Emails Going to Spam
Scenario: Members of your team are reporting emails going to junk/spam folders or not reaching recipients. These users are actively emailing with Opensense Signatures and/or Banners.
In terms of the Opensense signatures, all your banners and images in your signatures are white labeled to your domain. Aside from this, we go through extensive testing and security measures so that our emails do not ever go to spam. We are also SOC2 certified.
Spam is a common topic with email campaigns. It is best to understand how messages are being sent in your email environment and the health of your domain/email address.
Here are the top reasons emails go to SPAM:
- Bad IP Address Reputation Typically due to bulk email campaigns, recipients reporting your emails as spam, or acquired email lists with dummy/recycled emails.
- High SPF records SPF (Sender Policy Framework) is an email authentication standard that helps protect senders and recipients from spam, spoofing, and phishing. By adding an SPF record to your Domain Name System (DNS), you can provide a public list of senders that are approved to send email from your domain. Industry standards recommend you do not exceed 10 DNS lookups.
- Email Content Bad Hyperlinks, Excessive tables/whitespace, High-image-to-text ratio, or users adding Static Images to emails that are hosted on other websites/domains.
All or any of which cause your email spam score to go up, thus sending you emails to junk.
What can you do when an email is reported as going to SPAM?
- Technical Errors Your O365/Google admins should be able to examine the headers of emails that go to spam for Authentication-Results, Received-SPF and other similar headers for failures or errors for SPF, DKIM, DMARC and ARC.
- Diagnostic Tools MX Toolbox is a free site to run diagnostics on your domain and email address(es). Identify every problem facing your email, including blacklist, mail server, web server, and DNS issues.
- Review URLS Reference links in signature html and banner campaigns should not leverage shortened urls (bitly, tiny urls etc.). Assure all banner links include https: and not http: and include www. for best deliverability. Lack of the www. can increase spam factors by 4 counts.
If you do get a report of an email going to spam, please let us know and we will investigate further and certainly resolve the issue if it is Opensense related / within our control.
We have 500+ customers including large publicly traded or multinational customers So rest assured, you have absolutely nothing to worry about with Opensense!