Summary
The overwhelming consensus from marketers, experts, and documentation sources is that segmenting Microsoft email provider data is crucial for effective deliverability reporting and issue resolution. Several approaches are suggested, including differentiating between Outlook.com/Hotmail (consumer) and Office 365 (business) due to differing spam filter behaviors. Grouping by MX records exhibiting similar behavior is also recommended. Segmentation by domain (e.g., outlook.com, hotmail.com, office365.com) enables tracking performance and identifying provider-specific deliverability problems. Monitoring sender reputation, separating email classes (transactional vs. bulk), and tracking sending authorization are also highlighted. Experts emphasize the importance of consistent monitoring to understand how Microsoft treats emails and address specific filtering algorithms. Failing to segment and monitor can lead to missed opportunities for improvement.
Key findings
- Critical Segmentation: Segmenting Microsoft email data is universally considered crucial for deliverability reporting.
- Outlook vs. O365 Differentiation: Distinguishing between Outlook.com/Hotmail (consumer) and Office 365 (business) is highly recommended due to different filtering.
- MX Record Analysis: Analyzing and grouping by MX records exhibiting similar behavior is a valuable approach.
- Domain-Specific Issues: Segmentation by domain (outlook.com, hotmail.com, office365.com) reveals and helps address provider-specific deliverability problems.
- Continuous Monitoring: Continuous monitoring of sender reputation and deliverability metrics is essential.
Key considerations
- Granularity Level: Determine the appropriate level of granularity for segmentation, balancing detail with manageability.
- MX Record Accuracy: Ensure accurate identification of MX records associated with different Microsoft platforms.
- Algorithm Awareness: Be aware of potential variations in spam filtering algorithms across Microsoft's platforms.
- Proactive Problem Solving: Implement proactive monitoring to quickly detect and address deliverability issues with Microsoft domains.
- Resource Allocation: Ensure you have the necessary resources (tools, expertise) to manage and analyze segmented data effectively.
What email marketers say
9 marketer opinions
The consensus among email marketers and deliverability experts is that segmenting Microsoft email provider data for deliverability reporting is crucial. The recommendations vary from separating Outlook.com/Hotmail from Office 365 due to different filtering behaviors, to segmenting by domain (e.g., outlook.com, hotmail.com, office365.com) to monitor performance and identify deliverability issues specific to each. This segmentation allows for targeted troubleshooting and optimization efforts.
Key opinions
- Segmentation Importance: Segmenting email lists by Microsoft email providers is essential for pinpointing and resolving deliverability problems.
- Outlook vs. Office 365: Differentiating between Outlook.com/Hotmail and Office 365 is recommended due to distinct spam filtering mechanisms.
- Domain Monitoring: Tracking email performance by specific Microsoft domains (e.g., outlook.com, hotmail.com) provides valuable insights into deliverability.
- Actionable Insights: Segmentation allows for targeted strategies to address deliverability challenges, improving overall campaign effectiveness.
Key considerations
- Provider Variations: Microsoft's different email platforms (Outlook.com, Hotmail, Office 365) have varying spam filters and remediation procedures that could be considered.
- Granularity: Decide on the level of granularity needed for segmentation; separating Outlook.com from Hotmail might be useful for some but less for others.
- Performance Tracking: Regularly monitor deliverability metrics for each segment (open rates, click-through rates, bounce rates, complaint rates) to identify and address issues proactively.
- Actionable Adjustments: Be prepared to adjust email content, sending practices, and authentication settings based on the insights gained from segmented reporting to improve deliverability.
Marketer view
Email marketer from Reddit explains that they recommend differentiating between Outlook.com/Hotmail and Office 365 due to differing spam filter behaviors and feedback loop mechanisms. Treating them as distinct segments improves deliverability troubleshooting.
23 Sep 2024 - Reddit
Marketer view
Email marketer from Sender states to segment email lists based on different domains such as Gmail, Yahoo, and Microsoft. By focusing on the deliverability metrics such as open rates, click through rates and complaint rates, deliverability issues from your campaign can be highlighted so you can take appropriate action.
28 Jun 2024 - Sender
What the experts say
4 expert opinions
Experts agree that grouping Microsoft email provider data is beneficial for deliverability reporting. One approach suggests grouping by MX records that exhibit similar behavior. A more granular approach involves segmenting into Microsoft OLC (Outlook Consumer) and O365 (Microsoft B2B), each with distinct MX records. Monitoring is crucial to understand how Microsoft treats emails and diagnose provider-specific issues such as unique filtering algorithms. Failure to monitor and group can lead to missed opportunities for improving deliverability.
Key opinions
- MX Record Grouping: Grouping by MX records with similar behavior is a recommended approach.
- OLC vs. O365 Segmentation: Segmenting into Microsoft OLC (Outlook Consumer) and O365 (Microsoft B2B) based on MX records is advised for deeper analysis.
- Importance of Monitoring: Monitoring is essential to understand how Microsoft treats your emails and identify deliverability issues.
- Risk of Ignoring: Failure to monitor and group Microsoft data can lead to missed opportunities for improving deliverability.
Key considerations
- Behavioral Similarity: When grouping by MX records, ensure they exhibit genuinely similar behavior for accurate analysis.
- MX Record Identification: Accurately identify the MX records associated with Microsoft OLC and O365 for precise segmentation.
- Algorithm Variations: Consider that different Microsoft platforms may use unique filtering algorithms impacting deliverability.
- Proactive Monitoring: Establish a proactive monitoring system to detect and address deliverability issues with Microsoft domains promptly.
Expert view
Expert from Email Geeks agrees with rolling up data by MX domain but recommends segmenting it into Microsoft OLC (Outlook Consumer) with MX's of *.olc.protection.outlook.com versus O365 (Microsoft B2B mail hosting) with MX's of *.mail.protection.outlook.com. They also mention mail.messaging.microsoft.com (Exchange Online?) and *.mx.microsoft (O365 w/Dane?).
19 Jan 2024 - Email Geeks
Expert view
Expert from Spamresource explains that not grouping and monitoring your email provider data can lead to missed opportunities for improving deliverability with various domains such as Microsoft's. Without this you may not be aware of how Microsoft are treating your emails.
14 Jan 2023 - Spamresource
What the documentation says
5 technical articles
Documentation from various sources, including Microsoft, Google (indirectly), SparkPost, RFC, and AWS, emphasizes the importance of segmenting email data for deliverability reporting. Microsoft suggests monitoring sender reputation within its services and segmenting data by infrastructure components. Google's approach highlights domain-based monitoring. SparkPost recommends segmenting traffic by recipient domain. RFC advocates separating email classes by IP or domain, which extends to provider segmentation. AWS stresses tracking sending authorization, supporting segmented metric analysis for deliverability monitoring across providers.
Key findings
- Sender Reputation: Monitoring sender reputation with Microsoft is crucial for understanding deliverability.
- Domain Segmentation: Segmenting email traffic based on recipient domain (e.g., Microsoft) is recommended for targeted troubleshooting.
- Email Class Separation: Separating email classes (bulk vs. transactional) by IP or domain benefits deliverability management.
- Authorization Tracking: Tracking sending authorization is key to prevent abuse and maintain deliverability.
Key considerations
- Infrastructure Variations: Microsoft's infrastructure has different components that could require granular segmentation.
- Monitoring Tools: Utilize appropriate monitoring tools (like Google Postmaster Tools) to track deliverability by domain.
- Provider-Specific Issues: Be prepared to address deliverability issues specific to Microsoft (Outlook, Hotmail, Office 365).
- Sending Practices: Review and adjust sending practices based on insights from segmented reporting to improve deliverability.
Technical article
Documentation from Microsoft explains that they recommend monitoring your sender reputation within their services, and segmenting data by different parts of their infrastructure might be needed for comprehensive understanding. Different MX records correlate to different departments/services which could impact delivery.
16 Oct 2024 - Microsoft Documentation
Technical article
Documentation from Google explains that you should monitor your sending reputation with Google Postmaster Tools. While not directly Microsoft-related, Google's documentation stresses monitoring deliverability by domain, implying similar importance for Microsoft domains.
23 Apr 2022 - Google Postmaster Tools
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