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Why does my newsletter land in Outlook/Hotmail spam and what can I do about it?

Summary

Many newsletter senders face a common and frustrating problem: their emails consistently land in the spam or junk folder, particularly for recipients using Outlook or Hotmail. This issue is often compounded by the fact that the same newsletters may deliver successfully to other providers like Gmail. The problem can stem from various factors, ranging from the age and reputation of the sending domain to subtle aspects of content and user engagement. Understanding Microsoft's (formerly Hotmail's) unique and often opaque filtering algorithms is key to overcoming these deliverability challenges. While it might seem daunting, it is not an insurmountable problem and can be addressed by a targeted strategy focusing on core deliverability principles. For a general overview of email deliverability, you might find this article helpful: why your emails fail.

What email marketers say

Email marketers frequently express frustration over the challenges of reaching Outlook and Hotmail inboxes. Many recount experiences where emails consistently land in spam, despite following general best practices. This leads some to consider drastic measures, like segmenting out Microsoft users or accepting lower engagement rates for these domains. The consensus often points to Microsoft's filtering as particularly unpredictable, even compared to other major email providers.

Marketer view

Marketer from Email Geeks observes that their newsletter consistently lands in spam for Outlook and Hotmail, despite performing well with other providers. They suspect their relatively new domain (a few months old) might be a contributing factor to this specific issue with Microsoft domains. The sender highlights that this problem primarily affects their confirmation emails, with 50% of Microsoft sign-ups not completing the confirmation process, in contrast to less than 10% for Gmail users. This significant drop-off suggests that the initial contact email is not reaching the intended inbox.

11 Jun 2020 - Email Geeks

Marketer view

Email marketer from OptinMonster states that issues like not targeting the right audience or lacking permission to email subscribers can cause emails to land in spam. They also highlight that if your IP address is, or has been, used for spamming, it will negatively affect your deliverability. Maintaining a clean and engaged list is crucial for avoiding spam folders. The marketer suggests that poor content quality and irrelevant content can also contribute to emails being flagged as spam by various filters. This implies that content strategy is as important as technical setup for inbox placement.

05 Oct 2024 - OptinMonster

What the experts say

Experts in email deliverability emphasize that facing challenges with Microsoft domains is common, but it does not mean deliverability is 'doomed.' Instead, they advocate for a strategic and analytical approach to pinpoint the root causes. This often involves looking beyond surface-level metrics like open rates and focusing on tangible engagement signals, while also ensuring all technical aspects of email sending are robust and compliant with ISP requirements. While Microsoft's filtering can be complex, understanding and adapting to its nuances is achievable.

Expert view

Expert from Email Geeks suggests that many factors, including domain reputation and age, can cause deliverability issues. They inquire about the source of the newsletter email addresses to better understand the context of the problem. The expert advises that if recipients manually move emails out of the spam folder and, ideally, add the sender to their address book, the problem is likely to resolve itself over time. This highlights the importance of positive user engagement signals for improving reputation.

11 Jun 2020 - Email Geeks

Expert view

Expert from spamresource.com highlights that sender reputation is paramount for email deliverability. They explain that a poor sender reputation, often influenced by high bounce rates, spam complaints, and low engagement, will lead to emails being filtered to spam folders. This expert emphasizes the need for senders to consistently monitor their sender score and implement strategies that foster positive engagement. A strong reputation built on consistent good sending practices is key to avoiding blocklists and ensuring inbox placement.

01 Jan 2024 - spamresource.com

What the documentation says

Official documentation and industry best practices from email service providers and deliverability experts consistently emphasize a few core principles for achieving good inbox placement, especially with sensitive filters like those at Microsoft (Outlook/Hotmail). These guidelines generally revolve around robust email authentication, maintaining a positive sender reputation, and ensuring the quality and relevance of email content. Adherence to these technical and content-related standards is crucial for establishing trust with ISPs and bypassing spam folders. Compliance with email sending regulations, such as CAN-SPAM, also forms a foundational aspect of acceptable sending behavior.

Technical article

Documentation from EmailTooltester.com highlights that incomplete or incorrect email authentication can lead to emails being marked as spam or rejected by email servers. This involves correctly setting up SPF, DKIM, and DMARC records. Proper authentication is a foundational step for email deliverability, assuring receiving servers of the sender's legitimacy and reducing the likelihood of being flagged as suspicious. Ignoring these settings can severely hinder inbox placement.

23 Jan 2023 - EmailTooltester.com

Technical article

Documentation from Twilio outlines that sender reputation is one of the primary reasons emails go to spam. This reputation is built on factors such as bounce rates, spam complaint rates, and engagement metrics (like opens and clicks). It also emphasizes the importance of list cleanliness and avoiding spam traps, which are designed to catch senders with poor list hygiene. Maintaining a positive reputation through good sending practices is critical for consistent inbox delivery.

29 Nov 2023 - Twilio

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