Autoresponders - Online marketing tools that get your message out
automatically and follow up for you 24 hours a day, 7 days a week!


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Frequently asked questions regarding the setup and use of your autoresponder.

Just close this browser window to return to your Client Menu.


Listed below are questions and answers regarding the operation of your autoresponder. This list is continually updated as needed. Please make sure that you check here before sending a question to Support as it might already be answered below.

One of the most frequent reasons for a specific autoresponder function not working properly, especially when uploading or making changes to messages, loading or importing lists and other functions is the user not insuring that he or she clicks on the update or save button at the bottom of the page where they are working. If it is not clicked, the process that you are working on will not be saved. So please make sure that you complete the particular operation. The other most frequent problem is a list failing to import. Almost always, the reason is due to the list being in the wrong format. Make sure your list is in the format outlined on the import page.


Where can I find help items for sections of my Client Menu?
How do I change my 'From' email address?
Should I set my messages up first before adding or importing my list?
When importing my list, how do I Map Out The Database?
How can I export my list of subscribers?

Can I use text messages in my HTML autoresponder or vice versa?
Is there a certain format for setting up messages?
How do I load my messages into my autoresponder?
Are the length of my outgoing messages limited?
How do I generate a sign up form for my website?
How do I use the sign up form redirects?

What does the message - is not in a valid format and was not added to your list - mean when I try to import a list?
How do I create a link in my message?
Do I have to place unsubscribe links in my messages?

Will I be able to use HTML in my messages?
When I use the "Import List" function, can I start them on a message other than from number 1?
I loaded my list through the Import List function and when I checked my subscriber listing there were no subscribers.
Will I be able to customize or personalize my messages?

How do I start a new subscriber and begin e-mails without starting them all over for the whole database?
Can the first autoresponse message be set to go out in 1 day instead of immediately?
Will I be able to send messages to my subscriber list?
How do people request information from my autoresponder?

Is there a way I can create an email link that places the word SUBSCRIBE in the subject?
How can I tell how many people have requested information?
When I add a new message to the sequence, do all subscribers receive it?
Can I tell which message subscribers have received?


What about using a 123Response.com autoresponder for SPAM?


Where can I find help items for sections of my Client Menu?

In addition to this page, when you log into your client menu there is a link "Help" in the top menu bar next to "Log Out". In addition you will find specific instructions within each function to help you complete that task.

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How do I change my 'From' email address?

The email address that you entered when you signed up for your autoresponder is the address that will be shown in the "From" line of your messages and must be a valid address which requires confirmation when you first sign up for our service. If you find it necessary to change your "From" address or "name" you can log in to your autoresponder and click on "Configuration" on the top menu and then on "Autoresponder From Settings". As indicated on the instructions for that function, if you change your email address you will receive an email with a confirmation link in it that you will have to click on before the email address is changed. This is a security function to insure that valid "From" email addresses are used.

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Should I set my messages up first before adding or importing my list?

Yes, this is a VERY IMPORTANT point... Please set up your message(s) FIRST before entering any names and/or email addresses into the system. If you do it the opposite way, you may finding yourself having to re-import your list. You should prepare your messages first, set them up, test them and make sure they are formatted and look professional before sending any of them out to anyone.

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When importing my list, how do I Map Out The Database?

Importing your list is relatively easy. In most cases you will have a text(.txt) file or .csv file. In some cases you may just have a short list that you have copied from somewhere as a text file. From your client menu there is a menu category at the top called "Subscribers". In the list under that category there are two items - "Import By csv" and "Import By Form". If you are importing a .csv file then use the "Import By csv" section and likewise if you are importing a text file use the "Import By Form" section.

On each of those pages you will see a group a small boxes at the top of the large box where you paste your list in. These small boxes shown here:



are where you map out your database file. All that means is you are telling the database how your list is constructed, i.e. email address first, first name second, last name third etc. It could be constructed differently like fist name, last name, email address, etc. The data base does not know the construction of the list so this is how you tell it.
Let's say your list is set up like this:

joe@123response.com,Joe,Reinbold,123 Avenue,New York,NY,10309,212-567-0000,IP 200.34.567.890

Notice that each element of the list is separated by a comma. Most lists come this way since it is pretty standard. You can order a list in that format in most cases. This type list is called a "Comma Delimited" list. So this example above has nine elements in it starting with the email address so it has to be mapped out like that. In the small boxes shown below you would enter the number of each element, For instance, the numbers entered would be:

1 E-mail
2 First Name
3 Last Name
4 Address
5 City
6 State
7 Zip
8 Phone
9 IP Number

There is one important box at the end of the other boxes called the "Delimiter" where you enter what the list delimiter is, in this case a comma. So just enter a comma in that box.

Here is what the boxes would look like based on the above example.



Once you have comleted mapping out the list, then you would load in (if using the .csv page) or paste in (if using the form page) your list. Then you would go to the bottom of the page and click on "Import". There is a box above the import button which indicates the message you want them to start on. This is normally set as 1. Once your import is completed, your list will receive the confirmation email and when they confirm their email address they will receive your first message in a couple of minutes.

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How can I export my list of subscribers?

You can export your subscriber list by going to "Subscribers" on your Client Menu. Then click on "Backup Subscribers" on the drop down menu (It is the third item from the bottom). Then just follow the directions and you can download the text file that is created.

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Can I use text messages in my HTML autoresponder or vice versa?

Yes, our system allows you to use either text or html. I personally don't use the HTML option in the 25 or so autoresponders that I have in use around the clock since I believe that a lot of people around the world do not have the capability in their email browser software to read HTML documents and many have that feature turned off completely. But that is my own personal feeling.

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Is there a certain format for setting up messages?

Setting up your messages is not that difficult if you do it step by step. You should prepare your message or messages in a text editor such as NotePad or whatever text program you use. Do it on your computer before even attempting to load the message(s) into your autoresponder. This way you can save a copy of each locally in case you need to edit them or reload them in the future.

Here of some of the guidelines I use:

As far as formatting....

- I make each line only 55 to 60 characters long counting spaces. This length will normally look good in most email programs. If you use 60 to 75 characters, in many email programs it will cause the line to wrap around to the next line for one or two words which really looks bad.

- Place a hard return (use the "Enter" key on your keyboard) at the end of each line or it will continue to flow across the page until it hits either a hard return or the margin of the browser page and then it will wrap around to the next line depending on the browser being used. Also make sure there is a hard return at the end of each paragraph. If you just keep on typing with out any hard returns, your message will probably be emailed as one big paragraph.

- I email myself a copy of the message to check the spelling and format then make any necessary changes. It is important to send it to yourself before using it so that you know it looks pretty good. Sometimes you may miss a return at the end of one line and you will end up with this one line sticking out across the whole page and it really looks bad. Remember, the person receiving your first message may make a judgement as to your business professionalism and whether he or she wants to deal with you, so make it look good.

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How do I load my messages into my autoresponder?

Once you have your messages formatted the way you want them, checked the spelling and they really look professional, you need to load each into your autoresponder. Log into to your client menu, put your cursur over "Messages" on the menu bar across the top and click on "View/Edit/Add Messages". Then click on the link to create either an html message or a text message. If you select html, you will see that there is a box to enter your html message and under it there is a box to enter the same message in text. If you set up a html message you must enter the text message too or the messages will not go out. The system uses a multi-part process so that if your subscriber cannot accept the atml message, they will receive the text message instead.

There are two things that you need to do with the first message. One is to enter the "Subject line" and two, enter the text of your message. You don't have to change the "Message Delay(Days Sent From Last Message):" line since the first message will go out immediately once the subscriber confirms their email address. So just leave the "sent immediately" in there.

To enter your "Subject line", you can just type it in the "Subject line" box. TIP - Don't put your subject line in all caps. Many spam programs read this as a spam indicator and chances are your message will go directly to the junk file and the person will never see it. In fact I would stay away from using whole words in caps anywhere in the messages because the spam filters may catch them too.

Then copy your first message from where ever you saved it on your computer and paste it in the box below the "Subject line" you entered.

Note: Copy and paste is simply highlighting the text file that you created, using the copy function under the edit menu or "Control C" on your keyboard. This copies the text to your system Clipboard. Then place your cursor in the box at your autoresponder mentioned above, use the edit menu again and click paste or use "Control V" on your keyboard and the text will appear in the box. You can also add personalization tags to insert for example, the subscribers first name. Above the section where you enter the message there is a link that says "Click Here to get a list of the personalization tags you can use in your messages. A new window will open that shows all the tags you can use." Just select which one you want to use and insert it into your message exactly in the format shown.

When you have the subject and text in the first message, go down to the bottom of the page and click on "Save Message". THIS IS IMPORTANT TO DO - IF YOU DON"T AND YOU CLOSE OUT THE PAGE, YOUR MESSAGE WILL NOT BE SAVED. You need to do this anytime you add or change a message.

If you have a second and additional messages to load after the first, just click on the "Return to the Message Center" link on the page that comes up after you save the last message. You will see the entry box called " Message Delay(Days Sent From Last Message):". This is where you enter a number such as 1 if you want the message to go out 1 day after the first or 2 for two days after the last message and so on. Just place the number in the box, don't put in 1 day or 2 days, just a number. That is how you set up the sequence of the automatic messages that go out.

Then enter the "Subject line" and actual text message for each. AND as mentioned above, make sure you go down to the bottom of the entry page and click on that "Save Message" button to save it. For each subsequent message you would just repeat the process until you have all your messages loaded.

Once you have the messages loaded AND SAVED, I suggest that you go back to the your main menu page and under "Messages" there is a section called "Test All Messages" where you can send the messages to yourself so that you can see what they actually look like. All you need to do is click on "Test All Messages" and it will send all the messages you have loaded in the autoresponder to your email address. This way you can take a look at them to see how they look before you actually start sending them out. If they need editing, just go back in and make the changes and save them again.

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Are the length of my outgoing messages limited?

No there is no specific size limit for your messages. I suggest that you not make them too long and try not to write a novel. If they are too long, the reader may just trash the message. You should highlight enough information to get the reader to click on the link to your webpage where he or she can get the entire story. Besides, one of the advantages to using an autoresponder is that you can send a group of messages to your prospects, highlighting slightly different information in each. The primary purpose of your message should be to get the reader to go to the web site and get full details of your offer. So you should just put enough information in the message to "tease" them.

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How do I generate a sign up form for my website?

Subscribers can sign up for or subscribe for information from your autoresponder from a form on your web site. In many cases there are only two items that the prospect is required to fill in, their first name and their email address. There is a one of these forms on our home page at 123response.com down towards the center of the page. You might have filled it in to test drive the 123response.com system just before you signed up for our service. Using a form like this is a great way to build an in house list of prospects and a sure way to capture your visitors name and email address.

There is a link on your main menu after you log in to your autoresponder that will make up the form coding that you need to place on your web page. It is under the section "Form Code" on your Client Menu. The next page that comes up is where you can select one of the two different size forms. Just check the "Generate..." size you want and then click on the "Continue" button below the forms. If you just want the first name and email address then you do not have to check any of the boxes on the next page since those two items are always included. There is also a place to indicate if your want to include a custom or demographic question on the form. Once you are finished on that page, just click on the "Continue" button at the bottom.

The next page that comes up has the actual html code in it that needs to be inserted and uploaded to your webpage. You would just copy the code inside the box and paste it into your webpage where ever you wanted it to appear.

If you have a need to change the form code in any way, for example to make it smaller so it fits better on your web site, we have put up a sample form page with some instructions and changes to the coding that might help you. You can take a look at it by clicking here. Please note - do not change any of the specific code that was generated since the form may not work. If you just want to make changes to its size or color, etc., that is fine.

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How do I use the sign up form redirects?

As indicated above in the prior answer, you can create the html code for a form to place on your web pages so that new subscribers can sign up for the information in your autoresponder.

On your Client Menu Top Bar under the section called "Configuration:" there are two items:

"Confirmation Required Redirect" and
"Sign-up Success Redirect"

The "Confirmation Required Redirect" function allows you to link to a custom page on your website that can thank them for subscribing and advise them that they will be receiving an email with a confirmation link in it which they will have to click on in order to be added to your list. You can see a sample of one of our own at Confirmation Redirect Sample. This is a page that you would have to create and be able to load up to your website. Once it is created and uploaded, then you can add the page URL in the "Confirmation Required Redirect" section. If you add a link in this section and don't upload the page to your website then an error page will come up instead. Of course the page layout would be customized with the look of your web site not ours. Yours could also be just a simple page that thanks them and advises them of the necessity of confirming their email address.

The "Sign-up Success Redirect" is where you can enter a link (URL) to redirect your subscribers to a thank you page after they confirm their email address. Like above, this is a custom page that you must create and upload to your website before you can link to it. Here is a sample of one of ours Sign-up Success Redirect

PLEASE NOTE: In order for either of the redirects to work, both must be entered in the system. If you only enter one or the other, the redirect URL will not work and they will be sent to the system's default redirect pages. The defaults will be entirely satisfactory for you to use if you do not have the ability to customize and upload pages to your own website or affiliate site.

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What does the message - is not in a valid format and was not added to your list - mean when I try to import a list?

This error message normally comes up when you are importing your list and when one or more of the email addresses are in the improper format or the entire list is in the wrong format. If one or more of the entries is in the wrong format, then that entry will not be imported.

Make sure that the format instructions on the import page are followed when loading the list. The proper format is:

John,Doe,Jdoe@yohoo.com (firstname,lastname,emailaddress) or
John,,Jdoe@yohoo.com (no lastname) or
,Doe,Jdoe@yohoo.com (no firstname) or
,,Jdoe@yohoo.com (no firstname or lastname)

There can only be one entry per line also. As long as the format is followed, it should load ok.

Another important element in the import process is mapping your list that you are importing. Just above the box where you paste your list are 12 little boxes. This is where you "Map" your list. All it means is you tell the data base what order to load the information in and it is mandatory that you do this. All you need to do is place a number in the appropriate boxes and the list delimiter in the end box on the far right. The delimiter is the character that separates the data elements in your list. The most common is the comma.

For instance, let us say our list is in this order:
Joe,Reinbold,webmaster@123response.com

To map the data you would enter 1 in the "First Name:" box, 2 in the "Last Name: box, 3 in the "E-Mail:" and finally a comma in the "Delimiter:" box.

If you only had: Joe,webmaster@123response.com, then to map it you would put a 1 in the "First Name:" box, a 2 in the "E-Mail:" box and a comma in the "Delimiter:" box. If you had more information like address etc, then you would add to the sequence of numbers in the appropriate boxes adherring to the order that the list is in.

After you complete pasting the list in and mapping it out, make sure that you click on the "Import" button at the bottom of the page each time you enter a list or it will not be entered and saved. The format guidelines are listed at the top of the import page.

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How do I create a link in my message?

There is a standard format for creating links in your messages. The two primary aspects of setting out the links are "http://" for a webpage address (URL) and "mailto:" for an email address.

A regular link for a webpage would look like this:

http://www.123response.com

and an email link would look like,

mailto:sales@123response.com

Make sure that you replace the web page or email address in the examples above to the ones that that you need to use.

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Do I have to place unsubscribe links in my messages?

No, the system automatically places the removal/unsubscribe links at the end of each of the messages that go out. These cannot be removed or altered through your Main Menu. They are required by the new U.S. law on email solicitations.

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Will I be able to use HTML in my messages?Yes. You can use either HTML or text in all of our autoresponders.

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When I use the "Import List" function, can I start them on a message other than from number 1?

Yes you can. If you want to start people on let's say message 4 when you are using the import function, then all you have to do is make sure you enter a message number in the box at the bottom of the import page before you click on the "Import" button.

All people who sign up through the use of your sign up form will start on message number one. The system is set up to have them start automatically on the first message, it can't be changed.

If you use the "Add Single Subscriber" function where you add one subscriber at a time, you can start it on any message you choose.

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I loaded my list through the Import List function and when I checked my subscriber listing there were no subscribers.

Normally when this occurs, it means that you either loaded the list in the wrong format or that you neglected to click on the "Import" button at the bottom of the page and they were not saved. The system is very strict about the format. Check the formatting instructions above or on the import page of your Main Menu. After you click on the "Import" button it will take you to another page and the addresses will scroll until it finishes. That is an indicator that they went out successfully. Remember also that the people you imported will show on the pending subscriber list until they confirm their email address at which time they will then be moved to the active subscriber list.

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Will I be able to customize or personalize my messages?

Yes. You can personalize your autoresponder messages and/or subject line by including certain predetermined codes in your message and/or subject line. To personalize a message or subject line include the appropriate code in the place you would like your subscriber's information entered.

For instance, you can personalize each message by using the tags

[FIRSTNAME]
[LASTNAME]
[EMAIL]
[DATE]
in the SUBJECT line, or anywhere in the body of your TEXT message(s). There are a number of other tags that can also be used. There is a drop down box on your message page with the different tags you can use.

Example: If you type in, Hello [FIRSTNAME], as the salutation in the Body of your message(s)., the autoresponder system will replace the Tag [FIRSTNAME] with your prospect's First Name. It will look like "Hello John", assuming John's name was collected through the autoresponder system or a form we provide you, on your web site. (In order to use a teg, the information has to be in your data base. For instance if you only have first names in your data base and you happen to use the [LASTNAME] tag, there will be no last name in your message, it will just show [LASTNAME]

When the messages are sent out, the system automatically replaces the code with the appropriate information from your database. These codes are case sensitive so make sure you use them as they are indicated. If you should use(firstname) instead of [FIRSTNAME] the message will be sent out as "Hi (firstname), instead of "Hi Joe,"

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How do I start a new subscriber and begin e-mails without starting them all over for the whole database?

See the question above regarding the use of the "Import" function of your "Client Menu".

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Can the first autoresponse message be set to go out in 1 day instead of immediately?

No, the system is configured to send the first message out when someone puts in a request to your autoresponder or when you enter a new subscriber into the system. The only exception to this is when you import a list and you can set it to start the message sequence on whatever message number you choose.

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Will I be able to send messages to my subscriber list?

Yes you can mail a message to your entire active subscriber base at any time

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How do people request information from my autoresponder?

There are three ways that a prospect can be added to your autoresponder subscriber list. Two of them involve the prospect taking the action themselves and the third is done manually by you.

Let's cover the prospect's actions first. Your autoresponder has a specific email address which you furnished the name for when you set it up, i.e. "yourautorespondername@123response.com". You can use this address in your advertising, on your web site or where ever you want (as long as it is not used in SPAM). When someone sends an email to your autoresponder address, with the word SUBSCRIBE in the subject (it must be in caps), the system automatically adds them to your data base and sends them the system's confirmation email. When they confirm their email address by clicking on the link included in the confirmation email, your first message goes out immediately. They will then will receive follow up messages, if any, in the sequence you set up. If they do not confirm their email address they will go into a pending file and they will not receive your first message. The second option is to use a web page form where a prospect can enter their information, click on the submit button and the same process as just explained will occur.

The third option is where you log in to your Main Menu and add a prospect/subscriber's name and/or email address to your autoresponder. You can do this either through the "Add Single Subscriber" function where you add one subscriber at a time or through the "Import" function.

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How can I tell how many people have requested information?

As far as knowing when people actually request information from your autoresponder, when you use a web page form where an individusl imputs their information, you will receive an email message each time a new person requests the information. It will be a short email that says that so and so requested the information. The system sends them to you automatically. So you know on an ongoing basis when it is activated. If someone sends an email to the autoresponder with SUBSCRIBE in the subject, you will not receive the automatic notification.

As far as an ongoing or historical record, the "Subscribers" and "Stats/Tracking" area of your Main Menu has this type of information.

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Is there a way I can create an email link that places the word SUBSCRIBE in the subject?

There is a format that you can use that will make the email address a hot link in your advertising or on your website and it will automatically place the word SUBSCRIBE in the subject line of the email. What I mean by a hotlink is that a prospect could just click on it and it would open up an email in their email program with your autoresponder address already in the "To" line and SUBSCRIBE in the "Subject" line. The format is as follows (remember that where ever I use "youname" in the first part of the email address has to be changed to whatever you named your autoresponder) for a link you can use in a text message or advertisement:

mailto:youname@123response.com?subject=SUBSCRIBE

If you were going to use it on your web page then it would have a slightly different format:

<a href="mailto:youname@123response.com">youname@123response.com</a>

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When I add a new message to the sequence, do all subscribers receive it?

It depends when you actually add the new message. Let me give you an example. Let's say you have five messages set up and you already have subscribers receiving those five messages in sequence. Now you want to add a new sixth message. If your existing subscribers HAVE NOT completed receiving the first five messages, they will automatically receive the sixth message. If some or all of the existing subscribers have received the five messages they will not receive the new sixth message because they have already been marked in the data base as finished.

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Can I tell which message subscribers have received?

Yes. If you go to your client menu under "Subscribers" and then "View by next message due" you can see which message subscribers will be receiving. You will see a box with "Message Number to list by:" next to it. You need to enter a message number in the box and then click on "Sort". For example if you enter 2 for the message number and click on sort, the next screen will list all subscribers who are waiting to receive message 2 (if there are any).

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What about using a 123Response.com autoresponder for SPAM?

Our policy is very simple - We will not tolerate SPAM.

If you are found to be using your account to SPAM, your account will be shut down immediately. Furthermore, under our Terms of Use, anyone sending out SPAM through our autoresponders will bear full liability for any losses which we incur as a result and you could end up in court as a result. We do not tolerate or use SPAM in our business nor does the company we host our service with. SPAM is very simply "Unsolicited Email".

Our system has a Confirm/Opt in process which is used to insure that spam complaints are minimized. Whenever someone requests information from your autoresponder or you add someone to your autoresponder, they are sent a confirmation email. They are then required to click on the link in that email, which in turn activates their subscription/request and they are added to your list. If they do not confirm, they are left in your pending file and are not added.

If they didn't ask for your information, don't put them into the autoresponder system. We also do not allow the use of lists obtained from FFA sites since approximately 50% of these are bad addresses. Click here to review our Terms of Use.

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