Out of office replies to our newsletter campaign

[StephaneBadel]

Hello community!

Quick question regarding the OOO replies, we used to send campaigns through Send in blue and we never had any OOO replies bouncing back.

Is there a way to not receive those OOO replies? Imagine there are 50 OOO replies (say right before Xmas holidays), it would mean our mailbox would be flooded. It is not a big deal but im just curious to know if there is away around it.

Thanks for the help!

Steph

[karstenkoehler · Accepted solution]

Hi @StephaneBadel,

There isn't any way in HubSpot to prevent out of office emails from being sent as a reply to marketing emails.

My recommendation would be to set up inbox rules or filters for these out of office messages, marking them as read and moving them either straight into the bin or a separate folder. I'll attach two examples for resources in Gmail and Outlook:

Create rules to filter your emails (Gmail)

Manage email messages by using rules (Outlook)

Best regards!

[StephaneBadel]

I added the SPF to my OVH records, thanks a lot !

Stéphane

[StephaneBadel]

Thanks Karsten,

We sent out a campaign today and half of it came back as Soft Bounce, I had forgotten to set up the DKIM, which I did now.

Is there anything else i should set up to make sure my emails are sent properly?

Thanks a lot, 

Steph

[karstenkoehler · Accepted solution]

Hi @StephaneBadel,

From a purely technical standpoint, you should be all set after connecting your email sending domain and setting up a DMARC policy. You can check your setup with MXToolbox: https://mxtoolbox.com/

Best regards!

[StephaneBadel]

I only followed what hubspot asked me to do.

It was 2 CNAME records. 

I didnt not add DMARC or SPF records, is it normal?

Thanks a lot !

Steph

[karstenkoehler]

Hi @StephaneBadel,

These are additional steps after connecting your email sending domain. So in that sense, yes, it's normal. You would now proceed with the DMARC policy.

Use a DMARC policy with HubSpot / Add HubSpot to your SPF record

Best regards!

[karstenkoehler · Accepted solution]

Hi @StephaneBadel,

There isn't any way in HubSpot to prevent out of office emails from being sent as a reply to marketing emails.

My recommendation would be to set up inbox rules or filters for these out of office messages, marking them as read and moving them either straight into the bin or a separate folder. I'll attach two examples for resources in Gmail and Outlook:

Create rules to filter your emails (Gmail)

Manage email messages by using rules (Outlook)

Best regards!

[CWilliams80]

Bizarre that this functionality doesn't exist in Hubspot. All my experience in tools like Mailchimp, Oracle, and other ESPs were that checking a simple button filtered OOO and auto-responses from every coming back to me. The mailbox flood with our Hubspot campaigns is a nuisance.

[StephaneBadel]

Hello Karsten,

Thanks for your quick answer, with Send in blue, i like to think that some of our followers were also out of office at times, yet we never had OOO mails, what do you reckon?

Thanks for the solution, I will look into it.

Steph

[karstenkoehler]

Hi @StephaneBadel,

Aside from this general blog post, I can't find any specific reference to a feature like that. This isn't to say it doesn't exist, of course. It's possible that email sending domains and inboxes are connected differently in sendinblue and HubSpot.

In HubSpot, connecting the email sending domain simply authorizes HubSpot to use the infrastructure for sending but not to access the inbox that is being sent from. If sendinblue approaches this differently and fully integrates with the inbox (and not just the email sending domain), this would explain it.

Best regards!