Identifying Spam Emails

Identifying and Dealing with Spam and Undeliverable Emails

You need to identify whether the Spam emails are coming from;
– Your contact form on your website
OR
– Just random spam emails not from your website form
From your Contact Form 
– If they are coming from your contact form then we or someone needs to look at upgrading your website with Google reCAPTCHA 3 – https://www.google.com/recaptcha/intro/v3.html
reCAPTCHA v3 image
Note: Do NOT mark these Contact Form emails submissions as Spam as you may miss an important Contact Form submission that is Not Spam.
Spam emails Not from Your Contact Form 
– If they are random Spammers then we need to see where the Spammers got your email address. If your email address is on your OR another website or business listings and the email address is not masked with a code. Then that is were it may have started. As Spammers harvest email address from easy targets like that. Then on sell your email address over and over ….
So if this is the case
–  Then the un-masked emails need removing or hidden on every web page they are on.. NOTE this won’t stop the Spammers that have your email address already. However it will stop the future harvesting process… Until they find away around that masking code.
Every time a spam email comes in (NOT from your Contact Form) it need to be moved to your Spam Folder.
You can also…
–  Log into your webmail at  your webmail address – domainname.com.au/webmail
– enter your email address and  the corresponding password.
– Go to Spam Filter and Enable the ‘Custom Spam Auto Delete Threshold’. However you need to remember that the lower the threshold the more the server will discard. … It’s not a human so… some good emails may not get though if this is set too low.
Webmail Log In
If it keeps happening from the same Spammer you need to;
–  Log into your webmail at your webmail address – domainname.com.au/webmail
NOTE – Type in the complete URL… go to the URL, web address Do NOT Search for it…
– enter your email address and  the corresponding password.
– Go to Box Trapper then ‘Black List’ and enter the email address with the formatting as explained.
You can edit the other settings in Box Trapper as required.
In Box Trapper…. You can also White List emails (that are wanted) that are not coming through. So they aren’t automatically treated as Spam by the mail server.
See other screen shots below…
Webmail White Listing
Now you probably also have Email Spam Software like Nortons, Trend Micro or one of the free programs. You need to log into those and check this settings.
If it all gets too hard get your IT Guy in and get them to help you
OR
Set Up a new email address and use it… NOTE Don’t Delete your original email address until all your accounts using this email are converted to the new email address.
Now if other people aren’t getting your email… 
They (your email or domain) have probably been deemed by the other persons email server or spam program as Spam. So you need get the other party to White list your email address in their spam filters so they receive your emails.
Test this by sending an email from a personal email address if it bounces you have there email address wrong.
Most importantly….
– Never use your normal business email with mail merge and send bulk emails.. that was OK 10 years ago now it is classed as Spam. Use a dedicated Email Program like MailChimp or Constant Contact etc.
Make sure your email password is very very harder and if it’s not now Change it ASAP with numbers, upper and lower case and characters like @#$%^& etc
Always have a subject in your email and try and personally it and anything to do with money. Free, profits, price, credit, and anything with a dollar sign etc. We see some people who send emails being very lazy without a Subject or a signature and so they look spammy.
If all else fails you can set up a dedicated email client like Office 365 which starts from $12 per user per month.
Still have questions contact us here