The Information Manager provides a means to automatically handle routine email inquiries for common information about your company. For example, you might want to respond to general inquiries with an acknowledgment that the inquiry was received plus a promise to follow up.
To use the Information Manager, you first need to set up a special user account whose user ID is Info. This mail account does not belong to a specific user, but accepts mail addressed to Info@yourcompany.com. When someone sends mail to the Info account, she receives a prepared response such as:
"This is an automated response from General Sales. You will receive a personal response by email from one of our staff within two business days."
You can subdivide an Information Manager account into more specific sub-areas that can automatically send more detailed information in response to inquiries.
You can have an automated response that lists products, prices, and ordering information; another automated response that describes the classes you offer the general public; and a third automated response that sends out company news.
To divide the Information Manager account into more specialized responses, you create sub-areas of the Info account (such as Sales, Classes, or News) from which the sender can obtain more specific information. Then, when someone sends mail to the Info@ipswitch.com account, IMail Server returns a prepared response that describes the Info account sub-areas such as:
"Thank you for contacting Ipswitch. For information about our products, please send email to Info-sales@ipswitch.com. For information about our classes, send mail to Info-classes@ipswitch.com. For the latest Ipswitch news, send email to Info-news@ipswitch.com."
The sender could then send a message to Info-sales@ipswitch.com and receive a special message related to sales or the sender could send a message to Info-classes@ipswitch.com and receive a message about classes.
There is no limit to the number of sub-areas you can use with the Information Manager. Sub-areas take up no disk space since messages addressed to them merely activate an automated response. In other words, mail addressed to sub-areas is not stored anywhere, unless you specify that it be saved.
Sending Mail to All Users Using Mailall.exe
Creating an Information Manager Account