How to send email to groups without being flagged as a ‘spammer’


Question: I’m trying to send regular email to my customers from Outlook using a Cox connection, but I have to break the recipients up into many groups. Can you suggest a more efficient way to do this?

Answer: Sending a single message to a large number of people can be problematic because of anti-spam tools and rules that your Internet service provider (ISP) or email service has in place.

They’re constantly trying to determine if a mass email message is legitimate or the work of a hacker who has compromised your email account.

Humans aren’t actually reviewing each mass email message: ISPs create internal rules — often unpublished to their users — that will automatically decide whether a message can be sent or not.

The Cox website offers:

To combat spam, Cox places various limits on email, including limiting the maximum number of recipients per message and maximum number of messages per server connection. Specific limits are not published because they vary from time to time depending on a variety of factors..

In addition to your ISP’s rules, you want to make sure to steer clear of violating the laws governing spam messages, as doing so could result in a fine of $11,000 for each violation – that’s potentially $11,000 for each email address on your list!

If you’re sending promotional or sales-related email messages of any kind, you need to be aware of the fundamental mistakes that could get you into trouble:

Not providing a clear way for recipients to opt out of future mailings.

Not including a valid physical postal address in the message.

Using deceptive subject lines.

Using deceptive “From,” “To,” and “Reply-To” names or addresses or using deceptive headers.

How to test for spam scores

How you construct your messages could be raising red flags with spam filters as well. You can test your marketing messages at www.mail-tester.com.

Find best email marketing service

For a variety of reasons, it’s best to find an email marketing platform that keeps you clear of violations and avoids the limits your ISP has in place because the messages will no longer be sent via your Cox account.

These services allow you to import your existing list of email addresses and then easily manage your subscribers; some will provide you with your “spam score” as you’re constructing your message, so you can learn what you’re doing to create red flags before you send the message.

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