Category Archives: General

MailMonitor: State of the Company

By | General | No Comments

State of the CompanyState of the Company from MailMonitor:

It is with a heavy heart that we need to inform our customers that our Founder, Jay Wadley, has passed away.  His passing has taken us all by surprise and has left many of us with a profound sense of sorrow.

While Jay has served as the heart behind Mail Monitor from its launch, we are determined to move forward, aggressively enhancing our offerings and seeing his vision succeed; both as a tribute to him and in continued support of his family.

Our acting CEO, Chris Maeda, and our VP of Growth, Adrian Patel-Delaloye, will be reaching out to each of our clients personally to discuss account status and how Mail Monitor can better assist in helping you achieve your goals.

Our top priority is ensuring that our customer’s needs are met throughout this challenging time.  We are excited about the opportunities ahead and the future for Mail Monitor.

Reputation Tracking – Why is it Important for You?

By | General, Product Features, Tips and Resources | No Comments

Email Reputation TrackingIn our recent blogs, we have been talking about ways in which email marketers can stay away from the recipient’s dreaded spam folder. This week, let’s touch on another essential way in which you can avoid getting your messages from being marked spam: Reputation Tracking.

Reputation tracking, also commonly referred to as Sender Reputation Tracking and is closely linked with the IP address of the mail server that is being used to send messages to your subscribers. ISPs review multiple factors of your email marketing activities and will award you a sender reputation score based on their findings. This score indicates to the ISP the level of your trustworthiness when it comes to sending non-spam related emails. While there can be some differences in how each ISP reviews and assigns trustworthiness, there are some common factors that you, as an email marketer, need to familiarize yourself with in order to help yourself score higher.

Newcomer Penalty

As with many other things in life like credit scores and finding your first job, being a new kid on the email marketing landscape can cause some initial issues.  If your company and email address are brand new, you shouldn’t be surprised to see yourself land in the spam box at first, as a new IP having no history whatsoever is typically treated suspiciously by all of the ISPs. With time, however, you can make considerable improvements.

 

The Importance of Clean Lists

Reputation Tracking is closely connected with having a clean list for your email campaigns. To repair your sender reputation you need to ensure that your subscriber list is of quality because this will affect your bounce rates and damage your score. If your bounce rate is above 10% then you need to look into your subscriber lists to see what the problem might be. Also, a hard bounce can be even more damaging – this is when you send your emails to invalid email addresses. These are often referred to as spam traps as they appear to be valid email addresses, but in reality, they are anything but valid. According to most of the ISPs, a hard bounce rate can drop your reputation score by 20 points with just one such invalid email address, so you will want to be vigilant about monitoring for this. Some of the things that you should try to avoid include:

  • Poor List Sources – Avoid paid subscriber lists at all costs.
  • List Aging – Use bounce management tools to filter out any old email addresses that might be used by spam traps.
  • List Poisoning – Inserting Opt-In approach can help you minimize getting those invalid email addresses.

 

Spam Complaints

You should be concerned if you are receiving multiple spam complaints about every 1000 emails that you send out; a ratio like this can damage your sender reputation. Whenever a recipient clicks on the “spam” button on your email, a complaint is logged at the ISP level or will be notified to the sender if there is Feedback Loop. To prevent this negative reporting, ensure that your ‘opt-out’ and ‘opt-in’ messaging is clear to understand and easy to access and/or update if necessary. You should also review the content of your emails in case you continue to get a high level of spam complaints even after integrating opt-ins. Sometimes, your content just isn’t relevant enough for your subscribers.

Here at Mail Monitor, we work tirelessly to help our customers with improving their reputation score. With our application and online tools, you can be sure to land a consistently high score after the ISPs perform reputation tracking on your email marketing campaigns. You can find more about our features here.

Email Delivery Tips for Marketing to Outlook Users

By | Email Delivery Tracking, General, Marketing Email Deliverability | No Comments

email deliveryOutlook is the oldest email delivery service provider in the world. It originally started off as Hotmail back on July 4th, 1996, and has since evolved into a web-based suite of webmail, tasks, calendaring services and contacts from Microsoft.  Available in 106 languages and with over 400 million users, Outlook is a preferred email service provider for people from all around the world because of its easy integration with multiple apps and services offered by Microsoft.

The platform follows Microsoft’s Metro design-language and features unlimited storage, contacts management, integrated calendar, Ajax, as well as close integration with Office Online, Skype, and OneDrive.  It’s one of the most popular of the free service emails available on the market today.

Email Delivery: FeedBack Loop

With the help of FeedBack Loops (FBLs), volume senders can identify campaigns in their traffic that are receiving high numbers of complaint from Outlook users. The Outlook team can detect an abuse of their services with FBL, allowing them to immediately initiate any necessary actions needed. Click here for more information on Outlook’s Feedback Loop.  Scroll to the JMRP section (Junk Mail Reporting Program), and click the link to sign up and start receiving feedback within as little as 72 hours.

 Email Delivery: Whitelist

Whitelists are lists of IP addresses that are expected to send your users legitimate emails. Adding an IP address to your whitelist will categorize the sender as “not spam” ensuring that most of their emails will show up directly in the user’s inbox and not the trash or spam folders. You can find out more about whitelists and block features for email recipients by Outlook here,  Outlook does not currently have a whitelist for senders.

Email Delivery: Postmaster Tool

Outlook’s Postmaster Tool site gives senders information about getting your messages to the right place. The postmaster site is https://mail.live.com/mail/postmaster.aspx, which includes helpful troubleshooting tips at https://mail.live.com/mail/troubleshooting.aspx

SNDS

Microsoft provides sender reputation information with their SNDS program (Smart Network Data Service).  This applies only to IP addresses so in order to get the data you will need to be using a dedicated IP in order to take advantage of this.  The data provided will show reputation, sending volume, complaint rates, spam trap hits, and more.  This is a fantastic tool for any sender.  You can sign up for a free SNDS account at https://postmaster.live.com/snds/.

With Mail Monitor’s Performance and Enterprise plans, you will also be able to track SNDS data each day to easily analyze.  Another advantage of tracking this data through Mail Monitor is that we will track your data over time so that you can easily track trends.  This is very helpful when troubleshooting delivery issues.

Outlook Delivery Tips

Here are 4 tips to help you stay clear for Outlook:

  • Always confirm that your email list was acquired using an opt-in method. It is imperative to have explicit permissions from the users to avoid them marking you as spam.
  • Make sure your emails come with a clear “unsubscribe” section.  Hiding them or keeping it vague will not help you retain any readers – in fact, it will increase the chances of you being marked spam and even reported.
  • Shortened URLs are usually associated with spam by most of the leading webmail service providers, so avoid using them in your email.  Try and keep the URL description as relevant to the subject of your email as possible.
  • Continuously check the sending IP against blacklists.  This needs to be a regular exercise to maintain healthy IPs.