Dealing with Bounced and Blocked Emails

including inbound and outbound emails

  • bounced emails

Are Your Outbound Emails and NOT Getting Delivered?

Many businesses are having a big problem with good emails ending up in their Spam folder or being Blocked and not being delivered at all.
Recently Gmail, Bigpond, Microsoft and probably other email clients increased their threshold for treating emails as spam or not spam.

This is a good thing and a bad painful thing in business. As many reputable suppliers and other businesses are now being Blocked and seen as Spam by Gmail and Bigpond. These emails, many are important to a business, yet they are either not delivered like they used to be. Or the emails end up in Gmail or Bigpond spam folders.

The Solution is;

You should use a Dedicated Mail Server, not the Standard Mail Server that is included with most website hosting.

The mail servers our IT Guys recommend is either Google Workspace (formerly G Suite) or Microsoft 365 Business Basic (formerly Office 365 Business Essentials). Note: Microsoft 365 Business Basics is ONLY email and does NOT include programs like Word, Excel, Outlook etc.

Get those Inbound Emails not getting delivered into your inbox?

Adding Addresses to your Allowlist (Whitelist) on Gmail

Gmail offers an option to add specific addresses or domains as “safe” so they aren’t automatically marked as spam. This list is known as an “Allowlist.” Your Allowlists only apply to your Gmail account and must be managed and set by you. If you want to accept all emails sent from a specific address, follow these instructions:

  1. Log in to your Gmail at gmail.com.
  2. Click the gear icon in the top-right, and select Settings.
  3. Click All Settings.
  4. Click the Filters and Blocked Addresses tab.
  5. Click Create at New Filter.
  6. In the pop-up window, enter the email address you want to add to your allowlist in the From field. If you want a whole domain allowlisted, (whitelist) you can just enter the domain (ie, “@example.com”).
  7. Click Create filter.
  8. Check Never send it to Spam.
  9. Click Create filter.

Click images to enlarge.

Gmail advanced settings step 1
gmail whitelisting email address step 2
gmail whitelisting email address step 3

Adding Addresses to “Safe Senders” in Office365

Office 365 allows users to designate “Safe Senders.” Safe Senders are not automatically marked as spam. This functionality is available for the Outlook web client and the Outlook Windows client.

It is not available for the MacOS Outlook client.

See this article from ISC for directions:

https://www.isc.upenn.edu/how-to/penno365-configuring-safe-senders-lists

How to Add a Sender to the Safe Senders List in Microsoft Outlook

Add known senders to the Safe Senders list to ensure that their email will not go to your Junk E-mail folder.
This feature works the same in all modern versions of Microsoft Outlook: 2010, 2013, and 2016.
https://www.webucator.com/how-to/how-add-sender-the-safe-senders-list-microsoft-outlook.cfm

Create Rules in Microsoft Outlook to Move Email Into Specified Folder

If you want to organise your Microsoft Outlook inbox then this video is for you. I will show you how to manage email messages by using rules. This works in Microsoft Outlook 2007, Microsoft Outlook 2010, Microsoft Outlook 2013, Microsoft Outlook 2016 and Office 365.
So if your inbox is full of email and is really hard to find what you’re looking for then organising it to Specified Folder is the way to go. you can set it up how you like incoming and outgoing folders and set rule for all email accounts.