Summary
Resolving email deliverability issues with Microsoft (Hotmail/Outlook) in the EU region requires a multifaceted approach. Experts recommend tightening inactive suppression, reviewing authentication, running a slow and consistent IP warm-up, and testing different content and templates. Engaging with Microsoft support, providing detailed information about sending practices and engagement, can lead to mitigation. Maintaining a clean IP reputation by monitoring SNDS and promptly addressing any reported issues is crucial. Moreover, understanding that Microsoft heavily relies on engagement filters necessitates focusing on relevant content to engaged subscribers and considering language relevance for EU accounts. Utilizing tools like JMRP helps in addressing content or targeting issues, while following best practices like clean list maintenance and proper email authentication (SPF, DKIM, DMARC) is vital. Regularly checking blocklists and removing invalid email addresses are also essential steps. Patience and managed expectations are crucial as the resolution can take time due to stringent EU filtering.
Key findings
- Stringent EU Filtering: Microsoft filtering is more stringent in the EU region.
- Comprehensive Troubleshooting: Requires tightening suppression, reviewing authentication, running a slow warm-up, and content testing.
- Direct Engagement: Contacting Microsoft support with detailed information can lead to mitigation.
- Language Relevance: Consider language relevance for EU accounts to improve engagement.
- IP Reputation Management: Maintaining a clean IP reputation by monitoring SNDS and addressing issues promptly.
- Engagement Filters: Microsoft heavily relies on engagement filters; low engagement leads to spam flagging.
- Feedback Loops: Setting up and utilizing feedback loops (JMRP) helps address content and targeting problems.
- Authentication is Essential: Proper email authentication (SPF, DKIM, DMARC) is crucial for trust.
- Clean Lists are Required: List hygiene, removing inactives and invalid addresses, is a key requirement.
- Blocklist Monitoring is a Must: Regular blocklist checking and removal actions are a necessity for good deliverability.
Key considerations
- Patience is needed: Resolving deliverability issues takes time; manage expectations accordingly.
- Proactive Monitoring: Actively monitor sender reputation, SNDS, JMRP and engagement metrics to identify problems quickly.
- Holistic Strategy: A holistic approach, combining technical and engagement elements, is crucial.
- EU Localization: Pay attention to EU-specific factors, like language and stringent filtering.
What email marketers say
11 marketer opinions
Resolving email deliverability issues with Microsoft (Hotmail/Outlook) in the EU region requires a multi-faceted approach. Marketers emphasize the importance of a slow and consistent IP warm-up, content optimization to avoid spam triggers, and building a strong sender reputation by sending valuable content to engaged subscribers. Rigorous list hygiene practices, including removing inactive subscribers and using double opt-in, are crucial, as Microsoft is sensitive to unengaged or invalid addresses. Setting up feedback loops and focusing on improving email engagement metrics (opens, clicks) are also recommended. Proper email authentication (SPF, DKIM, DMARC) is vital for establishing trust, and regularly checking blocklists can proactively identify deliverability issues. Moreover, being patient and managing expectations are key, as resolving these issues may take time, and Microsoft filtering in the EU can be more stringent.
Key opinions
- Stringent EU Filtering: Microsoft filtering appears more stringent in the EU region.
- Slow Warm-up Required: A slow and consistent IP warm-up strategy is essential, especially for Microsoft.
- Content Optimization: Optimize email content to avoid spam triggers and improve inbox placement.
- Sender Reputation is Key: Building and maintaining a strong sender reputation is crucial for Microsoft to trust your emails.
- List Hygiene is Vital: Rigorous list hygiene practices, including removing inactive subscribers, are necessary.
- Feedback Loops are Useful: Setting up feedback loops (FBLs) with Microsoft provides information about spam complaints.
- Engagement Metrics Matter: Improving email engagement metrics (opens, clicks) impacts inbox placement.
- Authentication is Necessary: Proper email authentication (SPF, DKIM, DMARC) is critical for establishing trust.
- Blocklist Monitoring: Regularly check if your IP or domain is blocklisted to proactively address deliverability issues.
- Remove Invalid Addresses: Removing invalid email addresses as Microsoft penalizes senders using those addresses.
Key considerations
- Patience: Be patient and set expectations that resolving deliverability issues with Microsoft will take time.
- EU Specifics: Consider that Microsoft filtering in the EU may be more stringent than in other regions.
- Holistic Approach: Addressing deliverability requires a holistic approach, combining technical aspects (authentication, IP warm-up) with content and engagement strategies.
- Proactive Monitoring: Implement proactive monitoring of sender reputation, blocklists, and engagement metrics to identify and address issues quickly.
Marketer view
Email marketer from Stack Overflow recommends a slow and consistent IP warm-up strategy, specifically for Microsoft, gradually increasing volume over several weeks to establish a positive sending reputation.
15 Jun 2024 - Stack Overflow
Marketer view
Email marketer from Email Marketing Forum recommends setting up feedback loops (FBLs) with Microsoft to receive information about spam complaints, enabling you to quickly address issues and prevent future deliverability problems.
9 Nov 2024 - Email Marketing Forum
What the experts say
5 expert opinions
Resolving email deliverability issues with Microsoft (Hotmail/Outlook) in the EU region, as suggested by experts, requires focusing on several key areas. Initial steps involve tightening inactive suppression, reviewing authentication, and potentially running a second warm-up. Contacting Microsoft support and providing detailed information about email practices and engagement rates can lead to mitigation. Also, checking if recipients receive emails in their native language is key. Maintaining a clean IP reputation by monitoring SNDS and addressing issues promptly is essential, along with understanding and adapting to Microsoft's heavy reliance on engagement filters by ensuring recipients are actively engaged.
Key opinions
- Initial Troubleshooting: Tighten inactive suppression, review authentication, run a second MSFT warm-up, and test different content/templates.
- Direct Support Engagement: Contacting Microsoft support with detailed email practices can lead to mitigation.
- Language Relevance: Ensure recipients receive emails in their native language, especially in the EU.
- IP Reputation: Maintain a clean IP reputation by monitoring SNDS and addressing issues promptly.
- Engagement Filters: Microsoft heavily uses engagement filters; low engagement can signal spam.
Key considerations
- Comprehensive Approach: Address deliverability with a multi-faceted strategy, including technical and engagement aspects.
- Proactive Monitoring: Regularly monitor IP reputation, SNDS data, and engagement metrics to identify issues early.
- Detailed Communication: Provide detailed information about email practices when contacting Microsoft support.
- EU Localization: Pay attention to language preferences and localization in EU email campaigns.
Expert view
Expert from Email Geeks suggests that with EU accounts, it's good to look at how many recipients are getting mail in a language they don’t normally get mail in.
28 Dec 2022 - Email Geeks
Expert view
Expert from Email Geeks shares a few things to look at/consider when experiencing Hotmail deliverability issues: tighten up inactive suppression, review authentication, run a second MSFT warm up, test different content/templates, and review feedback from SNDS and FBL data.
24 Jul 2023 - Email Geeks
What the documentation says
4 technical articles
Microsoft's documentation emphasizes utilizing tools like SNDS to monitor sending IP data for complaint rates and spam trap hits, which helps identify deliverability problems. JMRP offers direct feedback from users marking emails as junk to address content or targeting issues. Best practices include maintaining clean lists, authenticating emails with SPF, DKIM, and DMARC, and monitoring sender reputation. SPF, as detailed by the RFC Editor, is crucial for authenticating sending sources, confirming sender identity, and preventing spam.
Key findings
- SNDS Program: Sender Network Data Services (SNDS) provides data on sending IPs, including complaint rates and spam trap hits.
- JMRP Program: Junk Mail Reporting Program (JMRP) provides feedback from users marking emails as junk.
- Authentication Protocols: SPF, DKIM, and DMARC are crucial for email authentication and improving deliverability.
- Clean Lists: Maintaining clean email lists is a best practice for senders.
- SPF Requirement: SPF records are a requirement for email providers to verify sender identity and prevent spam.
Key considerations
- Proactive Monitoring: Actively monitor SNDS data and JMRP reports to identify and address deliverability issues promptly.
- Authentication Setup: Properly configure SPF, DKIM, and DMARC to authenticate your emails and improve sender reputation.
- List Maintenance: Regularly clean and update your email lists to remove inactive or invalid addresses.
- Feedback Incorporation: Utilize feedback from JMRP to improve email content and targeting strategies.
Technical article
Documentation from Microsoft explains that the Sender Network Data Services (SNDS) program provides data about your sending IPs, including complaint rates and spam trap hits, which can help identify deliverability problems specific to Microsoft domains.
3 Dec 2022 - Microsoft
Technical article
Documentation from Microsoft outlines best practices for senders, including maintaining clean lists, authenticating email with SPF, DKIM, and DMARC, and monitoring sender reputation via SNDS, helping to improve deliverability across their services.
27 Sep 2023 - Microsoft
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