Mail Expo
One source for all your email marketing needs!

www.mailexpo.com

 

Mail Expo is a one stop resource for all your email marketing needs. There are a variety of products and services to meet the individuals needs of vastly different situations and users. Email is today's most efficient means of communication with large dispersed groups of people. Email is used by individuals to communicate with family and friends, business associates, club or group members, church and school organizations and just about any two or more persons with access to the internet. Email is used extensively by small and large businesses, and government, to communicate with employees, convey messages to employees, customers, governmental officials or to respond to customer and prospect inquiries. Email is far more efficient than personal communication in person or by telephone; no waiting for busy signals, no missed calls and provides an electronic paper trail for record keeping.

This site is not going to address the email needs of government or large corporations. There are many vendors providing specialized services and software to large accounts and many large firms have inhouse capabilities for development of their own email programs. This purpose of this site is to assist the small businessman or individual entrepreneur in making informed choices about solutions for his email communication and marketing needs, a source for afforable email marketing.

Email is a tool. Like any tool, it needs to be understood and used properly to be most effective and to avoid the consequences of misuse.

A hammer in the hands of an experienced carpenter is an indispensable tool without which his productivity would be severely hampered.

A hammer in the hands of an amateur "handyman" or homeowner, is an indispensable tool but the results may not be as "professional" and utilization may be hazardous if the proper safeguards are not employed.

A hammer in the hands of someone careless may cause injury and pain.

A hammer in the hands of a psychotic may be the instrument used to inflict extreme damage or even death.

The problem is not the hammer, but the user.

Email is very similar, (although I have heard of no one being killed by email). It must be used responsibly by informed persons, to be effective and non-detrimental.

The simple truth about email marketing:  It works, it's cost efficient (not free), and it is legal, but the rules need to be followed.

Before we get into available products and specific solutions, a brief and general discussion of some of the hazards as well as the benefits of email in marketing.

What is SPAM?

SPAM is unsolicited commercial email. It's like the junk mail that is delivered to your home or office everyday, but delivered by internet to your email box. A couple of differences, you have to pay for it not only in the time it takes to delete, but it also utilizes resouces on your ISP's server, the routing system, and data transmission lines, which costs them money, and eventually you and I. If you receive blatant "spam" without an option to delete yourself from the senders "list", report it. If you continue to receive solicitations after requesting that your name be deleted from the list, report it. You may report "spam" to your ISP, the FTC or to other organizations dedicated to responsible email utilization.

Most emails that don't identify the sender or subject matter, are spam, and many ISP's will give you the option of having such mail held separately so that you don't have to waste your time individually deleting such messages. Keep in mind, that if you don't "remove yourself" or "unsubscribe" you likely will continue to get such messages indefinitely. Whenever you subscribe to a new "newsletter" or mailing list, we recommend that you use a secondary email box until you determine that you really want to continue receiving the communications and then you can "change your address" to your primary mail box. Yahoo, Muchomail and many other services have free email boxes which are ideal for screening your senders.

Responsible email marketing

Responsible email marketing is as simple as emailing those who have requested to hear from you or those for whom your message or offer may have some significance, and to remove them from your mailing lists (or lists) when requested to do so. With the costs of postage at about 39 cents, no marketer would dream of sending out millions of letters to people with no interest in what he or she had to offer. Yet, because email is perceived by many to be "free" there are millions of emails sent to people who have absolutely no interest in the offer being made. It makes no sense! Any marketing message is much more effective when delivered to interested prospects. Would you spend millions of dollars advertising panty hose on the telecast of the super bowl? Your message, to be effective and not annoying, must be directed towards potentially interested prospects. Don't SPAM! Use email marketing responsibly. It will work better for you and it helps each of us in the E-Marketing business. No business activity without integrity and consideration for others can maintain long term success.

Pay attention to Federal, State, and Local laws pertaining to Bulk Email:

See info on Federal and State Bulk Email Laws here:

 

Email Lists

Email lists are nothing more than lists of email addresses. There are many vendors offering to sell various email lists. Most of these lists are used and reused by hundreds of marketers for thousands of products and offerings. Typically, the return on purchased lists is minimal. There are many, so called, "Safe Lists" or "Opt-In" lists that may be purchased. These are names that have been accumulated by various vendors from sales, subcriptions, clubs, newsgroups and even from people who are paid to receive emails. Again, many of these lists are relatively ineffective. There are also hundreds of thousands of person's on lists that are reciprocal in nature, that is, they agree to receive emails in return for the right to send emails to the people they receive email from. FFA sites and similar programs generate many of this type of "list". Most of these recipients are primarily interested in sending their email to you, not in reading your message. Purchased lists can be helpful when you are first getting started. Make sure the list is targeted towards potential prospects and obtained by legitimate means. There are a number of services that provide mailing facilities to various "opt-in" or "safelists". You might try some of them as an interim measure while you are developing lists of your own. Typically the response from these lists will be far less than from those you develop from existing customers, website visitors or advertising responses from newsletter or other forms of advertising.

So, where do you get a list of good prospects, to create a productive mail list for your purposes?

Your existing customer base.

Visitors to your website.

People who respond to your other forms of advertising.

Subscribers to newsletters with similar focus to your offering.

Participants in newsgroups with interests similar to what you have to offer.

Customers of related, but not competing, businesses.

People whose vocations or hobbies suggest they would likely be interested in your product or service.

People with demographics similar to your existing customer base.

Professional Associations.

Personal and professional contacts.

Developing your own email list of qualified, interested prospects takes time and effort but much of the tedious drudgery can be automated by currently available software. In the following pages we explore various software packages and how they can assist you in:

Collecting the email addresses of current and future prospects and customers.

Maintaining and sorting your lists of prospects and customers

Removing those who do not wish to receive future emails

Preparing and Distributing your email message to those prospects and customers

Accepting Orders and responses from those prospects and customers

Automating much of your emarketing efforts.

Email Content

What should be in an email?

The whole idea behind sending an email is to have the recipient open and read it, then hopefully act on the information provided.

Look at the email you plan to send as the receiver would. If the email were if your inbox, would you open and read it? If not, why not? Then fix it!

Will the email you plan to send, get by the "spam filters" in use by many ISP's? If not, fix it! I'm sure you remember the expression, "If it looks like a duck, walks like and duck and talks like a duck, It must be a duck!" The same is true of SPAM, if it "looks like SPAM, acts like SPAM or reminds you of SPAM, it must be SPAM!" Don't take the risk, make sure your email passes the "SPAM" test.

1st objective is to get the email opened

The sender's name and/or Company

A clear and inviting subject

Personalization (not to whom it may concern)

2nd objective is to get the email read

Quick, to the point, personalized message

A "hook" to get them to continue reading

A description of your offer or message

3rd objective is to get a positive response

A reason to act (today)

An easy way to respond

A convenient way to order or request more information

A simple and convenient way to "unsubscribe" or be removed from future mailings.

 

What type of email account do you need?

For private, personal use.

As discussed above, for private personal use, the basic service supplied by your ISP is probably adequate. However, to provide a greater level of flexibility and order to your email life, I recommend that you also subscribe to one or more free email services. Let me explain why. Your primary service as supplied by your ISP will generally satisfy your email needs for communicating with family and friends and occaisonal business communications. Should you subscribe to any mailing lists, news letters, news groups, or other 3rd party offers, you will most like get inundated by numerous emails from senders you have never heard of. So rather than saturate your personal mailbox with all these "offers" and "information" which often are very difficult to "get rid of", we recommend that you sign up for a "free" email account with Yahoo or Muchomail and use that address anytime you give out your email address to 3rd parties that you do not know. That way, your personal email box will be more organized and functional for you and you can retrieve and/or delete the messages from the "free" service(s) at your convenience.

For Business and E-Marketing.

Eventually all of the above. Initially you may not need a "paid" email account, but keeping your personal affairs and your business activities separate will simplify your life immeasuarably later on. One of the problems with using your personal email account for business, is that your will never be able to completely separate it once it becomes mingled except by creating a new personal account and then getting all of your personal contacts to make the change.

Retain your basic email service as supplied by your ISP for personal use.

Set up 1 or more free email accounts to receive responses from Search Engine and Newsgroup submissions.

Set up POP3 accounts with your hosting account(s) to receive and sort specific responses from your prospects and customers with individual, specific autoresponder messages.

Set up a "Paid Email Account" to forward your various POP3 accounts responses to for convenient collection and handling.

Handling of Email - Incoming

Incoming and Outgoing Email Services

The basic service supplied by your ISP

The basic email account that is included by most ISP's with fee based internet access, is designed primarily for the individual user for personal email communications. In general these accounts are more than adequate for personal activities but are not designed as "business" accounts. This is where family and friends communicate with each other, share pictures, play games and a variety of other personal activities. This service is convenient, easily accessible whenever you are "on line" and generally more than adequte for private personal use. Generally mail can be retrieved and sent from any computer with internet access.

Free Email Accounts

Free email accounts are available from a number of providers. In return for providing a limited free email account, the provider will include sponsored advertising during the email retrieval and sending process. Some of the available resources are Yahoo, Muchomail, etc. These accounts typically offer 2 -6 megs of storage with additional storage space available for a fee. Usually accessible from any computer with internet access.

Service available through your hosting account(s)

Most hosting accounts include POP3 email as part of the hosting package. These accounts typically allow you to receive and send emails through your hosting service. Some hosting accounts come with only one POP3 account while others have 5, 10 100 or an unlimited number of accounts. How many you need really depends on the nature of your business and the extent to which to use email in your business. Most POP3 accounts provided by your web host, include features such as autoresponders, mail forwarding and "catch all" services.

Paid Email Accounts

Paid email accounts are primarily needed by businesses or individuals conducting business on the internet. They provide a cost effective way of consolidating your incoming business emails to one convenient collection area with adequate storage 30 - 100 megs or more, easily accessible by email automation software, and from any access point in the world. For a full featured, with excellent service, email account offering a variety of storage options, try YuhKnow

Handling of Email - Outgoing

OutGoing Email Services

Outgoing Email Services supplied by your ISP

Outgoing Email Services available through FREE email accounts

Both of the above services are basically the same. Most email accounts allow the collection and maintenance of an address book for user convenience of both senders and recipients of emails. These address books are primarily designed for use as individual "one time" mailings of individual messages. The service is fine for responding to the emails you receive or to send individual messages to family or friends, with the ability to "copy" your message to one or two additional recipients. This type of account is not suitable for distributing the same message to large numbers of persons or to do any kind of bulk mailing. In general, there are no provisions for automating any of the tasks associated with your mailing.

Outgoing Email Services through your hosting account(s)

Email services that are available through your hosting account vary substantially from account to account, and host to host. Generally those hosts which cater more to business customers rather than personal use customers, have better email capabilities, both incoming and outgoing. Some of the features are: multiple email accounts, single message autoresponders, email forwarding, and mailing list maintenance. Some hosts offer these services as options for additional fees.

If you have a hosting account, then make sure that you are aware of the services available and take advantage of them to the extent they fit into your marketing efforts.

Contract Services by "Bulk Email Distributors"

Contract services come in many varieties and configurations. Many, will "rent" or "sell" you a "safelist" of potential customers purported to have potential interest in a broad range of products and services. You make email your message to these lists using the services of the "Contract Host" for a fee. The basis of these fees vary significantly. Another option is to load your "list" to the "Contract Host's" server and do your mailing using their equipment. (Be careful that you do not lose control of your list or have it "appropriated" by a competitor or "list" marketer.

PC based message delivery systems

With the new technology available today, it is now practical to collect your address, maintain your list(s), and send your email campaign directly from your personal computer to your prospects and customers. Maintain complete and secure control of your business prospects and activity. With currently available software and technology this is no longer a time consuming, daunting task but can be simplified, automated and very effective. Which tools or software packages are best, are dependent on your business and its specific requirements. We will describe the "best" software solutions based on our having purchased and tried these packages under various business situations. If, after reviewing the information presented, you would like a recommendation for your individual situation, please email us with details about your application, and we shall be happy to suggest a solution.

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Resources

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