Summary
Troubleshooting email spam issues with Outlook and Hotmail in Klaviyo and Mailgun requires a multi-faceted approach. Key steps include ensuring proper email authentication (SPF, DKIM, and DMARC), verifying authentication using tools like aboutmy.email, and fixing common authentication issues such as missing IP ranges in SPF records or misconfigured DKIM. Maintaining a good sender reputation is also critical, involving monitoring IP and domain reputation, segmenting email lists, removing inactive subscribers, avoiding spam triggers in email content, maintaining consistent sending volume, and using feedback loops to address complaints. Moreover, one must monitor complaint rates, improve email engagement by sending relevant content, and implement DMARC policies correctly to protect against spoofing. Previewing emails across different clients and devices and adhering to bulk sender guidelines are also important for optimizing deliverability.
Key findings
- Authentication Importance: Proper SPF, DKIM, and DMARC configuration is critical for proving email authorization.
- SPF Configuration: Ensure SPF records contain correct IP ranges or use include:_spf.google.com for Google Workspace, and check for missing IP ranges.
- DKIM Alignment: Align DKIM keys correctly and avoid using default Google DKIM keys.
- Sender Reputation: Maintain a positive sender reputation by monitoring IP and domain reputation.
- List Hygiene: Segment email lists and remove inactive subscribers to improve engagement.
- Content Optimization: Avoid spam trigger words, excessive capitalization, and large images without alt text.
- Volume Control: Maintain a consistent sending volume to avoid triggering spam filters.
- Feedback Loops: Use feedback loops to address spam complaints from users.
- DMARC Implementation: Implement DMARC policies correctly, using 'quarantine' or 'reject' to protect against spoofing.
- Engagement Metrics: Monitor and improve engagement metrics like open rates and CTR.
- Complaint Rates: High complaint rates significantly impact deliverability.
Key considerations
- Authentication Verification: Verify SPF and DKIM setup using tools like aboutmy.email.
- IP and Domain Monitoring: Regularly monitor IP and domain reputation using tools like Microsoft's SNDS and MXToolbox.
- Content Quality: Focus on sending relevant and engaging content to improve email engagement.
- List Maintenance: Regularly clean email lists to remove old or invalid addresses and avoid spam traps.
- Compliance Adherence: Adhere to bulk sender guidelines and best practices to maintain deliverability.
- Preview and Testing: Preview emails across different clients and devices to ensure proper rendering.
- Complaint Management: Proactively manage and reduce complaint rates by improving email relevance and targeting.
What email marketers say
10 marketer opinions
Troubleshooting email spam issues with Outlook and Hotmail involves several key areas: ensuring proper email authentication (SPF, DKIM, DMARC), maintaining a good sender reputation by monitoring IP and domain reputation, segmenting email lists and removing inactive subscribers, avoiding spam triggers in email content, maintaining consistent sending volume, using feedback loops to address complaints, previewing emails across different clients, A/B testing content, and checking for blacklisting. Addressing these areas can significantly improve deliverability.
Key opinions
- DKIM Alignment: Ensure the DKIM key is properly aligned and not using the default Google DKIM key.
- Sender Reputation: Outlook and Hotmail use sender reputation to filter spam, so monitor and maintain a good reputation.
- List Segmentation: Segment email lists and remove inactive subscribers to improve engagement and sender reputation.
- Content Triggers: Avoid spam trigger words, excessive capitalization, and large images without alt text in email content.
- Sending Volume: Maintain a consistent sending volume to avoid triggering spam filters.
- Feedback Loops: Check feedback loops to address spam complaints from users.
- IP Reputation: Monitor your IP address reputation using tools like Microsoft's SNDS.
- Email Preview: Preview emails in Outlook and Hotmail to ensure proper rendering and avoid formatting issues.
- A/B Testing: A/B test email content to improve engagement and deliverability.
- Blacklist Checks: Check if your IP or domain is blacklisted using tools like MXToolbox.
Key considerations
- Authentication: Properly configure SPF, DKIM, and DMARC records to authenticate your emails.
- Engagement: Focus on sending relevant and engaging content to improve open rates and click-through rates.
- Monitoring: Regularly monitor sender reputation, complaint rates, and blacklist status to identify and address deliverability issues promptly.
- Testing: Test emails across different clients and devices to ensure a consistent experience and avoid issues that can trigger spam filters.
- Remediation: Actively address any issues identified through feedback loops or blacklist checks to improve deliverability.
Marketer view
Email marketer from Quora shares to ensure your email content is not triggering spam filters. Avoid using spam trigger words, excessive capitalization, and large images without alt text. Test your emails with a spam checker before sending.
23 Jan 2023 - Quora
Marketer view
Email marketer from EmailGeek forum recommends segmenting your email list and removing inactive subscribers. Sending to engaged users can improve your sender reputation with email providers like Outlook and Hotmail.
24 Oct 2024 - EmailGeek Forum
What the experts say
10 expert opinions
Troubleshooting email spam issues with Outlook and Hotmail involves verifying email authentication, especially SPF and DKIM, using tools like aboutmy.email. Key steps include ensuring SPF records contain the correct IP ranges or using include:_spf.google.com, correctly configuring DKIM signing for the sending platform, and monitoring complaint rates and sender reputation using Microsoft's SNDS and JMRP. Maintaining a positive sender reputation and improving engagement through relevant content and optimized email design are also crucial.
Key opinions
- Email Authentication: Proper SPF and DKIM configuration is essential for deliverability.
- SPF Record Issues: Missing IP ranges in SPF records can cause deliverability problems; use include:_spf.google.com for Google Workspace.
- DKIM Configuration: DKIM setup is platform-specific; follow the correct steps for the sending platform.
- Complaint Rates: High complaint rates significantly impact deliverability with Outlook and Hotmail.
- Sender Reputation: Maintaining a positive sender reputation is vital to avoid spam filters.
- Engagement Metrics: Engagement metrics (open rates, CTR) influence deliverability.
- Microsoft Tools: Microsoft provides tools (SNDS, JMRP) to monitor IP reputation and complaint rates.
Key considerations
- Verify Authentication: Use tools like aboutmy.email to verify SPF and DKIM are correctly configured.
- Monitor Complaints: Monitor complaint feedback loops and take action to reduce complaints.
- Improve Relevance: Focus on sending relevant content and targeting to improve email engagement.
- Review IP Ranges: Confirm IP addresses in SPF records are accurate to prevent authentication failures.
- SNDS and JMRP: Regularly check SNDS and JMRP for data on IP reputation and user complaints.
Expert view
Expert from Spam Resource explains that high complaint rates are a major reason for deliverability issues with Outlook and Hotmail. They suggest monitoring complaint feedback loops and taking action to reduce complaints by improving email relevance and targeting.
10 Aug 2021 - Spam Resource
Expert view
Expert from Word to the Wise explains that maintaining a positive sender reputation is vital for avoiding spam filters. They advise focusing on sending relevant content, authenticating your email, and following best practices to improve your reputation with email providers.
23 Apr 2022 - Word to the Wise
What the documentation says
6 technical articles
Troubleshooting email spam issues with Outlook and Hotmail involves adhering to best practices for bulk email sending, with a strong emphasis on email authentication using SPF, DKIM, and DMARC. It's crucial to authenticate sending domains, avoid spam traps by regularly cleaning email lists, and implement DMARC policies correctly to prevent domain spoofing. Additionally, adhering to Google's bulk sender guidelines can improve overall sender reputation and deliverability.
Key findings
- Email Authentication: SPF, DKIM, and DMARC are crucial for proving authorization to send emails.
- Spam Traps: Avoiding spam traps is essential to maintain a good sender reputation.
- DMARC Policy: Implementing DMARC with 'quarantine' or 'reject' policies protects against domain spoofing.
- Bulk Sender Guidelines: Following Google's bulk sender guidelines improves overall deliverability.
Key considerations
- Authentication Setup: Ensure proper configuration of SPF, DKIM, and DMARC records.
- List Hygiene: Regularly clean email lists to remove old or invalid addresses.
- DMARC Implementation: Implement DMARC policies correctly and monitor their effectiveness.
- Compliance: Adhere to best practices and guidelines for sending bulk emails.
Technical article
Documentation from Sparkpost explains that avoiding spam traps is crucial. Spam traps are email addresses used by email providers to identify spammers. Regularly clean your email list to remove old or invalid addresses.
11 Feb 2023 - Sparkpost
Technical article
Documentation from Klaviyo shares that to improve deliverability, you should authenticate your sending domain by setting up SPF and DKIM records. This helps prove to email providers like Outlook and Hotmail that you're authorized to send emails on behalf of your domain.
14 Feb 2025 - Klaviyo
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