What you need to know about the critical policy changes from Gmail and Microsoft!

Critical policy changes from Gmail and Microsoft will take effect on June 30, 2016 and this affects your email deliverability! You know, when you send an email you want to make sure it gets to the person or people you emailed. This is especially important when you publish your newsletter and send transactional emails to clients, customers and members of your membership sites.

It is important to take immediate action to ensure that emails continue to be delivered.

What are Gmail and Microsoft doing?

Gmail and Microsoft are following in the footsteps of Yahoo and AOL by adopting strict email deliverability policies (DMARC). Which in plain English means when you send an email using an email service provider, the email address which you have set up to be the “from” email (the email that receivers see as “who it came from”) cannot be from one of their domain names.

Why are they doing this?

They are doing this to stop people from sending spam email from an easily attainable email address. This is good news, less spam in your inbox and sending emails from a branded email address is better for you and your business in terms of deliverability, branding and building trust.

What are some of the email service providers this is impacting?

What are the domains names I should look out for in my email address?

  • @gmail.com
  • @hotmail.com
  • @live.com
  • @outlook.com
  • @msn.com
  • @yahoo.com
  • @aol.com

What does this apply to personal emails or where I view my emails?

This is only for businesses that use email marketing systems, autoresponders and shopping carts where they manually enter the email address that they want their newsletters and automated emails to come “from” in the settings.

Checking, sending and viewing emails in Gmail, Outlook etc, remains the same. Even if you have your branded business emails come through Gmail, or another system, where you manage your emails, that’s ok.

What if I ignore this?

If you don’t make any changes and you continue to send email from one of the above domain names your email will not be delivered. So you don’t have a choice. You can’t ignore this.

What do I do next?

Log into your email service provider, go to your settings and ensure that you are sending your newsletters and all transactional emails (receipts, membership instructions, welcome emails etc) are all sent from a branded email address from your domain name. Use your branded email address from your website, ie. coach@mycompany.com. If you don’t have one yet, buy a domain name and set up an email address, then go back and make these changes.

Is there more I can do to ensure my emails get delivered and are not marked as spam?

This will get a little techie, but stay with me.
We have to set up your hosting so that when emails are sent from your email service provider, from a specific email address and specific IP address that it is marked as valid, and not spam. We do this by setting up an SPF (Sender Policy Framework) record.

  1. Use your branded email address from your website, ie. coach@mycompany.com. If you don’t have one yet, buy a domain name and set up an email address.
  2. You will have to set up an SPF record. Every host is different so you will have to search for instructions. Google “SPF + your host name. If you need help doing this, we are happy to set this up for you. Contact us and mention your domain name here.

Before you send an email newsletter out on or after June 30th, 2016 be sure to implement the above.

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Comments

    • This is only for businesses that use email marketing systems, autoresponders and shopping carts where they manually enter the email address that they want their newsletters and automated emails to come “from”. So unless you use your personal email in your business systems, you are fine.

    • You are fine. It’s when you input your email address into another system like Aweber, 1shoppingcart etc. Many people were using Gmail, Yahoo, Hotmail accounts as their “send from” email address, making it seem like these emails were being sent by Google, Yahoo and Microsoft, giving them a bad name in the email marketing industry.

  1. First off all, Sandra, thank you for this great information!

    I now just want to clarify….

    If I have a branded domain name – hello@rebeccalutz.com , but I have set it up to be used with Google apps for work (which gives me all the perks of having a nice easy-to-use gmail messaging experience for my branded email), it sounds like what you are saying is that is just fine to use with email marketing systems in the “send from” field. It’s only email addresses that have the extension @gmail (etc) that will no longer work.

    Am I understanding this correctly? All Google apps for work users are just fine to use their branded email address with this app and have the ‘gmail experience’, they just can not use a non-branded email such as rebeccalutz@gmail.com because it is with their brand and not with the sender’s brand.

    Let me know! Thank you!

    • Yes you got it. It’s perfectly fine to manage your emails through Gmail, it’s setting a @gmail.com email address as the “from” on 3rd party systems that is the “no no”.

      Have a great day Rebecca!

  2. I paid for your course & that is about all I can afford for awhile. In a few weeks, I’ll be able to really focus in.

    What I’m wondering is if I need to pay for an e-mail. Or, can I use a e-mail through my internet provider (I currently have two on this site) and I’ve been wanting to delete one of them.

    I’m really only interested in blogging to help others with life. I don’t have a business; but do hope to monetize at some point in the future.

    I would appreciatee any input on this. Thank you.

    • Hi Denise,

      I’m not sure which course you are referring to.

      You will need to pay for a domain name and then create an email address with that domain name. Using an email address through your internet provider will cause problems with the systems I mentioned in this blog post as well as decrease trust and credibility with your readers. The reason why companies like Google, Microsoft and Yahoo have made these changes is because there were people committing fraud with free email accounts. If you do plan to monetize in the future now is the time begin to use a branded, paid for, email address.

      Sandra

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