EMAIL DELIVERABILITY SETUP & TROUBLESHOOTING

At UserCompute, we recognise that seamless email communication is vital for business operations. To ensure proper mail flow within Microsoft 365, it’s essential to:

Ensuring Proper Mail Flow within Microsoft 365

• Configure DNS Records: Ensure that SPF, DKIM, and DMARC records are correctly set up to authenticate your domain and prevent spoofing.

• Set Up Connectors: For hybrid or third-party email systems, configure connectors to route mail appropriately between Microsoft 365 and your on-premises or external mail servers.

• Monitor Mail Flow: Utilise tools like Message Trace in the Microsoft 365 admin centre to track email delivery and identify any issues.

Configuring Connectors for Hybrid or Third-Party Systems

In hybrid environments or when using third-party email systems, connectors play a crucial role in directing mail flow. Here’s how to configure them:

• Create a Connector from Microsoft 365 to Your Email Server: This allows Microsoft 365 to send emails to your on-premises server.

• Set Up a Connector from Your Email Server to Microsoft 365: This enables your on-premises server to send emails to recipients in Microsoft 365.

• Configure Smart Hosts: If using a third-party email system, set up smart hosts to route mail through the appropriate channels.

Troubleshooting Common Deliverability Issues

Despite best efforts, email deliverability issues can arise. Common problems include:

Blacklisting: If your domain or IP address is blacklisted, emails may be marked as spam or rejected. To resolve this:

• Check if your domain or IP is listed on blacklists.

• Follow the delisting procedures provided by the blacklist authorities.

• Implement best practices to prevent future blacklisting, such as maintaining a good sending reputation and adhering to email authentication protocols.

Misconfigured DNS Records: Incorrect SPF, DKIM, or DMARC records can lead to delivery failures. To troubleshoot:

• Use tools like MX Toolbox to verify your DNS records.

• Ensure that your records are up-to-date and correctly configured.

• Update your DNS settings as needed.

Email Throttling: Sending large volumes of email in a short period can trigger throttling mechanisms, delaying delivery. To mitigate this:

• Gradually increase your sending volume.

• Monitor your sending patterns and adjust accordingly.

• Consider using a dedicated IP address for high-volume sending.

By proactively managing mail flow configurations and addressing deliverability issues promptly, UserCompute ensures that your organisation’s email communication remains reliable and secure. If you encounter persistent email delivery challenges, consider reaching out to Microsoft support or consulting with an email deliverability expert.