Email Mailing List Software and Solutions

There are three ways of implementing Email Mailing Lists
  • Using Client Based Software
  • User Server Based Software
  • Using a Email Mailing List/Autoresponder Service.

Client based Mailing List Software and Solutions

 Managing a email mailing list from a client machine using either your existing mail client or mailing list software has several advantages and disadvantages.

Advantages:

  • Very easy to do
  • Mailing list is kept very private
  • Cheap
  • Easier to setup
  • Don't need a website
  • One off software cost

Disadvantages

  • Not always online making Auto response difficult unless implemented separately.
  • Need to ensure that list is backed up and secure
  • Subscribing/ Unsubscribing is email based unless you have a website in which case you need an unsubscribe/subscribe form and for best results scripting support on your website.
Client based mailing list software tends to be used when the existing business either doesn't have a website or the website is not the main source of email addresses.

It is also very common where the web host doesn't provide support for the server based software or where the expertise required to install and configure the server based software is not available.

Client based systems can be completely stand alone or they can integrate with you existing email client. It is also possible to use your existing email client like Outlook Express/Outlook to manage your email mailing list or distribution list although this is only recommended for very small lists and infrequent mailings. See Using Outlook Express to Manage an Email Mailing List

Server Based Email Mailing Lists

Server based email mailing lists are maintained on a server that is permanently connected to the Internet. Sever based mailing list implementations have the following advantages and disadvantages.

 Advantages:

  • Auto responses are sent almost immediately
  • Email Address Mailing list is backed up by the web host
  • Easy subscribe/unsubscribe via web forms
  • Can be easily integrated into the website.
  • One off software cost. Free Scripts are also available!

Disadvantages:

  • More difficult to install and setup
  • Requires a website
  • Requires Sever scripting Support (usually PHP)
  • May require a Database (usually MySQL)

Server based mailing list software tends to be used when the main source of email addresses is a website. Server based email solutions require usually that the server supports some form of scripting (PHP is the most common) and often a database like MYSQL.

Email Mailing List Services

If you don't want to install and maintain your own mailing list software you can opt for a mailing list service. Here the software is hosted on a third party server and you just need to manage the lists themselves and not the software.

This tends to be the more expensive option although free, usually ad supported, options exist. It is however easier to implement if you are non- technical and your website host doesn't need to support scripting or databases as this is all handled externally.

Advantages:

  • Tend to be easy to set up
  • No software to install/maintain on server or client.
  • Offer very rich services and usually newsletter templates
  • List/lists are backed up by the service provider
Disadvantages:

  • More costly as have monthly fee (varies considerably)
  • Lists need to be exported to an external source in case you move providers.
  • Some Limits exist usually on number of emails/lists.

Mailing List Backup and Security

It can take years to build a good mailing list and it is important that you:

  1. Don't Loose it
  2. Don't disclose it.
Regardless of which method you implement you should always ensure that you have a copy of your email mailing list and keep it separate from your main database. You should also ensure that you keep the list confidential by restricting access to the list and any copies you may have.

 

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