Summary
Troubleshooting email deliverability with Microsoft domains requires a holistic approach encompassing sender reputation, list hygiene, authentication, content, and engagement. Maintaining a positive sender reputation is paramount, involving monitoring IP and domain reputation using tools like Sender Score, Talos, Microsoft's SNDS, and JMRP. Diligent list management is crucial, requiring regular removal of invalid addresses, hard bounces, and unsubscribes. Proper email authentication (SPF, DKIM, DMARC) is essential to verify sender identity and prevent spoofing. Email content should avoid spam triggers, excessive images, and broken HTML. Monitoring deliverability metrics like bounce rates, complaint rates, and placement rates aids in proactive problem identification. Strategies also involve reducing active sending segments to improve reputation, investigating bounce reasons, and considering dedicated IPs for high-volume senders. Utilizing Microsoft's Sender Support portal assists in troubleshooting and delisting blocked IPs, and adhering to SMTP standards is essential.
Key findings
- Sender Reputation: Maintaining a good sender reputation with Microsoft is crucial; monitor your IP and domain reputation using tools like Sender Score, Talos, SNDS, and JMRP.
- List Hygiene: Clean list management is essential. Regularly remove invalid email addresses, hard bounces, and unsubscribes.
- Email Authentication: Proper email authentication (SPF, DKIM, DMARC) is essential for verifying sender identity and preventing spoofing.
- Content: Avoid spam trigger words, excessive use of images, and broken HTML in your email content.
- Engagement: Low engagement metrics (low open/click rates) negatively impact reputation; focus on sending to engaged users.
- Monitoring: Monitor deliverability metrics like bounce rates, complaint rates, and placement rates to proactively identify issues.
- Complex Filtering: Microsoft uses a complex filtering system considering sender reputation, content, and user engagement.
- SMTP standards: It's important to ensure that your email infrastructure adheres to SMTP standards
Key considerations
- Reduce Active Segment: If experiencing issues, reduce the active sending segment until reputation improves, then slowly expand.
- Investigate Bounces: Examine bounce reasons for patterns indicating list acquisition or bot issues.
- Alternative Communication: Attempt communication via different channels to diagnose delivery issues with specific domains.
- Dedicated IP: Consider using a dedicated IP address for sending emails, especially for high-volume senders.
- Feedback Loops: Set up feedback loops with Microsoft to receive notifications about spam complaints.
- Throttling: Monitor sending volume to avoid being throttled by Microsoft due to poor reputation.
- Utilize Sender Support: Use Microsoft's Sender Support portal to troubleshoot and request delisting.
- Shared vs Dedicated IPs: Deliverability problems are more likely on Shared SES IPs than Dedicated IPs
What email marketers say
14 marketer opinions
Troubleshooting email deliverability issues with Microsoft domains involves a multi-faceted approach focusing on sender reputation, list hygiene, authentication, content, and engagement. Maintaining a positive sender reputation with Microsoft is paramount, involving monitoring IP and domain reputation through tools like Sender Score and Microsoft's SNDS/JMRP. Clean list management is crucial, requiring regular removal of inactive addresses, hard bounces, and unsubscribes. Proper email authentication (SPF, DKIM, DMARC) is essential to verify sender identity and prevent spoofing. Email content should avoid spam triggers, excessive images, and broken HTML, with testing recommended. Monitoring deliverability metrics like bounce rates and complaint rates aids in proactive problem identification. Strategies also involve reducing active sending segments to improve reputation, investigating bounce reasons, and considering dedicated IPs for high-volume senders.
Key opinions
- Sender Reputation: Maintaining a good sender reputation with Microsoft is crucial. Monitor your IP and domain reputation using tools like Sender Score, Talos and Microsoft's SNDS/JMRP.
- List Hygiene: Clean list management is essential. Regularly remove invalid email addresses, hard bounces, and unsubscribes to improve sender reputation.
- Email Authentication: Proper email authentication (SPF, DKIM, DMARC) is essential to verify sender identity and prevent spoofing.
- Content: Avoid spam trigger words, excessive use of images, and broken HTML in your email content. Test your content with spam filters before sending.
- Engagement: Low engagement metrics (low open/click rates) negatively impact reputation. Focus on sending to engaged users.
- Monitoring: Monitor deliverability metrics like bounce rates, complaint rates, and placement rates to proactively identify issues.
Key considerations
- Reduce Active Segment: If experiencing issues, reduce the active sending segment until reputation improves, then slowly expand.
- Investigate Bounces: Examine bounce reasons for patterns indicating list acquisition or bot issues.
- Alternative Communication: Attempt communication via different channels to diagnose delivery issues with specific domains.
- Dedicated IP: Consider using a dedicated IP address for sending emails, especially for high volume senders.
- Feedback Loops: Set up feedback loops with Microsoft to receive notifications about spam complaints.
- Throttling: Monitor sending volume to avoid being throttled by Microsoft due to poor reputation.
- Shared vs Dedicated IPs: Deliverability problems are more likely on Shared SES IPs than Dedicated IPs
Marketer view
Marketer from Email Geeks shares they have also experienced MSN problems and suggests reducing frequency and tightening engagement filters. Also they found that there was only an issue when using SES IPs (shared pool) but not when using dedicated IPs.
7 Nov 2024 - Email Geeks
Marketer view
Email marketer from Email Marketing Forum says consider using a dedicated IP address for sending emails, especially if you send a high volume of emails. A dedicated IP allows you to build your own reputation, which can improve deliverability.
1 Feb 2022 - Email Marketing Forum
What the experts say
4 expert opinions
Troubleshooting email deliverability issues with Microsoft domains requires a focus on sender reputation, list hygiene, and email authentication. Maintaining a good sender reputation is crucial, involving monitoring your IP and domain using Microsoft's SNDS and JMRP. Diligent list management, including removing invalid addresses and processing bounce messages, is vital as Microsoft considers it a key factor in sender reputation. Implementing proper email authentication mechanisms like SPF, DKIM, and DMARC is also essential to improve deliverability and prevent spoofing.
Key opinions
- Sender Reputation: Maintaining a good sender reputation is essential for deliverability with Microsoft. Monitor using SNDS and JMRP.
- List Hygiene: Diligent list management, including removing invalid addresses and processing bounces, improves reputation.
- Email Authentication: Implementing SPF, DKIM, and DMARC is crucial for improving deliverability and preventing spoofing.
- Complex Filtering: Microsoft uses complex filtering considering sender reputation, content, and user engagement.
Key considerations
Expert view
Expert from Word to the Wise explains the importance of maintaining a good sender reputation when sending to Microsoft domains. Monitor your IP and domain reputation using Microsoft's SNDS and JMRP, and take steps to address any issues that arise. Poor reputation is a primary cause of deliverability issues with Microsoft.
29 Sep 2024 - Word to the Wise
Expert view
Expert from Spam Resource advises practicing diligent list management, including regularly removing invalid email addresses and promptly processing bounce messages. Microsoft considers list hygiene a critical factor in determining sender reputation.
26 Oct 2021 - Spam Resource
What the documentation says
4 technical articles
Troubleshooting email deliverability issues with Microsoft domains involves addressing IP reputation, content, authentication, and list hygiene. Utilizing Microsoft's Sender Support portal aids in troubleshooting and delisting blocked IPs. Enrolling in the Junk Email Reporting Program (JMRP) provides feedback on emails marked as junk, helping identify problems. Adhering to SMTP standards, including HELO/EHLO configuration and proper bounce handling, is also crucial.
Key findings
- Common Issues: Common deliverability issues are related to IP reputation, content, authentication, and list hygiene.
- JMRP: Enrolling in the Junk Email Reporting Program (JMRP) provides feedback on emails marked as junk.
- Sender Support Portal: The Sender Support portal helps troubleshoot delivery issues and request delisting of blocked IPs.
- SMTP Standards: Adhering to SMTP standards is crucial for deliverability.
Key considerations
Technical article
Documentation from Microsoft advises to use the Sender Support portal to troubleshoot delivery issues and request delisting if your IP address has been blocked.
17 Jan 2022 - Microsoft
Technical article
Documentation from Microsoft recommends enrolling in the JMRP. This program provides feedback on when your emails are marked as junk by recipients, allowing you to identify and address potential problems.
30 Apr 2024 - Microsoft
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