Stop Your Salesforce Emails Going to Spam In 30 Seconds

Are your Salesforce emails going to spam folders? You’re definitely not alone! Many users face this challenge due to strict spam filters set by email providers. The good news is that you can take easy steps to improve email deliverability and ensure your emails reach the right inboxes. 

This blog will explore the reasons behind this issue and share practical solutions, including key tools and settings, to help you overcome these hurdles. Salesforce’s Email Relay functionality is one of the powerful solutions for keeping your emails out of spam. It effectively prevents your emails from being flagged as spam. Read on to learn how to keep your emails out of spam!

What is Email Relay?

Email Relay is a handy feature in Salesforce that allows you to route your emails through your organization’s mail server instead of Salesforce’s default system. This not only makes your emails look more official but also helps them avoid being flagged as spam.

With Email Relay, you can use filters to check your emails before they go out. These filters catch any words or phrases that might make your email look like spam, such as:

• “Free gift”
• “Buy now!”
• “Congratulations, you’ve won!”

By filtering out these terms, your emails will appear more professional and trustworthy, reducing the chances of them ending up in spam folders. You can also set filters to check for unusual attachments or links that could raise red flags.

Plus, using email warmup strategies can improve your sender’s reputation. Going from emailing 10 people to 100 overnight raises red flags. A free email warmup tool helps you gradually increase your sending volume and build trust with email providers. This way, your messages will likely land in inboxes instead of spam!

Just set up Email Relay once, and you’ll see improvements in deliverability and avoid common issues that lead to emails going to spam.

Why are emails from Salesforce going to spam?

1. Unverified Sender Information: If your sender information isn’t verified, email providers may view your emails as suspicious.

• Example: If your emails are sent from “no-reply@yourdomain.com” without proper sender verification, email providers may view them as untrustworthy. Setting up SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail) protocols can show providers that your emails are safe.

2. Overly Promotional Language: Using words or phrases that sound too salesy can trigger spam filters. It’s essential to keep your content clear and genuine.

• Example: Words like “FREE!” or “Hurry, act now!” are classic triggers for spam filters. Instead, use friendly phrases like, “Here’s something special for you” or “Explore our latest options” to maintain a genuine tone.

3. Missing Security Measures:Not setting up protocols like SPF and DKIM can harm your email’s credibility.

• Example: Without SPF and DKIM, emails may look falsified. Providers can’t confirm your emails are legitimate, which increases spam risk. Adding security protocols reassures them that your emails are authentic.

4. Content Structure: Emails with an excessive number of images and minimal text often raise red flags, as spam filters prefer balanced content. Also, complex or messy HTML code can be misinterpreted as spammy; simple layouts are less likely to trigger filters.

• Solution: Using only one image and limiting links can help. Providers trust well-structured, straightforward emails more than cluttered ones.

5. High Bounce Rates: If a significant number of emails are sent to invalid addresses and bounce back, this signals that your contact list may not be valid or updated. 

• Solution: Regularly cleaning your list with email verification API to verify email addresses for your business, so you don’t risk damaging your sender reputation. A high bounce rate can seriously harm your reputation with email providers, but regular list cleaning keeps your deliverability strong

6. Low Engagement and Spam Reports by Recipients: Recipient actions affect your deliverability. High bounce rates, low engagement, or frequent spam reports lower your trust score with providers.

• Solution: Encourage your recipients to engage by personalizing your content and asking them to whitelist your email address to reduce spam risks.

How to Get the Most Out of Salesforce’s Email Relay

To get the most out of the Email Relay feature in Salesforce, your System Administrator will need to do a few important things. Here’s a simple list of steps to follow:

1. Find the Email Relays Setup

• You should start by going to the “Email Relays” section in Salesforce. This is where you’ll make all the settings.

2. Set Up SMTP

• Turn on SMTP Authentication: This helps keep your emails secure.
• Enter the Host: This is the address of your email server.
• Add Username and Password: Use your email account details here.

3. Choose the Right Port

• Pick a Port: Port 587 is usually best for secure emails, while Port 25 can be used for non-secure ones.

4. Turn on TLS

• Enable TLS: This helps protect your emails by encrypting the data. You can set it to “Require TLS” to keep things safe.

5. Save Your Settings

• Once you’ve entered everything, save your changes to turn on Email Relay.

6. Test Your Emails

• After setting everything up, do a test to see if your emails are going where they should and do not end up in spam. Use the Test Deliverability feature in Salesforce for this.

7. Keep an Eye on Performance

• Regularly check your emails’ performance. Monitor your sender’s reputation and fix any issues if your emails fail.

By following these steps, you’ll help ensure that your Salesforce emails reach the right people and don’t get stuck in the spam folder. Setting up Email Relay properly can really boost your email deliverability!

Pro Tip: Try Email Warmup For Free:

If you’re new to sending large email volumes, consider using Email Warmup. With an email warm up tool, you can gradually build up your sending reputation so email providers see you as a trusted sender. There are many of the best email warm up tools available that can help. Slowly increasing your sending volume over time with email warm up is one of the most effective ways to avoid going to spam.

Bonus Tips to Avoid Emails Going to Spam

• Use an Email Deliverability Consultant: You could try handling all these technical steps yourself—risking potential mistakes and harming your business’s email reputation—or, as a business, schedule a free call with an email deliverability consultant who can ensure your emails are fully compliant and reach inboxes.

• Avoid Frequent Changes in Email Headers: Spam filters tend to flag emails with unusual or frequently changing headers. Try to maintain consistent headers to ensure smooth delivery through your Email Relay and prevent your messages from being flagged. It is also wise to check what does flagging an email do to avoid further problems down to road.

• Set Up DKIM, SPF, and DMARC Authentication: These email authentication protocols verify your emails, proving they’re from a legitimate source. Set these up to build trust with email providers and avoid the spam folder.

• Limit Attachments and Keep File Sizes Small: Large files or numerous attachments can be flagged as spam, so keep attachments minimal and file sizes small. When possible, include links to documents instead.

• Personalize Email Content: Adding personalized touches like the recipient’s name or tailoring content to their interests helps build trust and avoid looking spammy. Personalization signals that your email is relevant, reducing spam risks.

• Follow a Gradual Email Warmup Process: For new IP addresses, start by sending emails to a small audience and gradually increase the volume. Using the best email warm up tools can help maintain a positive sender reputation and ensure smooth delivery.

• Ask Users to Whitelist Your Email Address: Encourage recipients to add your email to their contact list or whitelist you. This simple step ensures future emails land in their inbox.

Conclusion: No More Salesforce Emails Going to Spam 

It might feel challenging to consistently land Salesforce emails in inboxes, but with the right steps, you can make it happen. Focusing on email warm up,  correct settings, and a strong sender reputation will improve deliverability. Refining your process and following these simple practices can make all the difference, ensuring your emails stay out of spam folders and reach the right people every time.

FAQs

1. How do I stop sales emails from going to spam?

To stop your sales emails from going to spam, make sure you have a clean and verified email list. Use an email verification API to check that the addresses are valid. Also, consider implementing email warmup techniques to gradually increase your sending volume, which can boost your sender reputation and help your emails land in inboxes.

2. How do I turn off email deliverability in Salesforce?

To turn off email deliverability in Salesforce, go to the “Deliverability” settings in Setup. From there, you can uncheck the options for “Activate Bounce Management” and “Enable compliance with standard email security mechanisms.” However, keep in mind that doing this might affect your email deliverability, so it’s best to consult with your team before making these changes.

3. How do I handle spam cases in Salesforce?

To handle spam cases in Salesforce, regularly monitor your email deliverability reports and identify any patterns of emails being marked as spam. You can also create custom reports to track these cases. Additionally, using email warmup can help improve your sender reputation and reduce the likelihood of your emails being flagged as spam in the future.

4. How do you resolve spam issues?

To resolve spam issues, start by cleaning your email list and ensuring all addresses are valid. Use an email verification API to filter out invalid or inactive addresses. You can also apply email warmup strategies to increase your email volume, gradually improving your sender reputation. Lastly, focus on creating clear, relevant content that avoids spammy words or phrases.