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Steps to Keep Email Out of the Spam Folder

Posted by Allura on 15 07 2019.

Introduction
This document provides some necessary steps regarding spam mails. If a user does not want other servers or network to mark his email as spam or send any spam from his server, then he can surely follow these steps. One can read our How to Prevent Email Abuse documentation to know more about this topic.Use Email Authentication
DKIM And SPF
This DKIM (Domain Keys Identified Email) and SPF (Sender Policy Framework) authentication provides a verification whether an email comes from a trusted sender or not. DKIM, being a system of validation, helps in detecting email spoofing and also allows the mail server to check the authorization of an email from a domain. There is a digital signature that serves as a verification for the sender’s public key in their DNS record.The SPF on other hand, makes a use of DNS records in preventing email spoofing. Suppose, an email message has used a…

Introduction

This document provides some necessary steps regarding spam mails. If a user does not want other servers or network to mark his email as spam or send any spam from his server, then he can surely follow these steps. One can read our How to Prevent Email Abuse documentation to know more about this topic.

Use Email Authentication

DKIM And SPF

This DKIM (Domain Keys Identified Email) and SPF (Sender Policy Framework) authentication provides a verification whether an email comes from a trusted sender or not. DKIM, being a system of validation, helps in detecting email spoofing and also allows the mail server to check the authorization of an email from a domain. There is a digital signature that serves as a verification for the sender’s public key in their DNS record.

The SPF on other hand, makes a use of DNS records in preventing email spoofing. Suppose, an email message has used a sender address which is not genuine, then, without wasting any time SPF will use the DNS record for the sender’s domain in detecting the alteration in the email’s header.

One can read our Authentication documentation to know more about this topic.

DMARC

The DMARC (Domain-based Message Authentication, Reporting & Conformance) being a technical specification, helps in reducing the risk of misusing the email. A DMARC policy makes a use of DNS in confirming a valid use of DKIM and SPF record in an email message, and keep a note on whether the From: header matches those records or not.

Large email networks are advised to use DMARC policy in protecting their users from the problem of spam email and also in preventing email rejections or spam flags within these networks.

Configure Your Server’s PTR Record

This PTR record is used in resolving an IP address to a domain name, resembling a reversed A record. In order to use the hostname of the server, users can configure this PTR record of the primary IP address of the server. This hostname is mandatory in case a user have configured Exim to use a different IP address.

Example of a record:

server:~ root$ dig mx1.cpanel.net +short

208.74.121.68

server:~ root$

Example of a PTR record:

server:~ root$ dig -x 208.74.121.68 +short

mx1.cpanel.net.

server:~ root$

Spam and Other Networks

It will be a matter of concern for a user if email networks like Gmail™, Yahoo, or Outlook mark his email as spam. Without wasting a time, user must find out the exact reason and resolve the issue as soon as possible. After a user is done with it, he must notify the remote network about his new IP address. Make it a point to review the bulk sender policy of large email networks for safety purpose.

Bulk Email Best Practices

These can be the best ever practices to follow:

  • Using the same IP address to send all bulk email.
  • Using the same email address in the From: header of the emails.
  • Ensuring whether email complies with RFC 5322 or not.
  • Ensuring whether a user’s email complies with HTML standards or not (in case his email uses HTML).
  • Ensuring whether the contents and the subject of the email is related to each other or not.

Conclusion

All information on how to keep emails out of the spam folder is outlined in this review.