Using an .onmicrosoft.com Address? Microsoft Will Soon Restrict Your Emails

If your organization uses an onmicrosoft.com email address—the default domain assigned with every Microsoft 365 tenant—you’re about to face some important changes. Microsoft is introducing new restrictions on these domains to curb spam and abuse.

What’s Changing?

Microsoft will soon place limits on how organizations can use .onmicrosoft.com domains (also known as MOERA). These domains were originally meant for internal or temporary use, but many users continued using them for everyday communication. Unfortunately, spammers also took advantage of this loophole, making it harder for Microsoft to control abuse.

Starting December 1, 2025, organizations using .onmicrosoft.com domains will be limited to sending emails to 100 external recipients within a 24-hour period. Emails to people inside your own organization are not affected.

If you go over this limit, your emails will bounce back, and you’ll receive a Non-Delivery Report (NDR) with the error code 550 5.7.236.

How Microsoft Will Roll This Out

The restrictions won’t apply to everyone at once. Microsoft is introducing them in phases:

• December 1, 2025 – Organizations with fewer than 3 accounts (seats).

• January 7, 2026 – Organizations with up to 10 accounts.

• February 2, 2026 – Organizations with up to 50 accounts.

• By June 1, 2026 – Organizations with more than 10,000 accounts.

Microsoft will notify organizations one month before the change affects them.

Why This Matters

• Spammers abuse .onmicrosoft.com addresses to send bulk messages. By limiting their use, Microsoft is protecting email reputation.

• These domains don’t look professional and can reduce trust from clients or partners.

• If your company uses .onmicrosoft.com as the primary email domain, switching to a custom domain will mean updating credentials, apps, and even informing external contacts.

What You Should Do

To avoid interruptions, Microsoft recommends that organizations:

• Purchase and set up a custom domain (e.g., yourcompany.com).

• Change the default domain in the Microsoft 365 admin center.

• Update all mailbox addresses to use the new domain.

• Adjust device settings and connected apps.

• Inform partners, customers, and stakeholders about the change.

Other Email Sending Limits You Should Know

This isn’t the only change Microsoft is introducing. The company is also rolling out broader email sending limits across all domains, not just .onmicrosoft.com.

• Tenant External Recipient Rate Limits (TERRL): These set maximum limits for how many external recipients a tenant can send emails to per day. Trial tenants are capped at 5,000 external recipients per day, while licensed tenants have higher thresholds based on the number of purchased licenses.

• Per-Mailbox External Recipient Limits (ERR): Coming in April 2026, each mailbox will be limited to around 2,000 external recipients per day.

• If your tenant or mailbox hits these thresholds, emails will stop sending and bounce back with an error.

In Summary

• .onmicrosoft.com domains will soon be restricted to 100 external recipients per day.

• Rollout begins in December 2025 and will gradually apply to all organizations by mid-2026.

• Custom domains are the best long-term solution for branding, deliverability, and avoiding restrictions.

• Microsoft is also enforcing new limits across all tenants, so understanding these changes now will help avoid disruptions later.

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Final Thoughts

These changes highlight a larger shift: Microsoft wants organizations to move away from temporary .onmicrosoft.com addresses and adopt professional, branded domains. Making the switch sooner rather than later will not only protect your email reputation but also ensure your business communications continue without disruption.

Achieve Superior Inbox Placement with TestMailScore (TMS)

In the digital marketing world, sending an email is easy—but ensuring it lands in your recipient’s inbox is an entirely different challenge. Whether you’re running a targeted campaign, nurturing customer relationships, or building your brand presence, email deliverability plays a critical role in your success. Unfortunately, the path to a perfect inbox placement is not always straightforward.

Spam filters keep evolving, email service providers (ESPs) have varying rules, and sometimes, even well-crafted content can trigger red flags. This is where TestMailScore (TMS) comes in—offering unparalleled accuracy, AI-powered analysis, and actionable insights to give your emails the best chance of reaching the inbox.

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Why Email Deliverability Matters More Than Ever

Picture this: You’ve spent hours designing a campaign, writing compelling copy, and segmenting your audience. You hit “Send,” expecting engagement, but instead, your email lands in the spam folder—where it’s as good as invisible.

Deliverability is more than just avoiding spam—it’s about ensuring your message is actually read. Every missed inbox is a missed opportunity to connect with your audience, build trust, and generate ROI.

Poor deliverability can harm:

• Marketing Goals – Lower open and click-through rates mean wasted resources.

• Customer Relationships – When important updates don’t arrive, trust erodes.

• Brand Reputation – Frequent spam folder appearances damage credibility.

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How TMS Helps You Achieve Inbox Success

1. AI-Driven Analysis for Maximum Accuracy
TMS uses an advanced AI engine to thoroughly assess your emails before you send them. This technology identifies potential spam triggers across all major email providers with unmatched precision. Instead of guessing, you get a clear, data-backed picture of your email’s readiness.

2. Detailed & Actionable Reports
Forget vague “pass/fail” scores. With TMS, you receive a comprehensive breakdown that pinpoints what’s working well and what’s holding you back. Whether it’s your subject line, body content, links, or authentication records, the report shows exactly where improvements can be made.

3. Tailored Recommendations for Your Campaign
Not all deliverability issues are created equal. TMS provides personalized suggestions based on your content, sender reputation, and target audience. This ensures that the advice you get is not only relevant but also highly effective for your specific situation.

4. Seamless User Experience
One of the best things about TMS is how easy it is to use:

• No sign-up required – Test your emails instantly without commitments.

• Simple interface – Upload your email or paste your content, and get results in seconds.

• Unlimited testing – Use the free plan to test as often as needed.

• Integration-friendly – Add TMS into your existing workflow to save time and effort.

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Benefits That Go Beyond the Score

Using TMS isn’t just about avoiding spam—it’s about unlocking the full potential of your email marketing.

• Enhance ROI – Higher inbox placement means more eyes on your message, leading to better engagement and conversions.

• Build Trust – Consistent, reliable delivery reassures subscribers that they can count on your brand.

• Boost Productivity – With clear insights and quick results, you spend less time troubleshooting and more time creating impactful campaigns.

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Real-World Impact: From Guesswork to Precision

Marketers who switch to TMS often notice a significant difference in just a few tests. What used to be trial-and-error becomes a structured, data-driven process. Instead of sending emails and hoping for the best, you can send them knowing they’ve been vetted for maximum deliverability.

With the AI continuously learning from millions of tests, your reports get smarter over time—helping you stay ahead of evolving spam filters and industry changes.

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Don’t Leave Email Deliverability to Chance

Your email campaign’s success shouldn’t be determined by luck. Whether you’re a small business owner sending newsletters or a large enterprise running complex campaigns, inbox placement is too important to ignore.

With TestMailScore, you get:
✅ Accurate spam trigger detection
✅ Clear, actionable insights
✅ Easy, free, and unlimited testing
✅ Integration into your existing workflow

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Final Thought:
In today’s competitive digital space, every email counts. By leveraging AI-powered analysis and in-depth reporting from TMS, you can ensure that your messages not only get delivered but also get read—helping you achieve your marketing goals, nurture customer relationships, and build long-term brand trust.

You can try testmailscore.com for free today and get an in-depth report on your email’s deliverability.

10 Essential Things Every New Email Marketer Should Understand

Starting out in email marketing can feel a bit like being handed the controls of an airplane after only reading the manual. Sure, you know the basics, but without practical guidance, things can go wrong fast. Email is still one of the most cost-effective channels for building relationships, boosting sales, and growing a brand — but only if done right.

Here are 10 key things every beginner email marketer needs to understand and follow:

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1. Build a Quality List — Never Buy One

Your list is the backbone of your email marketing. A high-quality list contains people who want to hear from you. Buying lists might seem like a shortcut, but it leads to high spam complaints, poor engagement, and potential legal trouble. Instead, focus on organic methods like signup forms, lead magnets, or exclusive offers.

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2. Understand Your Audience’s Needs

Before hitting “send,” you need to know who you’re talking to. What do they want? What challenges do they face? The more you understand your audience, the more relevant your emails will be. Use surveys, analytics, and previous interactions to tailor your content.

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3. Personalization Is More Than Just a Name

Adding someone’s name in the subject line is nice, but personalization goes beyond that. Segment your audience by interests, purchase history, or engagement level. Send content that matches their journey, not just a one-size-fits-all newsletter.

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4. Craft Strong Subject Lines

Your subject line is the door to your email. If it doesn’t spark curiosity or value, people won’t open it. Keep it short, clear, and compelling. Avoid spammy words like “Free!!!” or “Act Now!!!” as they can trigger filters.

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5. Keep It Mobile-Friendly

Over half of all emails are opened on mobile devices. If your email looks messy or unreadable on a phone, you’re losing potential customers. Use responsive templates, concise text, and clear CTAs that are easy to tap.

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6. Test Before You Send

Typos, broken links, or incorrect personalization tags can make your email look unprofessional. Always send a test email to yourself and team members to check formatting, grammar, and links. Tools like testmailscore.com can also check your spam score before sending.

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7. Don’t Overwhelm Your Subscribers

Email fatigue is real. Sending too often can annoy people, while sending too rarely can make them forget you. Find a balanced schedule and be consistent. Quality always beats quantity.

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8. Follow Legal Compliance

Understand and follow regulations like GDPR, CAN-SPAM, and other regional laws. Always include an unsubscribe link, provide a physical address, and only send emails to people who have given consent.

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9. Track and Measure Performance

Don’t just send and forget. Track open rates, click-through rates, conversions, and unsubscribe rates. This data helps you see what’s working and where you can improve. Use A/B testing to experiment with subject lines, content, and send times.

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10. Focus on Deliverability

Even the best email is useless if it never reaches the inbox. Keep your sender reputation high by using a verified domain, avoiding spammy language, and regularly cleaning inactive contacts from your list. Tools like testmailscore.com can give you an advanced breakdown of your deliverability and spam risk.

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Final Thoughts

Email marketing success isn’t about sending the most emails — it’s about sending the right emails to the right people at the right time. If you start with a clean list, personalize your approach, test before sending, and keep an eye on your performance, you’ll be far ahead of many beginners.

And remember:
Add testmailscore.com for checking the spam score of your email.
This tool is completely free to use and provides advanced insights into your email campaigns so you can improve deliverability and engagement.

13 Common Mistakes That Hurt Your Email Marketing (And How to Fix Them)

Email marketing is still one of the most powerful tools to reach your audience—when done right. But many marketers unknowingly sabotage their campaigns by making simple yet costly mistakes. A recent study by Digital Silk reveals 13 common errors that can seriously impact your engagement, conversions, and even your brand reputation.

Let’s walk through these mistakes—and how to avoid them—so your next campaign performs better than ever.

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1. Sending the Same Email to Everyone

Your audience is not a monolith. What works for a first-time visitor won’t resonate with a loyal customer. If you’re blasting one generic message to everyone, you’re missing out.

Fix it: Segment your email list by behavior, purchase history, or engagement level. Send tailored messages that actually mean something to each group.

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2. Skipping Personalization

A simple “Hi John” instead of “Dear Customer” can go a long way. And it’s not just about names—personalization includes tailored product suggestions, content, and timing.

Why it matters: 88% of marketers say personalization improves sales, and 44% say the impact is significant.

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3. Emailing Too Often (Or Not Enough)

If your emails feel like spam, people will tune out—or worse, unsubscribe. On the flip side, if they barely hear from you, they’ll forget who you are.

Tip: Find a consistent, data-backed rhythm. And never bombard subscribers with the same promotion over and over. It’s one of the top reasons why 57% of consumers switch to a competitor.

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4. Over-Promoting Instead of Adding Value

Sure, selling is the goal. But constant self-promotion without value is a fast track to the trash folder.

Insight: 53% of consumers find personalized product recommendations (based on past purchases) more useful than random generic promos.

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5. Ignoring Your Email Analytics

Are you tracking opens, clicks, and post-open engagement? If not, you're flying blind.

Average benchmarks in North America:

• Open rate: 45.3%

• Click-through: 4.77%

• Engagement after open: 10.53%

These numbers help you spot what's working—and what needs work.

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6. Using Weak or Misleading Subject Lines

Your subject line is your first impression. If it doesn’t grab attention or misrepresents the content, don’t expect a click.

Stat to know: 43% of readers open emails based on the subject line alone. Make it relevant, honest, and intriguing.

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7. Forgetting Mobile Users

More than 61.5% of all internet traffic now comes from mobile devices. If your email looks clunky on a phone, you’ve lost half your audience.

Fix it: Use mobile-responsive designs and test how your email looks across devices before sending.

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8. Not Including a Clear Call to Action (CTA)

You’ve got their attention—now what? If you don’t clearly tell readers what to do next, they probably won’t do anything.

Be specific: Whether it’s “Shop Now,” “Read the Full Story,” or “Claim Your Offer,” your CTA should be visible and actionable.

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9. Relying on Generic Templates

We get it—templates save time. But if your emails feel cold or cookie-cutter, your audience will notice.

Reality check: 64% of consumers are more likely to open emails from brands they recognize—and that familiarity only builds when your emails reflect your unique voice and visuals.

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10. Making Opt-In Too Complicated

People won’t fill out a 10-field form just to get your newsletter. The same goes for vague promises or confusing value offers.

Keep it simple: A name and email are usually enough. Clearly state what they’ll get and why it’s worth it.

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11. Hiding the Unsubscribe Button

Tricky unsubscribe processes don’t reduce churn—they increase frustration. Worse, they might get you flagged as spam.

Best practice: Make it easy and quick. A one-click unsubscribe keeps your reputation intact.

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12. Neglecting Your Email List Hygiene

If you’re emailing people who haven’t opened a message in six months, you’re hurting your deliverability—and wasting resources.

Clean it up: Regularly remove or re-engage inactive subscribers to keep your list healthy and responsive.

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13. Disregarding Privacy Laws

Privacy regulations aren’t optional. Laws like GDPR and CAN-SPAM require clear consent, transparent data handling, and easy opt-outs.

Stay compliant: Make sure your email practices follow the rules, especially if you’re collecting user data or marketing internationally.

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Bonus Tip: Check Your Spam Score Before Sending

You’ve crafted the perfect email—but will it land in the inbox or the spam folder?

Use TestMailScore.com to check your spam score before hitting send. It’s a free tool that gives you deep insights into how email providers perceive your message—plus suggestions on how to fix issues. This one step can save your whole campaign.

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Final Thoughts

Email marketing can be incredibly effective—but only if you avoid these all-too-common mistakes. Keep your audience in mind, respect their inbox, and use the right tools and insights to guide your strategy.

The difference between a good email and a great one? Thoughtfulness, testing, and the willingness to evolve.

How Artificial Intelligence and AMP Are Redefining the Future of Email Marketing

Email marketing isn’t dying — it’s evolving. Every time you think inbox strategies have peaked, a new innovation arrives to raise the bar. If you’re still relying on static HTML emails and batch-and-blast strategies, it’s time for a serious upgrade.

Future-proofing your email marketing means preparing for what’s next: better inbox trust, richer experiences, and smarter targeting. The good news? Three technologies are already shaping this future — BIMI, AMP for Email, and AI.

Let’s break down what these are, why they matter, and how you can start using them.

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1. Build Trust and Visual Identity with BIMI

BIMI (Brand Indicators for Message Identification) is like the blue tick for your emails. It allows brands to display their official logo next to their emails in supporting inboxes (like Gmail and Yahoo), but only after passing key authentication protocols like SPF, DKIM, and DMARC.

Why It Matters:

• Instant trust: A verified logo increases recognition and reduces the chances of your email being seen as spam or phishing.

• Better deliverability: Since BIMI requires a strong authentication setup, your emails are more likely to land in the inbox.

• Brand visibility: Think of your logo showing right in the inbox — even before someone opens the email.

How to Get Started:

1. Set up SPF, DKIM, and DMARC with a policy of “quarantine” or “reject.”

2. Create and host your SVG logo.

3. Get a Verified Mark Certificate (VMC) from a certificate authority.

4. Publish a BIMI record in your DNS.

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2. Create Interactive Experiences with AMP for Email

Let’s face it — traditional emails are static. They might look nice, but users have to click out of their inbox to take any action.

AMP for Email changes that. It lets you add dynamic content like carousels, accordions, forms, and live data directly inside the email. Think of it like a mini web app, but in the inbox.

Why It Matters:

• Higher engagement: Users can book a meeting, RSVP to an event, or even shop without leaving the email.

• Real-time updates: Content can update after the email is sent — useful for inventory, prices, or availability.

• Reduced friction: Fewer clicks mean more conversions.

How to Get Started:

• Sign up with Gmail or other providers that support AMP.

• Create AMP HTML emails alongside your regular HTML fallback.

• Validate and test your AMP content using tools like the AMP Playground.

Note: You’ll also need to get whitelisted by Gmail to start sending AMP emails.

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3. Personalize and Optimize with AI

AI isn’t just hype anymore. It’s quietly becoming the secret sauce behind high-performing email campaigns.

Whether it’s through predictive analytics, natural language generation, or AI-powered segmentation, this tech allows marketers to do more with less guesswork.

How AI Helps:

• Smarter segmentation: Predict who’s likely to open, click, or buy — and tailor content accordingly.

• Subject line optimization: Tools like Phrasee or Jasper use AI to generate high-converting subject lines.

• Send-time optimization: AI can determine the perfect time to send emails to each user based on their habits.

• Automated content: From writing emails to curating product recommendations, AI saves hours of manual work.

How to Get Started:

• Integrate AI-powered features in your ESP (many already offer them).

• Use AI tools to A/B test subject lines, CTA placements, and layouts.

• Analyze past campaigns to train smarter future automation.

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Final Thoughts: Embrace the Change

Email marketing is no longer just about writing a good copy and hitting "send." The future lies in trust, interactivity, and intelligence.

BIMI ensures your email looks trustworthy.
AMP makes your email feel interactive.
AI makes your email work smarter.

By implementing these tools now, you won’t just keep up — you’ll lead.

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Bonus Tip: Check Your Email Spam Score Before Sending

Even the most futuristic emails won’t work if they land in spam. That’s where TestMailScore.com comes in. It's a completely free tool that gives you an advanced spam score report, helping you fix issues like blacklists, broken headers, authentication problems, and more.

Before hitting send, test your email there to make sure it lands in the inbox — not the junk folder.

How Small Steel Trading Companies Can Use Email Marketing to Stay Top of Mind and Win New Business

In today’s fast-moving business world, especially in industries like steel trading where competition is tough and customer loyalty is easily lost, staying visible to your customers is critical. For small steel trading companies, this can be a challenge. Often, you don’t have large marketing budgets or dedicated teams like big corporations. But there is one powerful, cost-effective tool you can use to boost sales and maintain relationships: email marketing.

Whether you're trying to bring back customers who haven’t placed an order in a while or reach out to new leads, email marketing can help you stay top of mind, drive repeat purchases, and grow your business sustainably.

Why Customers “Forget” About You

It’s a common scenario in B2B industries: a customer places a few orders, seems happy, and then suddenly disappears. In many cases, they haven’t had a bad experience—they just moved on to other suppliers or simply forgot about you.

Why does this happen?

• Lack of ongoing communication: If you only speak to a customer when they order, you risk being forgotten.

• No reminder of your value: Out of sight is often out of mind, especially when buyers juggle multiple vendors.

• No visibility of new offerings: Customers might not know you’ve added new products or services unless you tell them.

This is where email marketing comes in.

The Power of Email Marketing for Small Businesses

You don’t need a huge budget or sophisticated tools to get started. With a simple strategy and a well-maintained list of emails, you can:

• Nurture potential leads by introducing your company, your values, and your product range.

• Re-engage dormant clients by reminding them of the quality and reliability you offer.

• Promote special deals to encourage ordering during slower periods.

• Showcase your expertise to build trust and long-term relationships.

Let’s look at how to make this work for your steel trading business.

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Step 1: Build and Segment Your Email List

Before sending any emails, you need to organize your audience. You likely already have a list of customers and contacts. Break this list into two primary segments:

1. Potential new customers: Leads collected from industry expos, referrals, website inquiries, or networking.

2. Dormant existing customers: Clients who haven’t purchased from you in over a year.

Segmenting your email list allows you to tailor messages to each group more effectively.

💡 Tip: Always ask for permission before emailing someone. Use opt-in forms on your website or confirm by phone if needed.

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Step 2: Craft the Right Messages

For Potential Customers:

Your goal is to introduce your business, show credibility, and spark interest. A good first email might include:

• A short introduction to your company

• What products or services you specialize in

• Why customers choose you (reliability, pricing, delivery speed, etc.)

• A call-to-action (e.g., “Get a quote,” “Call us for pricing,” “View our product catalog”)

Follow-up emails can include:

• Customer testimonials or case studies

• Industry news and how your products fit into current trends

• Limited-time offers or discounts

For Dormant Customers:

These contacts already know you but haven’t ordered in a while. Your approach should be friendly and focused on re-establishing a connection.

Email ideas include:

• “We’ve missed you!” message with a gentle reminder of your past work together

• New product announcements or stock availability

• Loyalty rewards or special discounts for returning customers

• A simple “Let’s reconnect” email offering a phone call or meeting

Keep the tone warm, professional, and helpful.

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Step 3: Choose the Right Email Tools

There are many affordable email marketing platforms like Mailchimp, Brevo (formerly Sendinblue), Moosend, or MailerLite that offer easy-to-use templates, automation, and analytics.

Features to look for:

• Ability to schedule campaigns

• Templates for newsletters and promotions

• List segmentation and tagging

• Basic analytics (open rates, click-throughs)

You don’t need the fanciest software. Choose something simple and reliable that suits your team’s comfort level.

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Step 4: Timing and Frequency

Avoid overloading your contacts with daily emails. For most steel trading businesses, a monthly or bi-monthly email is ideal. For re-engagement campaigns, you might consider a short series of 2–3 emails spaced over a few weeks.

Best practices:

• Don’t email just for the sake of it. Each email should offer value.

• Test different days/times to see what works best (Tuesdays and Thursdays often perform well).

• Avoid long emails—get to the point quickly and clearly.

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Step 5: Track and Improve

Once you send a few campaigns, study the results:

• Open Rate: Are your subject lines grabbing attention?

• Click Rate: Are people clicking on your product links or quote request buttons?

• Unsubscribe Rate: Are you emailing too frequently or sending irrelevant content?

Use these insights to fine-tune your subject lines, content, and frequency.

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What Should You Include in Your Emails?

Here are some content ideas tailored to your industry:

• Stock updates (e.g., “Fresh consignment of Mild Steel Coils now available”)

• Case studies (e.g., “How we helped a construction firm reduce procurement delays by 30%”)

• Industry insights (e.g., “What rising raw material costs mean for steel buyers”)

• Special offers (e.g., “Order in July and get 5% off on structural steel”)

• Company news (e.g., “We’ve expanded our warehouse capacity”)

Visuals help too—photos of your inventory, delivery trucks, staff at work, or even satisfied customers add a human touch.

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Final Thoughts

For small steel trading companies, email marketing is not just a sales tool—it’s a relationship builder. By staying in touch, sharing relevant information, and being present in your customer’s inbox, you make it easier for them to remember you when the next need arises.

You don’t need to be loud. You just need to be there—consistently, clearly, and professionally.

So if you’ve been waiting to “find time” to start email marketing, the time is now. Build that list, draft your first message, and press send. Your future customers are just a few clicks away.

Mastering the Email Blast: How to Reach Your Audience Without Getting Blacklisted

Email is still one of the most powerful tools for communicating with customers. But if you’ve ever sent out a bulk email only to find many of them bounce back or get flagged as spam, you know how frustrating that power can be when misused. It only takes one blacklist to derail your outreach efforts.

Sure, you could try emailing people one by one or hope they check your website or social media—but let’s be honest: that’s time-consuming and often ineffective. If your emails aren’t landing where they should, your message is getting lost.

Why Emails Get Blocked — And Why It Matters

When your messages are flagged as spam or land in the "Promotions" tab, it’s not just an inconvenience — it’s a major roadblock to reaching your audience. With laws like the CAN-SPAM Act in place and increasingly strict filters from Gmail, Outlook, and others, your emails must strike the right balance between engaging and compliant.

That’s where email best practices come in — helping you increase open rates, drive clicks, and avoid the dreaded blacklist.

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Step One: Know Your Audience and Purpose

Before writing a single word, get clear on two things:

• Who are you talking to?

• What do you want them to do?

Kayc Ullrich from Yuit Communications puts it simply: “If you don’t know what you’re trying to say or who you’re saying it to, your email won’t connect.”

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Understand the Reader’s Email Experience

Your recipients don’t live in a vacuum. Their reaction to your email is shaped by four major factors:

1. The Law – The CAN-SPAM Act requires every email to include a physical address and an unsubscribe link. Failing to comply can land you in hot water (and possibly on a blacklist).

2. Email Overload – People are drowning in emails. Inboxes are more crowded than ever, and your message has to stand out to get noticed.

3. Mobile Reading – Most users now check emails on their phones. If your message isn’t mobile-friendly, you’ll lose readers fast.

4. Email Filters – Clients like Gmail automatically sort and hide emails in promotions or spam tabs. Microsoft Outlook, for example, blocks images by default. Long messages get clipped. If you’re not testing for this, your email might never be seen.

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Writing Emails That Actually Work

Let’s break down how to write emails that are engaging, legal, and likely to be opened.

✅ Subject Lines That Spark Curiosity

• Make it short and direct.

• Avoid spammy terms like "Free!" or "Cash Bonus."

• Keep the first 40 characters sharp and informative.

Your subject line and preview text are your first impression. If it doesn’t grab attention in under 3 seconds, it’s probably getting ignored.

✅ Sender Info That Builds Trust

Use your organization’s name in the sender field. If you’re using tools like MailChimp, you can split the name into two fields. Avoid using random team members’ names — your audience may not recognize them, and it might trigger spam filters.

✅ Message Body That Delivers Value

• Make it scannable with bullet points and subheadings.

• Use short sentences and simple words.

• Put the most important info at the top.

• Avoid using big images or attachments — they often don’t display correctly.

Want to go deeper without overwhelming readers? Use links. Direct them to a landing page or blog post with the full content.

Pro Tip: Want to check your email's spam score before sending it out? Use TestMailScore.com — a free and powerful tool that gives you an in-depth look at your email’s deliverability.

✅ Legal Footers That Don’t Get You Flagged

Every email needs a physical address and an unsubscribe link. Don’t hide it in tiny text — make it easy for people to find and act on.

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Test, Test, and Test Again

Before you hit “Send,” run tests:

• View it on different devices (mobile vs. desktop, light mode vs. dark mode).

• Use different email clients (Gmail, Yahoo, Outlook).

• Check how it displays across screen sizes and platforms.

Use test accounts and tools like TestMailScore.com to pre-check formatting, links, and potential spam triggers.

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Smart Sending Strategy

Not every email list is a good one. If someone hasn’t interacted with your brand in 3+ years, it’s time to remove them. Old or disengaged contacts can damage your sender reputation.

Segment your list based on audience types — customers, journalists, B2B — and tweak the message for each group. Personalized messages almost always perform better.

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Analyze Your Results

After sending, don’t just forget about the email. Track:

• Open rates

• Click-through rates

• Bounce rates

High bounces from a specific domain? You might be blacklisted. Visit Spamhaus to check your IP and domain reputation.

If open rates are low, ask yourself: Did my subject line work? Was my email valuable? A low open rate means your communication didn’t land—literally or figuratively.

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Final Thoughts

Email isn’t just about sending—it’s about delivering a message that actually gets seen, read, and acted upon. By combining smart strategy with the right tools, like TestMailScore.com, you can create powerful, compliant campaigns that grow your reach, not your spam score.

Email Spam: What It Is, How to Avoid It as a User, and Best Practices for Email Marketers

Email is a powerful communication tool. But when misused, it becomes a source of frustration—thanks to spam. We’ve all seen those annoying messages promising quick wealth, miracle pills, or shady deals. But spam emails aren’t just irritating; they can be dangerous. Whether you're a casual user or an email marketer, understanding spam is crucial to keeping your inbox (and reputation) clean.

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What is Email Spam?

Email spam refers to unsolicited bulk messages sent through email. These messages are often sent for advertising, phishing, or malicious intent. Spammers use email to reach thousands (even millions) of inboxes with little cost and effort. Unfortunately, this floods our inboxes with irrelevant or harmful content.

But spam isn’t limited to scams. Sometimes, legitimate businesses unknowingly send spammy emails due to poor practices. That’s where things get tricky—because what seems like a harmless newsletter to you might look like spam to someone else (or worse, to spam filters).

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For Users: How to Avoid Email Spam

If you're a regular email user, spam can clutter your inbox and expose you to threats like malware or phishing attacks. Here’s how you can protect yourself:

1. Be Mindful Where You Share Your Email

Don’t post your email publicly on forums or websites. Spambots crawl the web to collect email addresses. Use a secondary email for sign-ups or newsletters.

2. Use Spam Filters

Most modern email providers (like Gmail, Outlook, Yahoo) have built-in spam filters. These automatically push suspicious emails into a spam folder. Make sure it’s enabled.

3. Don’t Interact with Suspicious Emails

Never click links or download attachments from unknown senders. Just opening these emails can sometimes signal to spammers that your email is active.

4. Unsubscribe from Unwanted Newsletters

Instead of deleting promotional emails every day, use the unsubscribe link at the bottom (if it’s a legitimate sender). This helps reduce inbox clutter.

5. Report Spam

Reporting spam helps email providers improve their filters. If enough users report a sender, future emails will likely get blocked automatically.

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For Email Marketers: How to Stay Out of the Spam Folder

Sending emails that go directly to spam is a nightmare for marketers. It ruins deliverability, harms your sender reputation, and affects business outcomes. Here’s how you can avoid that fate:

1. Get Permission (Always!)

Never buy email lists. Always use double opt-in methods to confirm that subscribers genuinely want your emails. Consent-based marketing is not just ethical—it performs better.

2. Avoid Spammy Language

Certain phrases trigger spam filters—like “Buy now!”, “Free gift”, “Act fast”, or “Guaranteed income.” Be professional, and write like you’re talking to a human.

3. Authenticate Your Emails

Use SPF, DKIM, and DMARC records to authenticate your emails. These security settings help mail servers verify that you’re the rightful sender, reducing the chances of your emails being marked as spam.

4. Monitor Engagement

If subscribers aren’t opening your emails, it’s a red flag. Internet service providers (ISPs) track engagement to judge your sender reputation. Regularly clean your list to remove inactive users.

5. Use a Reputable Email Service Provider (ESP)

Platforms like Mailchimp, Brevo, or ConvertKit follow industry standards and offer tools to improve your deliverability.

6. Test Before You Send

Before launching a campaign, run tests to see how your email scores in terms of spam risk.

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How to Check If Your Email Will Land in Spam

A great way to test your email’s spam score is by using TestMailScore.com. It’s a completely free tool that analyzes your email for:

• Authentication records (SPF, DKIM, DMARC)

• Blacklist status

• Spammy content

• HTML/CSS errors

• And much more

You simply send a test email to the address they provide, and within seconds, you’ll get a detailed report. This can help you identify issues before hitting send.

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Conclusion

Email spam is a shared problem—users want clean inboxes, and marketers want better deliverability. Understanding what causes spam, how to avoid it, and how to test your emails for potential red flags can significantly improve your email experience, no matter which side you're on.

Whether you're protecting your inbox or sending your next campaign, don’t leave it to chance. Always test before you send.

🔍 Check your email score now at TestMailScore.com — it’s free, fast, and insightful!

IMAP Protocol Explained: History, Usage, Advantages, and Disadvantages

When setting up your email on a new phone or switching between devices, you’ve probably seen options like IMAP or POP3. While they may seem technical, understanding the difference can improve how you manage your inbox every day. In this blog, we’re going to focus on IMAP — the Internet Message Access Protocol — and explore its history, how it works, its advantages, disadvantages, and how it compares with POP.

We’ll also show you how to test whether your emails are likely to end up in a spam folder using a completely free tool.

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📜 A Brief History of IMAP

IMAP was developed in 1986 at Stanford University by Mark Crispin. Back then, the most common email protocol was POP (Post Office Protocol), which worked by downloading emails and then deleting them from the server. That meant if you checked your email on your office computer, it wouldn't show up on your phone.

IMAP solved that issue by keeping the email on the server and syncing your actions across all devices. The most used version today is IMAP4rev1, standardized in 2003 (RFC 3501), which is still the core of most modern email systems.

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💡 How Does IMAP Work?

Unlike POP, which stores emails locally, IMAP keeps them on the server. Every time you open your inbox, your email client fetches the latest state from the server. Whether you mark an email as read, delete it, or move it to a folder — it reflects across all your devices in real-time.

This makes IMAP perfect for modern-day users who check email on laptops, smartphones, and tablets interchangeably.

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✅ Advantages of IMAP

• Access from Multiple Devices
  You can check your email from any device, and everything stays synced.

• Server-Based Storage
  Emails remain on the server until you decide to delete them, which helps protect against local data loss.

• Folder Management
  IMAP supports creating and managing folders on the server for better organization.

• Real-Time Updates
  New emails appear instantly through “push” notification systems supported by many email clients.

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❌ Disadvantages of IMAP

• Limited Storage
  Since messages are stored on the server, you may run into storage limits, especially if you don’t regularly delete old emails.

• Internet Required
  IMAP requires a stable internet connection to fetch and sync data. Offline access is limited unless your email client supports local caching.

• Security Considerations
  Storing messages on remote servers introduces risk if proper security measures like SSL/TLS aren’t used.

• More Complex Configuration
  Some advanced IMAP setups (especially with custom domains) can be slightly more technical to configure.

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📬 IMAP vs POP: A Quick Comparison

• Sync Across Devices

  • IMAP: Yes – emails and actions sync across all devices

  • POP: No – emails are downloaded to one device only

• Storage Location

  • IMAP: Emails remain on the server

  • POP: Emails are downloaded and stored locally

• Folder Support

  • IMAP: Supports organizing emails into folders

  • POP: Doesn’t support server-side folders

• Offline Access

  • IMAP: Limited offline access unless cached

  • POP: Full offline access

• Best Use Case

  • IMAP: Great for accessing email from multiple devices

  • POP: Good for single-device users or limited internet environments

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🛡️ Final Thoughts

In today’s always-connected world, IMAP is the email protocol of choice for most users. Whether you’re managing work emails or personal messages, IMAP ensures your inbox stays in sync across all platforms. Although it requires more server storage and depends on an internet connection, the benefits far outweigh the drawbacks for most people.

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📊 Bonus: Test Your Email Before You Send

Even if you understand how your email is delivered, you also want to make sure it’s not landing in spam.

That’s where TestMailScore.com comes in. This free tool allows you to:

• Check your email's spam score

• Validate SPF, DKIM, and DMARC records

• Review formatting issues

• Ensure your domain isn’t blacklisted

Just send a test email, and get a full spam report within seconds — no account needed. It's a must-have tool for marketers, freelancers, and businesses sending emails to customers.

POP3 Protocol Explained: History, Usage, Advantages, and Disadvantages

What is POP3 Protocol?

POP3 stands for Post Office Protocol version 3. It is one of the oldest and most widely used email protocols that allows users to retrieve emails from a remote server to their local device. Once the email is downloaded, it is typically deleted from the server (although modern clients may offer to leave a copy).

POP3 was designed with the idea that users would connect to their mail server, download all the emails, and then disconnect. This made it ideal for dial-up connections or limited internet access back in the early days of the internet.

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History of POP3

The original Post Office Protocol (POP1) was developed in 1984 by the Internet Engineering Task Force (IETF) to enable simple mail access. It was followed by POP2 in 1985 with minor improvements.

The version we use today, POP3, was defined in RFC 1081 (1988) and later updated in RFC 1939 (1996). Over the years, it became a standard due to its simplicity and reliability.

Despite its age, POP3 is still supported by most mail servers and email clients, including Outlook, Thunderbird, and Apple Mail.

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How POP3 Works

Here's a basic workflow of how POP3 functions:

1. You open your email client (like Outlook).

2. It connects to your email server using POP3 (typically port 110 or 995 for SSL).

3. The client downloads all your new messages from the server.

4. The messages are stored locally, and by default, they are deleted from the server.

5. You can then read, reply, or manage your emails offline.

It’s a one-way communication, from the server to your device.

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Usage of POP3

POP3 is used in:

• Personal email setups where internet access is limited or expensive.

• Backup email clients where storing mail offline is preferred.

• Cases where you need simple email access without synchronization across devices.

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Advantages of POP3

Here are some reasons why POP3 is still in use:

1. Offline Access: Once downloaded, emails can be accessed without an internet connection.

2. Less Server Storage: Since emails are removed from the server, it saves server space.

3. Speed: Downloaded messages open instantly as they are stored locally.

4. Simplicity: Easy to implement and configure.

5. Privacy: Your emails are on your local device only.

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Disadvantages of POP3

Despite its benefits, POP3 comes with several limitations:

1. No Sync Across Devices: POP3 doesn’t support syncing, so reading an email on your phone won’t mark it read on your computer.

2. Emails Can Be Lost: If your device crashes and you haven’t backed up, the emails are gone.

3. No Folder Support: You can’t organize emails into folders on the server like you can with IMAP.

4. Limited Functionality: No access to server-side search, flags, or labels.

5. Outdated for Modern Use: Doesn’t suit today’s multi-device, always-connected world.

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Is POP3 Still Relevant Today?

POP3 still holds relevance in specific contexts:

• Low-bandwidth or rural areas

• Legacy systems

• Users preferring local storage

• For archiving old accounts

However, most modern users and businesses prefer IMAP or cloud-based solutions like Gmail, Outlook 365, or Zoho Mail, which offer cross-device access and robust features.

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Final Thoughts

While POP3 is a veteran of the email world, its limitations make it less suitable for today’s always-connected, multi-device environments. However, it’s still a simple and effective protocol for basic needs or specific use cases.

If you are managing an email campaign or sending emails from your website or application, make sure your emails are not landing in spam folders. One way to ensure that is by checking your email’s spam score.

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✅ Pro Tip: Check Your Email Spam Score for Free

Use TestMailScore.com — a completely free tool to test your email's spam score. It provides:

• Detailed insights

• SpamAssassin analysis

• SPF, DKIM, and DMARC checks

• Suggestions to improve deliverability

Before sending out your next campaign, test your email to ensure it lands in the inbox, not in spam.

Gmail Unsubscribe Scam: Why Clicking "Unsubscribe" Might Be a Trap

Before you hit "unsubscribe" on that annoying email—pause. That one click might cost more than you think.

With our inboxes brimming over with promotional offers, survey requests, fake job alerts, and never-ending webinar invites, the unsubscribe link often feels like a beacon of relief. But cybersecurity experts caution that clicking it blindly can actually put your personal data at serious risk.

A recent report by The Wall Street Journal sheds light on this growing threat. What seems like a harmless action—opting out of unwanted emails—can serve as a beacon to cybercriminals, signaling that your email address is active and ready to be exploited.

What Is the Gmail Unsubscribe Scam?

Here’s how this clever scheme unfolds: Cybercriminals send mass emails that resemble ordinary marketing newsletters. Hidden within are unsubscribe links that don't actually remove you from a list. Instead, they perform a much more dangerous function.

By clicking that link, you might be redirected to a phishing page designed to harvest your personal data. Some pages will ask you to "confirm your subscription preferences" by entering login credentials, passwords, or other sensitive details. Others silently log your click as confirmation that your email is being monitored—making you a prime target for future attacks.

DNSFilter data cited by The Wall Street Journal revealed a sobering fact: approximately 1 in every 644 unsubscribe links leads to a malicious site.

Smarter Ways to Clean Up Your Inbox (Without Risk)

If you're tired of the clutter, you're not alone. But there are much safer strategies to keep your inbox under control:

1. Use the Native “Unsubscribe” Feature in Your Email App

Platforms like Gmail and Outlook often display a verified unsubscribe option at the top of promotional emails. These are backed by a system called “list-unsubscribe,” which communicates directly with legitimate senders—without redirecting you to external websites.

2. Mark Suspicious Emails as Spam

Instead of clicking a shady-looking unsubscribe button, mark the message as spam or junk. This action not only removes the message but also helps your email provider learn and block similar messages in the future.

3. Never Interact With Emails From Unknown Senders

If you don’t recognize the sender or if the message feels off, don’t click anything—not even the unsubscribe link. Just delete the message or report it as spam.

4. Use Privacy Tools Like "Hide My Email"

Services like Apple’s Hide My Email, or browser add-ons like DuckDuckGo’s Email Protection, allow you to create disposable email addresses. These tools act as a privacy buffer, keeping your real address safe from trackers and malicious campaigns.

5. Keep Your Email Client and Security Tools Updated

Hackers continuously evolve their tactics. To stay a step ahead, make sure you regularly update your email apps, browser extensions, antivirus software, and operating system. Updates often include patches for known vulnerabilities.

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Final Thoughts: Caution Over Convenience

While it might feel like you're just tidying up your inbox, clicking that unsubscribe link could do more harm than good. In today’s digital age, even the most innocent actions can have hidden consequences. Let your email platform do the heavy lifting—use its built-in tools to unsubscribe safely, and steer clear of anything suspicious.

Remember: When it comes to email security, it’s better to be overly cautious than to become another statistic.