Hey there, folks! Today, we’ve got some important news for all you Microsoft 365 & Google admins out there. You might want to grab a cup of coffee because we’re diving into the world of email authentication, spam, and some changes that could affect your email campaigns.

The Warning Shot

So, what’s the buzz? Well, Microsoft recently sent out a friendly reminder to Microsoft 365 email senders. In a nutshell, they’re saying, “Hey, you better authenticate your outbound emails!” And guess what? This nudge comes courtesy of Google latest announcement regarding their beefed-up anti-spam rules for bulk senders.

The Need for Email Authentication

The Microsoft Defender for Office 365 team had this to say: “By setting up email authentication for your domain, you can ensure that your messages are less likely to be rejected or marked as spam by email providers like Gmail, Yahoo, AOL, Outlook.com.” In other words, it’s like putting your stamp of authenticity on your emails, letting these email giants know that you mean business.

And why is this crucial, you ask? Well, especially when you’re sending out those massive email campaigns, authenticating your emails helps keep your messages from getting lost in the dreaded spam folder. Plus, it keeps your email reputation squeaky clean.

The Consequences of Ignoring the Rules

Now, here’s the not-so-fun part: if you choose to ignore these newly announced email authentication standards, you’re playing with fire. Your emails might get rejected or, worse, labeled as spam. Ouch.

Bulk Emailing with Microsoft 365? Think Again!

Microsoft has another nugget of wisdom to share – don’t use Microsoft 365 for bulk emailing! If you don’t stick to the sending limits, your emails might end up in email limbo or, as they call it, the “special high-risk delivery pools” within Exchange Online Protection (EOP). Not a great place to be.

So, what’s the alternative? If you want to send bulk emails, consider using your own on-premises email servers or, better yet, third-party mass mailing providers. They’ll help you keep things on the up-and-up when it comes to email-sending practices.

The Guidelines for Bulk Email Delivery

For those of you determined to deliver bulk emails through EOP, you better follow these outbound spam protection guidelines:

1. Don’t Go Overboard

Exercise some restraint and don’t go overboard with the sending rates or volume. Sending emails at a breakneck pace is a no-no, as is sending to a massive list of BCC recipients.

2. Subdomains Are Your Friends

Here’s an interesting tip: don’t use addresses in your primary email domain for bulk emails. Doing so could mess with the delivery of regular emails from your domain. Instead, create a custom subdomain just for your bulk emails.

3. The Magic of Email Authentication

Make sure those custom subdomains are set up with email authentication records in DNS. That means SPF, DKIM, and DMARC. It’s like putting extra locks on your front door to keep the bad guys out.

But wait, there’s a caveat: even if you follow these recommendations to the letter, it still doesn’t guarantee delivery. If your email gets rejected as bulk, Microsoft suggests you send it through on-premises or a third-party provider. Just to be safe.

Google Anti-Spam Crusade

Now, you might be wondering why Microsoft is sounding the alarm bells. Well, it’s all thanks to Google. Google recently announced some new anti-spam guidelines that are set to kick in on February 1st, 2024. So, what’s Google up to?

Google New Rules of Engagement

Starting next year, if you’re sending over 5,000 daily emails to Gmail users, Google is going to ask you to step up your email authentication game. You’ll need to implement SPF/DKIM and DMARC email authentication for your domains. It’s like Google way of saying, “Show us you’re legit.”

And there’s more: if you’re a bulk sender, you need to give Gmail recipients a one-click option to unsubscribe from commercial emails. Plus, you’ve got to be quick on your feet and address those unsubscription requests within two days. Google not playing around.

Keeping an Eye on Spam

Google not stopping there. They’re also keeping a close watch on spam thresholds. If they catch wind of abusive bulk senders, they’ll slap the “spam” label on their emails faster than you can say “unsubscribe.” All in the name of protecting Gmail users from unwanted and potentially harmful messages.

So, to sum it up, if you don’t meet Google requirements, your emails might not reach their intended destination, or they might just end up in the spam folder. Not exactly what you want when you’re trying to get your message across.

In the world of email, it’s all about playing by the rules and making sure your emails land where they should. So, Microsoft 365 admins, take heed, and get your email authentication game on point. And for everyone else, keep an eye on your inbox for those one-click unsubscribe options – they might just save you from a spammy email or two.