Fix Email Address Issues on Websites

If you’re still sending email from an onmicrosoft.com address, Microsoft is tightening the rules. This matters because your messages could start getting throttled or blocked, which means invoices, password resets, and customer updates might never arrive. Microsoft’s goal is to stop spammers who spin up fresh tenants and abuse the shared onmicrosoft.com domain. But the side effect is real organizations will see lower deliverability and limits on bulk or automated sends until they move to a proper, verified domain. What’s changing? Microsoft is putting sending limits and stricter checks on any email that leaves an onmicrosoft.com address. Because it’s a shared domain used by millions, one bad actor can hurt the reputation for everyone. The fix is simple but urgent: switch to your own branded domain and set up modern email authentication (SPF, DKIM, and DMARC). That tells receiving mail systems, “Yes, this is really us,” and helps keep your mail out of spam and off block lists. What should you do now? Audit where onmicrosoft.com shows up—service accounts, no-reply inboxes, ticketing tools, scanners, CRM alerts, and scripts. Register or connect your custom domain, add the DNS records, and rotate apps and automations over to the new addresses. Test mail flow, watch for bounce backs, and update address books, forms, and templates. Train your team so they know which sender addresses are approved going forward. A little cleanup today will save a lot of missed messages tomorrow. #Microsoft365 #EmailSecurity #ITAdmin #ChangeYourPassword Follow me for regular updates on Microsoft 365 changes, security tips, and clean-up checklists that keep your org’s email flowing.

About 75% of the accounts we audit have a massive problem they don't even know exists. Their emails are going to spam. Not all of them. Not even most of them. But enough that they're losing thousands of dollars every month without realizing it. I was reviewing a new client's account last month and their welcome flow looked solid on paper. Good design, strong copy, clear offers. Conversion rate was sitting at about 6%, which isn't terrible but also isn't great. Then I ran a deliverability test. Turns out about 40% of their welcome emails were landing in spam or the promotions tab for Gmail users. Which means 40% of people who signed up for their discount never even saw the email with the code. We spent two weeks fixing their technical setup. SPF records, DKIM authentication, DMARC policies. Set up a dedicated sending domain. Cleaned out spam traps and fake emails from their list. Boring technical stuff that nobody wants to deal with. But here's what happened after we fixed it. Welcome flow conversion rate jumped from 6% to 11% without changing a single word of copy or element of design. Same emails and everything... The only difference was that people could actually see them in their inbox. This is the unsexy part of email marketing that nobody talks about because it's not exciting or creative. But if your emails aren't reaching the inbox, nothing else matters. You can have the best copywriter in the world and the most beautiful designs, and it won't make a difference if 40% of your emails are invisible to your subscribers. Most brands have no idea this is even happening because their ESP shows the email as "delivered" which technically it was. It just got delivered to spam instead of the inbox. The fix isn't complicated, but it does require someone who knows what they're doing to audit your technical setup and clean up your list hygiene. We now run deliverability audits for every new client before we touch anything else. Because there's no point optimizing emails that nobody can see.

We helped a $12M/yr B2B SaaS boost their email open rate by 230% by fixing their ABM sales strategy. ABM = account based marketing (targeting specific high value accounts). Steal our easy-to-replicate process below: BACKGROUND: It’s a story as old as time. A huge & successful software company hits product market fit. They know their market inside-out. They know their customers' pain points, desires, problems & goals. They have a proven solution. The problem? They struggled to get their solution into as many hands as possible. Their leads weren’t opening their emails + their emails were landing in spam. Fixing a sales process isn’t easy. You have to work fast. Deals, new leads, and a lot of revenue is at stake. Here’s how we did it: PROCESS: 1. Find the holes in their setup. → Identify what the roadblocks are → Focus 100% on solving them fast Their email deliverability was compromised. So they couldn’t reach their ideal prospects. They would land in spam & prospects wouldn’t receive any of their marketing messages. If we fixed deliverability, then open rates would get sorted too. So we started here. 2. Stop the bleeding We analyzed their email backend starting with their SPF, DKIM, and DMARC record. We reconfigured them & checked for domain & IP blacklisting issues. We turned on FlashRev’s domain health monitoring to keep an eye on the domains. 3. Fix the data We provided enriched & cleaned lead lists of data - it’s one of our biggest advantages over other platforms. So we ran their ICP (ideal client profile) through our platform to identify qualified leads to reach out to. Before this? Their data was from a random database & lacked thorough verification. Sending to unverified leads = high likelihoods of your emails bouncing & going to spam. Our leads avoided this problem & matched their target customers. Putting it all together: Up to now we’ve:  - Helped them fix their back-end domain tech  - Given them new & clean data that matches their ICP Which meant that it was now infinitely easier for them to reach customers. The results: This $12M/yr B2B SaaS’ email open rate rose from 20% to 66% (230% increase). Their email deliverability rose from 92% to 99.7%. Their sales leads more closely matched their target customer profiles. This means that their outreach was now reaching their customers more easily. Which means more sales conversations, more qualified meetings, more closed revenue. All with the prospects that are the most receptive to buying their software. Huge win. The lesson? Clean data & a functional backend makes it much easier to acquire more customers.

Your emails are going to spam because of your DNS records, even with SPF, DKIM, and DMARC configured You did everything right. — SPF? ✅ Passed. — DKIM? ✅ Passed. — DMARC? ✅ Configured. Yet, your emails are still landing in spam. What’s going on? 🔎 Alignment Google (and other providers) don’t just check if SPF and DKIM pass They check if they’re aligned with your “From” address If they’re not? Your email looks spoofed Even if it’s 100% legit 📌 Look at the screenshot. — SPF ✅ — DKIM ✅ — Alignment ❌ → Google throws a warning. DMARC is only fully effective when SPF or DKIM aligns with the “From” domain. If they don’t match? Spam. This is why so many emails fail silently—they pass authentication but still get filtered. How to Fix It? — Make sure your sending domain is consistent across SPF, DKIM, and “From.” — Use strict alignment in your DMARC (aspf=s; adkim=s) if you want real protection. — Check your email headers. Gmail → “Show Original” → Look for domain mismatches. Most people think just setting up SPF, DKIM, and DMARC is enough Or worse, they *think* they're aligned. It’s not. Alignment is the missing piece Fix it. Get out of spam because of technicalities If you need help figuring out if your DNS records are aligned, drop me a comment and I'll do a quick audit for you :D

Someone introduced me to a woman whose emails kept landing in spam. She wasn't doing anything obviously wrong. She was sending from Google Workspace. Professional setup, or so she thought. I checked her records. Two things were missing - and once I saw them, the problem made complete sense. Here's the way I like to explain email authentication: Think of every email you send as a traveler arriving at passport control. The inbox provider - Gmail, Outlook, Yahoo -is the officer at the desk. Their job is to decide - is this traveler legitimate? Are their documents valid? And what do we do if something looks wrong? SPF is the list of who's actually allowed to travel on your passport. It tells inbox providers which programs - your email platform, your website, your booking tool - are authorized to send on behalf of your domain. If a sender isn't on the list, that's a red flag. DKIM is the official seal on the document. It proves the email actually came from you, and that nobody tampered with it in transit. DMARC is the passport control policy. It tells inbox providers what to do if something doesn't pass inspection - let it through, send it to spam, or reject it entirely. It also creates a reporting system, so you can see when something goes wrong and investigate. This woman was missing her DKIM and DMARC. So inbox providers had no seal to verify, and no instructions to follow. They made their own call. Spam folder. The fix wasn't complicated. But she had no idea it was broken. This isn't just an email marketing problem, by the way. It affects every email you send from your domain - including your regular work emails from Google Workspace. If you're not sure whether your own setup is solid, DM me the word CHECK and I'll point you in the right direction.