When businesses communicate with customers and business partners using email, receiving spam and having their emails marked as spam is inevitable. If your company email receives too much spam, or your emails are frequently sent to the spam/junk folder, it can not only affect work efficiency, but also negatively impact your brand's reputation and image. This article will introduce some methods to help your company email significantly reduce the chance of receiving spam and improve the success rate of email delivery.
Methods to Reduce Spam in Your Company Email
Use Forms Instead of Email Addresses
When designing your company website, avoid disclosing your company email address as much as possible. Spammers can use web crawlers to collect email addresses from your website and add them to their spam email list. Using forms to collect customer information can effectively reduce the leakage of email addresses.
Use Google Recaptcha
Google Recaptcha is a verification mechanism used to determine whether a form has been filled out by a human user. It can effectively prevent bots from submitting website forms and sending spam emails. Integrating Google Recaptcha into your website can reduce the number of spam emails sent by bots.
Methods to Improve Email Deliverability
Regularly Maintain Your Website and Servers
Hackers can exploit vulnerabilities to send a large number of spam emails from your server. To avoid this situation, you need to regularly maintain your website and server. Ensure that your server and website software are up to date and conduct regular vulnerability scans.
Set Up DKIM/SPF/DMARC
DKIM (DomainKeys Identified Mail), SPF (Sender Policy Framework), and DMARC (Domain-based Message Authentication, Reporting and Conformance) are three technologies used to verify email sources and prevent email fraud. By setting up these technologies on your company email server, you can help other email servers understand the true source of your company emails and add a digital signature when sending emails, making your emails more easily trusted by the recipient.
Avoid Triggering Spam Filters
To ensure that your company emails are not marked as spam, you should avoid using keywords or formats that are easy to trigger spam filters. For example, avoid using exaggerated titles, excessive exclamation marks or other punctuation, using too many unnecessary text formats, or sending emails that only contain images and no text content. In addition, make sure your email address is genuine and reliable, and use relevant subjects and content when sending emails.
Avoid Including Large or Certain Types of Attachments
Attachments are a common element of emails, however, too many types of attachments and the quantity of attachments can cause emails to be marked as spam. To avoid this situation, you should try to avoid including unnecessary attachments in your emails. If you need to send attachments, please try to use common formats such as PDF and images, and ensure that they do not contain any viruses or malware.
Use Proper Tools and Practices for Email Marketing
If you need to conduct newsletter email marketing, you should use specialized email marketing tools and practices. These tools can help you target your audience, manage your email list, design high-quality email content, and comply with anti-spam regulations. In addition, if you want to send emails to a large number of recipients, avoid using your company email to send mass emails. You should use professional email marketing services or email blast software, which can ensure the success rate of email delivery and prevent your emails from being marked as spam.
By following the above suggestions, you can more effectively reduce the risk of spam and being marked as spam in your company email, protecting the security and effectiveness of your company email.
Conclusion
By following the above methods, you can reduce the chance of receiving spam in your company email and improve the success rate of email delivery. Although these methods cannot completely eliminate the risk of spam and being marked as spam, they can minimize these risks and protect the security and effectiveness of your company email.
