We all use email, usually every day. It’s become the most popular way to communicate with people all over the world. Yet, most people don’t take advantage of some of the most simple and effective tools that are available. There are a couple of things you should consider adding to your setup to send more reliable and professional messages.
NOTE: These are all starting with the assumption that you use your domain name as part of your email service. If this is not the case, you should consider starting there. There’s really no reason to be using anything else if you are running your business properly. If you do have your own domain name, but don’t have your email setup, you can see how to do that here: Set my Email with my Domain Name
Sending Strong Email
The first service is called MailJet.com. This service acts as your outgoing mail server. What’s that mean? Glad you asked…there are two parts to every mail system an incoming and outgoing mail server. The incoming mail server is where to the mail is being sent to. This could be your Gmail or Hotmail account, or it might be your own domain name. This is the server that will store your messages online so that you can access it from anywhere you can connect online. If you have a Gmail account, you’re literally logging into a server that Google owns and maintains to see your email messages. If you’re using your own domain name as part of your email setup, then you’re logging into your hosting service to see your email. This might be BlueHost or GoDaddy or any of the other 1000’s of hosting providers our there. (Tip: we prefer InMotion Hosting – Click here for more about hosting).
On the other hand, your outgoing mail server is the server that your email is being sent from. This is where MailJet comes in. While it’s completely fine to use your hosting mail server as a default setup, this new service will allow you to send email with a little more control. Each email is tracked, so you can see if the recipient has received it.
The major benefit in using MailJet to send you email is that you have access to professionally managed servers. The chances of your email being marked as spam are reduced significantly since your using their IP addresses. If you’ve ever had anyone say, “I don’t think that email came through”, this will likely fix that issue. You can send up to 6,000 emails per month for free with this service.
Another nice thing about this service is you can use it in combination with several domains and email addresses all from one account. So if you have a few different business endevours, one account will likely be able to service them all.
Tracking Your Email
The second tool is called Sidekick by HubSpot. This is a chrome extension that allows you to track your emails. You can get live push notifications when an email is opened or link is clicked within that email. This is a great way to be sure your messages are received. This one also gives 100s of notifications each month for free. So for a little business, this will cost you nothing. You also have the ability to turn in on/off of each message you send individually, so you’re not getting alerts for every single email you send.
Signing Your Email
Last, but not least, is called Email Signature Rescue. This website allows you to create professional email signature using a number of well-designed templates. This has to be one of the most abused practices across all form of online communication. Too many people don’t know how to create proper signatures, so they end up with a message that’s misaligned and bloated with needless attachments. This is not the way email signatures are supposed to be crafted. There is a better way.
This website will help you to create nice signatures, but that’s just the beginning. As email becomes increasingly spammy, the email servers have been forced to tighten down what they’ll allow their clients to see. So if you have a message with a bunch of random little things attached, along with some sloppy HTML…they might just drop it into the trash bucket along with the other seemingly spammy looking emails.
Email Signature Rescue, on the other hand, uses solid (tested) HTML code that will not be flagged by our increasingly intelligent email clients (like Gmail). What’s that mean? When you send a nicely coded, properly formatted message, it’s much more likely to make it to your recipient.
According to BlueHornet, over 70% of emails that are not formatted properly are immediately deleted. Don’t fall into this group. These are easy fixes that call really impact your ability to communicate effectively.
Email Signature Rescue works with almost any email client, including all of the big mobile platforms. Office 365, Google Inbox, Outlook.com, Gmail, AOL Mail, and Yahoo Mail, to name a few. You can adjust the colors, fonts, graphics as well as add custom images. All of the signature content is hosted on their server and called each time the signature is loaded by an email client. So, you don’t have a bunch of attachments on each email you send.
They also have a Google Chrome Extension that’s available. I’ve used a lot of different signature creators, but this is far-and-away the most reliable and easy to use.
Email at it’s most basic form really hasn’t changed much from its original debut. Instead, we’ve started using more advanced forms of communication. Platforms like skype, slack and whatsapp are just a few of the bigger apps that have really started to shift the way we talk with others. It will be interesting to see what happens with email: Will it continue to evolve to resolve some of the inherent flaws, or will it slowly die (ie myspace) as we continue to move on to new things. Either way, it’s going to be around for awhile. Until its true fate is determined, we should use it with a bit more care. These are only a few of the tools that I would recommend using to send more robust email messages. If you have any tools or plugins that you’ve come across over the years, please feel free to comment below. I’m always looking for ways to streamline this communication beast we call email.