In 2020, there were a whopping 4 billion email users worldwide – a number that is expected to grow to 4.5 billion by 2024.
There’s a reason for that: email is an essential channel for marketing and business that is constantly evolving and ripe for automation. This is especially important considering that a significant number of emails we send are replies from the cookie, as we keep replying to the same requests and questions.
Reading: How to create an automated email response on gmail
Such repetitive ones Tasks can be tedious – and I’m sure you’ve thought at one point, “There must be a better way.”
Well, if you use Gmail, there is. You can set up an automatic reply in Gmail that triggers specific template replies based on the content of the emails you receive, so you can spend less time in your inbox and more time on what matters.
So you can think Remember, here are step-by-step instructions on how to set up an automatic reply in Gmail, along with examples of how to best use this useful feature in your business.
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Create a Canned Response for Gmail Auto-Replies
Before you can implement the auto-reply feature, you must Set it up Create a message as your auto reply.
Step 1. Go to https://mail.google.com/mail, then click the gear icon and select “Settings”:
Step 2. Click From the menu, click Advanced, then select Enable next to Saved Responses (Templates). )’:
Don’t forget to click “Save Changes” at the bottom of the screen.
Step 3. Now that “Canned Responses” are enabled, you can create create a new email by clicking the compose icon in the top left corner and typing the message you want to be sent automatically. When done, click on the three dots in the email window to bring up the email options. Select “Saved Replies” and then “New Saved Replies”:
Step 4. Next, a window will appear where you can name your canned answer. Enter the name and select “OK”:
How to set up auto-reply in Gmail
Now that your auto-reply email template has been saved as a canned reply, you can now use it use an automatic reply to certain emails.
Step 1. Click the gear icon again and select “Settings” again:
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Step 2. To do this, click on “Filter and blocked addresses” in the menu. Select “Create new filter”:
Step 3. In the next window that opens, select which rules you want to apply to the Gmail filter. You can choose to include specific “From” email addresses, a specific subject, or emails that contain (or do not contain) specific words. When you’re done, click Create Filter:
Step 4. On the next screen, check the “Send canned response” box and select the canned response you created:
Step 5. Click “Create Filter” and you’re done. You have now successfully set up automatic replies in Gmail.
Note that old emails will not receive a canned response, but future emails will receive all new emails that match the criteria you set for your filter have set the saved reply automatically.
Examples of automatic replies used in Gmail
There are many different types of automatic replies that you can set up, depending on your intended use and purpose . Below are some examples that you can adapt to your own needs.
1. Customer Service
A customer sends a customer support request and now they have to wait. This begs the question:
What can you say to make them feel important while they wait for an answer?
Instead of silence or a plain old “your support ticket was received” type of emails, try to spice it up a bit. Here’s a great example:
Source: GrooveHQ
As you can see, this email came from a real person, accompanied by a photo that 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 and when, and he can be sure that his question or problem will be solved promptly.
2. Contest/Giveaway
Everyone should be a winner when they register for your contest or giveaway. Of course, not everyone can be a grand prize winner, but offering a discount code or some free premium content can go a long way. Here’s an example in action:
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This email looks like it was written personally as opposed to being overly graphic and promotional-like. It offers specific links to promote the company’s social media page, an option to forward the contest entry to others, and a sizable coupon code to show gratitude. It’s super short but very effective.
3. Shipping Confirmation
Shipping confirmations are a bit boring, but they are necessary to keep your customers in the loop. Entrepreneur and author Derek Sivers wrote a shipping confirmation email that he described as “the most successful email I’ve ever written”:
Source: Stu.me
Derek’s Shipping Confirmation E- Mail excels at humorous exchanges, where most businesses would simply send an “Your item is on its way” email. While the customer service auto-response example does a good job of adding an element of humor, this email goes beyond that and also provides necessary details like the sent date. Finally, the email ends strongly with sincere gratitude and Derek’s personal signature line. It is also a special touch that the message comes from the President of the company.
4. “Find a Quote”
If you’re in the service industry (wedding photography, insurance agency, etc.), you probably get a lot of emails asking for quotes. You may not be able to reach them right away, but you want the prospect to feel special enough to wait for your response and not rush to the competition. Here’s an excellent example:
Source: Colorvale
Although this email is a little long, you can definitely tell that it fits the sender’s personality and gives the prospect that extra personal touch which can make waiting for an email more pleasant Quote more palatable. She shows that she’s a person by allowing the prospect a glimpse into her personal life, setting a reasonable time frame for a response, and offering some details about her business that the recipient might find useful. It doesn’t get much better.
5. Holiday Autoresponder
[Your greeting],
Thank you for your email.
I am currently [not at the office] date] and returning on [date].
If you need assistance during this time, one of my team members can assist you. They can be reached at [phone number] Monday through Friday from 9:00 am to 5:30 pm.
For non-urgent inquiries during my absence, you can contact [name] at [email] and they will happy to help take care of it.
Best regards,
[Name]
Planning a trip? It is imperative that you set up an office auto-responder in your Gmail account. As you can see, there are many effective uses for automated reply emails that don’t seem impersonal. If done tastefully, they can even train your audience, potential clients, or colleagues to anticipate specific wait times, give them pertinent details on autopilot, or simply add some joy to their day – all while taking the strain out of your swollen email inbox.
Improve your email automation in Gmail
Never worry about losing the ball in your outreach efforts again drop. You can trigger emails to follow up with a prospect or a journalist, regardless of who you’ve emailed and who you haven’t. 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 is important.
A follow-up email might ask if the recipient received the email and if they is interested. If the recipient doesn’t respond to this second email, you may want to send one saying you won’t be contacting them again.
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