Are Your Website Queries Getting Filtered?
Be Sure to Check the Spam Folder
I always make sure the contact form is working, but depending on how the email was set up, some queries may be filtered by the spam filters. Check the junk folder.
In life sometimes we need to filter our the junk to keep the peace and stay sane, but sometimes in doing so, we end up filtering out the important stuff. As with everything, there is a balance. Email is no different. Sometimes, important messages are unintentionally filtered out. Be sure to check your junk folders.
But just so you know, with each new website, I set up email via CPanel (unless a paid workspace email or Outlook 365 email is preferred). When needed, I set up the email to forward to a personal email. I ensure instructions are sent to the client on how to log into their webmail and / or get it set up in their desktop email program (Outlook). If you do not check your webmail for the email attached to the domain name of your website address, be sure to do so daily – and then check the spam folder also. I then ensure the contact form on the website is working for the email that has been set up. IE – I send the form querie and then log into the webmail to ensure it is received (and or contact you the client to ensure the querie is received). However, sometimes overtime those queries end up in spam. To combat this, I am told by the host that an SPF record must be set up in DNS settings for the domain. This is new information to me.
If you are affected (ie – your form queries are being sent to spam), please let me know or feel free to contact your host directly for instructions:
https://www.spfwizard.net/
https://www.mail-tester.com/
https://www.mail-tester.com/spf/
https://www.mail-tester.com/spf/godaddy
While logged into your GoDaddy Account - https://www.godaddy.com/help/add-an-spf-record-19218
https://www.godaddy.com/help/configuring-dns-for-your-cpanel-domain-8852
What is your correct SFP record?
Email SPF Records –
https://www.godaddy.com/community/Managing-Email/Email-goes-to-SPAM-box/td-p/7571
https://www.godaddy.com/help/what-is-an-spf-record-24605
• Workspace: v=spf1 mx include:secureserver.net -all
• Office365: v=spf1 a mx ptr include:secureserver.net ~all
• cPanel: v=spf1 include:spf.protection.outlook.com -all
Or... v=spf1 include:secureserver.net -all for any email service with GoDaddy
New for Office 365 Exchange
SPF Record = txt record in DNS settings = " v=spf1 include:spf.protection.outlook.com -all "
DMARC = txt record in DNS settings = " - v=DMARC1; p= quarantine; " more (look up and generate DMARC here)
DKIM = click here to set up in your MS Office Online account - more
Contact your host for help with these changes. Or you can sign up for an account with MXToolbox and they can provide support here as well.
Update: As of Nov 2022, Google is cracking down on SPAM. Here is a link for more information:
https://support.google.com/mail/answer/81126#authentication
On a side note, here is a link for white listing email addresses in your gmail account:
https://support.google.com/a/answer/60751?hl=en
Update Jan 2024:
Best Practices to avoid your email being marked as spam...
https://learn.microsoft.com/en-us/defender-office-365/outbound-spam-protection-about?view=o365-worldwide
Email is a powerful tool for communication and marketing, but it’s only effective if your messages reach the intended inbox. Unfortunately, spam filters are constantly evolving, and even legitimate emails can sometimes get flagged as spam. To ensure your emails land where they’re meant to, here are some best practices to follow:
1. Use a Reputable Email Service Provider (ESP) - A trustworthy ESP can greatly improve your email deliverability. Reputable providers adhere to email compliance standards, maintain good relationships with Internet Service Providers (ISPs), and provide tools to authenticate your emails. Choose an ESP with a proven track record to ensure your messages have the best chance of reaching inboxes.
2. Authenticate Your Domain - Email authentication protocols, such as SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting, and Conformance), verify that your email is sent from a legitimate source. This builds trust with ISPs and helps prevent your emails from being flagged as spam or phishing attempts.
3. Avoid Spammy Subject Lines and Content - Subject lines and email content play a critical role in determining whether your email is marked as spam. Follow these guidelines to stay compliant: Avoid Trigger Words: Words like "Free," "Congratulations," "Act Now," or "Earn Money Fast" can set off spam filters. Be Honest: Don’t use misleading subject lines or promises. Keep It Relevant: Ensure your content is valuable, personalized, and tailored to your audience.
4. Maintain a Clean Email List - Sending emails to outdated or invalid addresses increases your bounce rate, which is a red flag for ISPs. Regularly clean your email list by: Removing inactive or invalid email addresses. Using a double opt-in process to confirm subscribers. Allowing users to easily unsubscribe, which reduces the chance of being marked as spam.
5. Pay Attention to Email Formatting - Poorly formatted emails can trigger spam filters. Best practices for formatting include: Use a clear and professional design. Avoid excessive use of images, links, or large attachments. Ensure your email has a good text-to-image ratio. Always include a plain-text version of your email.
6. Include a Clear Unsubscribe Option - A clear, easy-to-use unsubscribe link is not just a courtesy—it’s a legal requirement under laws like the CAN-SPAM Act and GDPR. If recipients can’t easily opt out, they might report your email as spam instead.
7. Segment Your Audience - Segmenting your email list ensures you send relevant content to the right people. For example, you can segment by: Demographics (age, gender, location, etc.). Purchase history. Engagement level (e.g., frequent openers vs. inactive users). This reduces the likelihood of your emails being ignored or flagged as irrelevant.
8. Monitor Your Engagement Metrics - Spam filters monitor how recipients interact with your emails. Low engagement—such as a high number of unopened emails or deleted messages—can damage your sender reputation. To improve engagement: Send emails at optimal times. Use personalized and compelling content. Re-engage inactive subscribers with targeted campaigns or consider removing them from your list.
9. Avoid Purchasing Email Lists - Using purchased or rented email lists is one of the fastest ways to get marked as spam. These lists often contain outdated or fake email addresses, leading to high bounce rates and spam complaints. Focus on building your list organically by using signup forms, lead magnets, and other opt-in strategies.
10. Monitor Your Sender Reputation - Your sender reputation is a score assigned by ISPs based on your email-sending habits. A poor reputation increases the likelihood of your emails being flagged as spam. Tools like Google Postmaster Tools, Sender Score, or your ESP’s analytics can help you track and improve your reputation.
11. Test Emails Before Sending - Use email testing tools to check how your email performs against spam filters before sending it to your audience. These tools identify potential issues in your content, formatting, or authentication that could trigger spam filters.
12. Stay Compliant with Email Laws - Familiarize yourself with email laws in your region and your recipients’ regions, such as the CAN-SPAM Act (USA), GDPR (EU), or CASL (Canada). Compliance ensures that you’re following the rules and protects you from legal penalties.
By following these best practices, you’ll not only improve your email deliverability but also build stronger relationships with your audience. Consistently providing valuable, well-targeted emails will enhance your credibility and keep your messages out of the spam folder.
Rob Shurtleff
The Website Guy
But just so you know, with each new website, I set up email via CPanel (unless a paid workspace email or Outlook 365 email is preferred). When needed, I set up the email to forward to a personal email. I ensure instructions are sent to the client on how to log into their webmail and / or get it set up in their desktop email program (Outlook). If you do not check your webmail for the email attached to the domain name of your website address, be sure to do so daily – and then check the spam folder also. I then ensure the contact form on the website is working for the email that has been set up. IE – I send the form querie and then log into the webmail to ensure it is received (and or contact you the client to ensure the querie is received). However, sometimes overtime those queries end up in spam. To combat this, I am told by the host that an SPF record must be set up in DNS settings for the domain. This is new information to me.
If you are affected (ie – your form queries are being sent to spam), please let me know or feel free to contact your host directly for instructions:
https://www.spfwizard.net/
https://www.mail-tester.com/
https://www.mail-tester.com/spf/
https://www.mail-tester.com/spf/godaddy
While logged into your GoDaddy Account - https://www.godaddy.com/help/add-an-spf-record-19218
https://www.godaddy.com/help/configuring-dns-for-your-cpanel-domain-8852
What is your correct SFP record?
Email SPF Records –
https://www.godaddy.com/community/Managing-Email/Email-goes-to-SPAM-box/td-p/7571
https://www.godaddy.com/help/what-is-an-spf-record-24605
• Workspace: v=spf1 mx include:secureserver.net -all
• Office365: v=spf1 a mx ptr include:secureserver.net ~all
• cPanel: v=spf1 include:spf.protection.outlook.com -all
Or... v=spf1 include:secureserver.net -all for any email service with GoDaddy
New for Office 365 Exchange
SPF Record = txt record in DNS settings = " v=spf1 include:spf.protection.outlook.com -all "
DMARC = txt record in DNS settings = " - v=DMARC1; p= quarantine; " more (look up and generate DMARC here)
DKIM = click here to set up in your MS Office Online account - more
Contact your host for help with these changes. Or you can sign up for an account with MXToolbox and they can provide support here as well.
Update: As of Nov 2022, Google is cracking down on SPAM. Here is a link for more information:
https://support.google.com/mail/answer/81126#authentication
On a side note, here is a link for white listing email addresses in your gmail account:
https://support.google.com/a/answer/60751?hl=en
Update Jan 2024:
Best Practices to avoid your email being marked as spam...
https://learn.microsoft.com/en-us/defender-office-365/outbound-spam-protection-about?view=o365-worldwide
Email is a powerful tool for communication and marketing, but it’s only effective if your messages reach the intended inbox. Unfortunately, spam filters are constantly evolving, and even legitimate emails can sometimes get flagged as spam. To ensure your emails land where they’re meant to, here are some best practices to follow:
1. Use a Reputable Email Service Provider (ESP) - A trustworthy ESP can greatly improve your email deliverability. Reputable providers adhere to email compliance standards, maintain good relationships with Internet Service Providers (ISPs), and provide tools to authenticate your emails. Choose an ESP with a proven track record to ensure your messages have the best chance of reaching inboxes.
2. Authenticate Your Domain - Email authentication protocols, such as SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting, and Conformance), verify that your email is sent from a legitimate source. This builds trust with ISPs and helps prevent your emails from being flagged as spam or phishing attempts.
3. Avoid Spammy Subject Lines and Content - Subject lines and email content play a critical role in determining whether your email is marked as spam. Follow these guidelines to stay compliant: Avoid Trigger Words: Words like "Free," "Congratulations," "Act Now," or "Earn Money Fast" can set off spam filters. Be Honest: Don’t use misleading subject lines or promises. Keep It Relevant: Ensure your content is valuable, personalized, and tailored to your audience.
4. Maintain a Clean Email List - Sending emails to outdated or invalid addresses increases your bounce rate, which is a red flag for ISPs. Regularly clean your email list by: Removing inactive or invalid email addresses. Using a double opt-in process to confirm subscribers. Allowing users to easily unsubscribe, which reduces the chance of being marked as spam.
5. Pay Attention to Email Formatting - Poorly formatted emails can trigger spam filters. Best practices for formatting include: Use a clear and professional design. Avoid excessive use of images, links, or large attachments. Ensure your email has a good text-to-image ratio. Always include a plain-text version of your email.
6. Include a Clear Unsubscribe Option - A clear, easy-to-use unsubscribe link is not just a courtesy—it’s a legal requirement under laws like the CAN-SPAM Act and GDPR. If recipients can’t easily opt out, they might report your email as spam instead.
7. Segment Your Audience - Segmenting your email list ensures you send relevant content to the right people. For example, you can segment by: Demographics (age, gender, location, etc.). Purchase history. Engagement level (e.g., frequent openers vs. inactive users). This reduces the likelihood of your emails being ignored or flagged as irrelevant.
8. Monitor Your Engagement Metrics - Spam filters monitor how recipients interact with your emails. Low engagement—such as a high number of unopened emails or deleted messages—can damage your sender reputation. To improve engagement: Send emails at optimal times. Use personalized and compelling content. Re-engage inactive subscribers with targeted campaigns or consider removing them from your list.
9. Avoid Purchasing Email Lists - Using purchased or rented email lists is one of the fastest ways to get marked as spam. These lists often contain outdated or fake email addresses, leading to high bounce rates and spam complaints. Focus on building your list organically by using signup forms, lead magnets, and other opt-in strategies.
10. Monitor Your Sender Reputation - Your sender reputation is a score assigned by ISPs based on your email-sending habits. A poor reputation increases the likelihood of your emails being flagged as spam. Tools like Google Postmaster Tools, Sender Score, or your ESP’s analytics can help you track and improve your reputation.
11. Test Emails Before Sending - Use email testing tools to check how your email performs against spam filters before sending it to your audience. These tools identify potential issues in your content, formatting, or authentication that could trigger spam filters.
12. Stay Compliant with Email Laws - Familiarize yourself with email laws in your region and your recipients’ regions, such as the CAN-SPAM Act (USA), GDPR (EU), or CASL (Canada). Compliance ensures that you’re following the rules and protects you from legal penalties.
By following these best practices, you’ll not only improve your email deliverability but also build stronger relationships with your audience. Consistently providing valuable, well-targeted emails will enhance your credibility and keep your messages out of the spam folder.
Rob Shurtleff
The Website Guy