Email question

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ed4copies

ed4copies

Local Chapter Manager
Joined
Mar 25, 2005
Messages
24,757
Location
Racine, WI, USA.
Does anyone know how your email decides on spam???

Many times I have attempted to send emails to customers of Exotics at the email address they supply us. OFTEN, I then receive "nastygrams" a few days later about their orders not going out and no communication from Exotics.

The email I send is from procopyinc.net, so it shouldn't raise red flags, should it???

Any ideas would be appreciated---once again this afternoon I got a "You don't communicate!!" from a lady I emailed Tuesday and did not receive an answer---

What am I doing wrong???
 
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Ed,

Spam filters normally have a number of settings on them that can be adjusted by the user. Many users do not know how their spam filters are set. Some filters pick up on key words, some look for more than X number of addresses in the "To:" field, sometimes people have their spam filters set to not accept any email from anyone who is not in their address book. Their are countless other possibilities. So, what I'm saying is that their could be any number of reasons your email is not going through. You may not be doing anything wrong. best thing I know to do is, once you are able to communicate with the complainant, is to ask if they checked their spam folder.
 
She may not have known who "procopyin" was and trashed the email.

If you put the word "Exotics" in the subject line, the spam filter might treat it like porn. I have had that hapen with one of my wood suppliers.
 
Each program, and each provider have a bunch of formulas and algorithms that they use. If you notice a common trait over which are being rejected, you can go to your host site and make sure they are not filtered.
 
I have no idea how spam filters work. Dawn always tells me I show up in her spam box, but nobody else has that problem with my emails. I do know that you can train your email which will increase it's chances of getting it right. I have you in my contact list, therefore your emails will always appear in the inbox. Emails that show up and I do not want them, then I click on them as junk and the email program remembers..this is a spammer.

I do wonder...being a hotmail user, I know that when I click on a spammer as junk, it will send all their future stuff to junk as well as anything that looks like it....but will the hotmail look at what I called spam and apply it to other users elsewhere with hotmail accounts?
 
To help clarify - Spam filters are controlled by the receiver. Granted there are a few "tweaks" that a sender can use to limit the possibility of their email being caught by a Spam filter. But there are not always successful.

The only sure fire way to prevent an email from being caught is for the user to "Whitelist" the sender's email address.

Ed - the best suggestion I can make to help you is to communicate with your clients that they should be sure to adjust their Spam filters to allow your email address. Suggest whitelisting your address as the best way to make sure there is continuity in the communications and or for them to frequently check their Spam boxes when they are expecting an email from you.

Sorry there isn't a single cure - but as has been pointed out, each Spam engine is a bit unique in how they filter and false negatives simply are a by product of that.

Hope that helps.
 
I frequently have problems getting emails through to a couple of guys I know that use Comcast...for whatever reason they have my email server flagged as spam (Comcast reply!) so the emails don't even reach their spam folder? :frown:
Repeated attempts to rectify the situation has been useless, the program simply reverts back to rejecting my emails even though I might have just received an email from them through Comcast, very frustrating to say the least!
Using Gmail has not helped the situation either...:mad:

One thing I had never thought of was my 'weblink' signature in the my emails...maybe that is what gets spotted?...I'll have to try that, thanks for the suggestion Glenn :wink:

I don't suppose that was much help Ed? :smile:
 
Thanks for the input.

The person today, got my second attempt, sent to the same address. She still says the first attempt never arrived, but it did not come back to me either.

Guess I will have to use "receipt attachments" and keep track of who has not indicated they received my mail.

Not all new technology works, for me!!
 
You can set up an automatic read reciept in your email Ed so every email you send has it attached and asks the customer to click on it that they have read it.
Go to "TOOLS" "OPTIONS" "RECIEPTS and check the Box that asks to attach a read reciept to all your emails.
Jerry
 
I would go the read receipt option since it is business related. I think that is a very good idea. I don't send out near the volume of emails that you do but I have several supposedly never make it to their destination.
 
Seer said:
You can set up an automatic read reciept in your email Ed so every email you send has it attached and asks the customer to click on it that they have read it.
Go to "TOOLS" "OPTIONS" "RECIEPTS and check the Box that asks to attach a read reciept to all your emails.
Jerry
Click to expand...


Thank you---I will try that for a while and see if it helps!!
 
ed4copies said:
Thanks for the input.

The person today, got my second attempt, sent to the same address. She still says the first attempt never arrived, but it did not come back to me either.

Guess I will have to use "receipt attachments" and keep track of who has not indicated they received my mail.

Not all new technology works, for me!!
Click to expand...

You could always add a disclaimer to the site asking people to add your email address your sending from to their ALLOWED senders, or to their Approved Senders. Most programs won't flag it for spam when you have sent someone an email too. Who knows though. I got my order receipt on Wed without an issue.
 
Well I checked your domain's mail records and the listed mail server is not on the "Black list". But if your email comes out from a different email address then all bets are off. Send me an email to "greg at ketell dot com" and I can tell you.

The IP address of your mail server does not have a reverse PTR record associated with it in DNS. That will often get you blocked by the receiving mail-server, long before the client ever has a chance to "spam folder" your email. Optimally you want your mail server's IP to have a reverse PTR record that points back to the same host hostname.
ie mail.northwi.net (your mail server) : 207.206.220.202
207.206.220.202 : mail.northwi.net

If you want to improve your chances beyond that you could add a TXT SPF record for procopyinc.net domain pointing to your mail server. This works like telling the world "Hey, all mail from procopyinc.net domain will come from the mailserver mail.northwi.net". If this is configured and the receiving domain sets up to monitor the SPF record then it is a "free pass" past all other spam checks (usually).

Lastly (and unrelated to spam filtering), procopyinc.net has only one MX record defined. This means that if that mail server goes down for any reason then all incoming mail will be "lost". If you define a backup MX server then if the main is down mail will be stored on the backup until the main comes back up.

If you want to, feel free to call/txt me and we can talk in more detail. This is what I do for a living.
 
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Thanks Greg!!!

I will probably take you up on that--in a couple weeks---other issues come first.

But I do appreciate your offer!!
 
Most of this will be DNS stuff so if you have someone handling that for you I'd be happy to talk to them on your behalf. Maybe get it resolved while you are fighting the other stuff.
 
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