Marketing Strategy & Best Practices

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Out of Office Replies

  • 1.  Out of Office Replies

    Posted 03-07-2018 13:23

    Hi Everyone,
    How do you handle the "Out of Office" replies when you send out a mass email that is personalized? Our Sales reps are getting 100s of out of office replies and I am not sure how to fix that without removing the personalization. 

    Thank you!
    Hala



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    Hala Istanbouli
    Millennium Trust Company, LLC
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  • 2.  RE: Out of Office Replies

    Posted 03-07-2018 14:19
    Edited by Sion Stedman 03-07-2018 14:37
    Hi @Hala Istanbouli

    One approach you could consider is creating a dedicated email address for the purpose of mass email sends.

    At my company we have a specific email address/inbox for this purpose (e.g. no.reply@mycompany.com) so that all OOOs and other notifications go to that inbox, rather than any individual Sales sender's inbox. For smaller campaigns, however, our Sales colleagues sometimes don't mind getting the OOOs, as they inform them of clients' whereabouts.

    The best approach will depend on the nature of your campaign.


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    Sion Stedman
    Idox Software Ltd
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  • 3.  RE: Out of Office Replies

    Posted 03-07-2018 14:25
    Thank you @Sion Stedman. When you create the no reply email, do you sent the email from that email? If so, doesn't that affect the deliverability? Hala​

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    Hala Istanbouli
    Millennium Trust Company, LLC
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  • 4.  RE: Out of Office Replies

    Posted 03-07-2018 14:37
    Edited by Sion Stedman 03-07-2018 14:40
    Hi @Hala Istanbouli

    There are many factors that determine deliverability, which you might be interested to read about in Sean Chu's 'checklist' in the thread here.

    However, if you have otherwise set up your Act-On account properly from a technical point of view, there should be no difference when sending an email as e.g. no.reply@mycompany.com as e.g. john.smith@mycompany.com

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    Sion Stedman
    Idox Software Ltd
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  • 5.  RE: Out of Office Replies

    Posted 03-07-2018 14:49
    We could set up the no-reply@mycompany.com email, but my question is, does that interfere with the deliverability or is there a way to set up the email to come from johnsmit@mycompany.com, but the out of offices go to no reply?

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    Hala Istanbouli
    Millennium Trust Company, LLC
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  • 6.  RE: Out of Office Replies

    Posted 03-07-2018 14:54
    In my experience of using Act-On, I don't believe that is possible; but perhaps a colleague from Act-On can tell us otherwise?

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    Sion Stedman
    Idox Software Ltd
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  • 7.  RE: Out of Office Replies

    Posted 03-12-2018 20:24
    @Hala Istanbouli and @Sion Stedman,

    Unfortunately, we do not have the ability to 100% dictate what email address (sender or reply-to) will receive the Out of Office messages.

    This behavior can be controlled on the recipient's server, which means we cannot influence it.

    According to the Recommendations for Automatic Responses to Electronic Mail, "automatic responses" should go to the envelope sender (also known as the "Return-Path", or in Act-On the "Envelope From"). This is a completely separate address from either the Sender or Reply-To and is an inbox that you likely never see.

    The "problem" is this: it's never been 100% accepted or made clear whether or not Out of Office messages ARE "automatic responses" or not. Mostly, the disagreement is about if the Out of Office response is truly automated, because a human has to manually set it up in the first place (paraphrasing here) and that Out of Office messages are usually meant to be read as-if they did come from a human. (something along the lines of, "I'll be back in on Wednesday from my conference" is not really "automated", but somewhere in-between)

    Usually, the Out of Office will go to the Reply-To, but in my experience, that is only about 80% of the time.

    Internally, we always assume that an Out of Office may go to either Sender or Reply-To and adjust accordingly.

    Please let me know if there is anything else that I can help you with.

    Have a great day and Happy Marketing!​​

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    Robert Kohnke
    Marketing Automation Specialist - Certified Strategist, Act-On Software, Inc.
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