Microsoft Email Jail

Marketing & Content Hub Tips, Tricks & Best Practices
1

Hello!

We recently switched to hubpsot and have had issues with our sales reps being put into email jail by Microsoft. We email using seqeunces and we dont send over the 5,000 limit. What are we doing wrong and does anyone have tips or tricks to prevent this from happening again?

We already increased our send amount allowance through Microsoft but that didnt seem to help the issue.

Thank you!

2

Hey there @CCoppit - I’d love to help!

Without access to your account it is a bit tough to ensure that I am not giving you tips you already know, so please forgive me for starting with the basics! I want to make sure that no important building blocks were missed.

First, please review this article. It outlines the exact requirements for sending email through HubSpot - all of which will help to ensure that your emails don’t end up in jail.

  • Authentication Settings: Make sure to set up DKIM and SPF records in your DNS. This validates your domain for HubSpot and improves email deliverability.
  • Warm-Up for New Domains: If your domain or email address is new, warm up your domain by gradually increasing email send volumes over several weeks.
  • Use Lists for Precision: Set up active lists to segment your database by engagement levels, lead status, or recent interactions. This way, you target the most engaged contacts and reduce spam risks.
  • Personalize at Scale: Use personalization tokens and customize sequences to make each email feel more relevant and reduce the chances of being flagged as spam.
  • Delay Between Sends: Include at least a 5-minute delay between emails in sequences and avoid sending too many emails within a short period.
  • Use “Unenroll” Options: Set up sequence rules to automatically unenroll contacts if they respond, ensuring you’re only emailing engaged leads.
  • Adjust Authentication Settings: Double-check that your DKIM and SPF records are set up correctly in HubSpot and Microsoft, as they validate your domain and improve deliverability.

Starting with these steps will help to set you up for successful, high-engagement outreach.

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