Sometimes email doesn’t make it to the inbox, and there are a variety of reasons for this.
- Sending one big image
This type of email message breaks the most common spam filter rule. For example, if you were to send an email which was just one big .jpg image (such as one you created in photoshop, with all the fonts, colors, etc. built into on big graphic), the majority of recipient would never receive it. Why? There is a rule common to most spam filters that says if an email is all image with very little or no text, then it is most likely spam, and should be blocked or routed to the spam folder.
It’s always a good idea to create an email with both text and images – and you need to use more than just a few words of text.
- Sending a “test” message
Another example of breaking a common spam rule which may get the email blocked altogether or routed to the spam folder would be if you sent a tracked email with just a single word or two like “test” in the body of the message. Because tracked messages include a transparent tracking image, and the email contains very little text, spam blockers see it as a common form of spam.
It’s always a good idea to send a test message that resembles what you will actually be sending – or at least include a couple sentences of text and perhaps a link.
- Sending a message to yourself, via the PoliteMail Server
In this scenario, even though the email is being sent from your email address, it is being sent from our mail server system, therefore (depending upon your email configuration and security/trust settings) your email server may know it didn’t send, and therefore will block the message delivery.
This problem can be overcome by adding your politemail server name (e.g. host33.politemail.net, pmail9.com, or whatever server you are on – see PoliteMail > Connection Settings) to your trusted zones, or by adding the domain name to your Outlook whitelist.
See also: How to add contacts/addresses/domains to your Outlook whitelist
How to add to your trusted zones
- Manually typing an address into the To: field, that doesn’t get delivered
In this scenario, you colleague didn’t receive a tracked email, but can receive it when you send untracked. This is typically due to an error in Outlook’s “nickname list” that is used for the auto-complete when you are typing names into the To: field. This could happen due to an address change, or an active directory group change on the Exchange Server. Because PoliteMail doesn’t have access to all the internal functions of Outlook, it requires an SMTP email address (an address in the form “firstname.lastname@example.org”) in order to be able to send successfully. Outlook however, can use a network address or Exchange address to reference the updated email, and successfully deliver the email. If you double-click on the name in the To: field and get an Outlook error dialog that says something like “The entry could not be found, the address has moved” this is likely the problem – as PoliteMail would not have a handle to the updated SMTP address.
- Having your mailing IP address or domain blacklisted
This is the lease common problem, but does occur if you are sending large volumes of unsolicited email, or even when sending moderate volume of unsolicited email to mostly free email accounts like yahoo, hotmail, gmail or aol. If you recieve a certain number of spam compliants in a short period of time, your email could become blacklisted. If this occurs as part of a send via the PoliteMail server, we would recieve notification, and you would be notified. Otherwise, you can check using a free service like mxtoolbox blacklist checker.