step instructions for setting up an car reply in Gmail, plus examples of how yous tin all-time leverage this useful feature in your business concern.
Creating A Canned Response for Auto Replies in Gmail
Before you lot tin implement the motorcar response feature, you lot need to set up a message to deed as your automated response.
Go to https://mail.google.com/post, then click on the gear icon and select ‘Settings’:
Click on ‘Advanced’ in the card, 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 y’all want to be automatically sent out. In one case you’re finished, click on the three dots in the email window to bring upward the electronic mail 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 proper noun and select ‘OK’:
How to Fix-up Auto Reply in Gmail
Now that your auto response email template has been saved as a canned response, yous’re ready to use it every bit an motorcar 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. Yous tin can opt to include sure “From” email addresses, a specific discipline, or emails that contain (or don’t contain) detail words. One time you’re finished, click ‘Create filter’:
On the next screen, check the box that says ‘Send canned response’ and choose the canned response y’all created:
Footstep 5. Click on ‘Create Filter’, and you’re washed. Y’all’ve now successfully ready auto replies in Gmail.
Keep in mind that old mail will
receive a canned response, just going forward, any new mail that fits the criteria yous gear up for your filter volition receive the canned response automatically.
Auto Reply Examples to Use in Gmail
There are many different types of machine replies yous tin can set, depending on their intended usage and purpose. Below are some examples you lot can customize for your own needs.
1. Client Service
A client sends in a customer back up asking, and now they have to play the waiting game. This begs the question:
What tin can y’all say to make them feel important while they wait for a response?
Rather than silence or a evidently onetime “Your back up ticket was received” type of email, try spicing information technology upwards a little. Hither’s a bully instance:
Every bit you can see, this email came from a real person accompanied by a photo, which adds a strong personal touch. It greets the client by proper 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 outcome will be resolved in a timely way.
Everyone should be a winner when they sign up for your contest or giveaway. Not anybody can be a grand prize winner, obviously, but offering a discount code or some gratuitous premium content can go a long way. Here’s an example in action:
This email looks like information technology was personally written, every bit opposed to beingness overly graphic-laden and advertizement-similar. Information technology gives specific links to promote the visitor’due south social media page, an pick to forward the contest entry to others, and a sizeable coupon lawmaking to prove gratitude. It’s super short yet very effective.
three. Shipping Confirmation
Shipping confirmations are a picayune boring, but they’re necessary to keep your customers in the loop. Entrepreneur and author Derek Sivers wrote a aircraft confirmation email that he dubbed ‘The most successful electronic mail I ever wrote’:
Derek’due south aircraft confirmation e-mail sets itself apart past providing a humorous exchange, where most companies would just send a “Your detail is on the way” email. While the client service auto answer 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 stiff with sincere gratitude and Derek’s personal signature line. Having the bulletin come from the president of the company is also a special touch.
iv. ‘Looking For A Quote’
If you’re in the service industry (wedding photography, insurance agency, etc.), y’all’re probable getting a lot of emails asking for quotes. You may non be able to get to them right away, but you want the prospect to feel special enough to wait for your response and non blitz over to the competition. Here’s a stellar example:
While this email is a niggling on the long side, yous can definitely tell it fits the sender’southward personality and gives the prospect that added personal touch that can brand waiting for a quote more than palatable. She shows she’due south human past 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 become much meliorate than that.
5. Holiday Autoresponder
Thanks for your e-mail.
I am currently out of the office starting on [date] and returning on [date].
If you demand aid during this fourth dimension, one of my team members will be able to help. They can exist contacted at [phone number] Monday-Friday from nine-5.30.
For non-urgent inquiries during my absence, you can contact [Name] at [email], and they will be happy to assist.
Planning a trip abroad? Information technology’s imperative that you lot set up an office auto-responder in your Gmail. Every bit y’all can see, there are plenty of effective uses for auto answer emails that don’t come up off as impersonal. When tastefully washed, they can even train your audience, prospects, or colleagues to await sure wait times, requite them pertinent details on autopilot, or merely 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 near dropping the brawl on your outreach efforts. You can trigger emails to follow upward with a prospect or a journalist without considering who you have and oasis’t emailed. Your automated follow-up emails should provide context and value; in other words, they should remind your prospects what your production is and why your product matters.
A follow-up email might exist asking whether the recipient has received the e-mail and whether they’re interested. If the recipient doesn’t respond to that second electronic mail, you might want to send one saying that you won’t contact them again.