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How do I stop emails going to spam on HubSpot?



How do I stop emails going to spam on HubSpot?


I'm having the same problem, I've tried everything!  The first thing is to change your settings in gmail by clicking "gear" then click "settings", scroll down till you see the tab labeled as "filters". Click it. Then click "create filter...this will bring up a window with all sorts of options for filtering messages from specific people or based on keywords etc.. You can also set what happens when these messages arrive (forwarded message, mark as read/unread). Once this has been done, try sending an email again using hub spot mail. If this doesn't work there's still hope.

First off you may have some junk in your inbox like promotional emails, newsletters, spam mails etc so check the box next to those type of emails. This way they won't be filtered into your Spam folder but instead get forwarded to your Primary Inbox. Next open up your account at https://www.google.com/settings/gmail/bulk_email. The reason why we need to access our G-Mail account here is because we want to add an additional option called Auto Responses which basically allows us to create custom responses to incoming emails. So once you're logged into Google take note of the following information : -

1) Your primary email ID(the one that shows when you log into Google), 2) Email Address 3) Account Name 4) Password 5) Save Changes 6) Now back over to your browser and head on over to http://yourdomainname.hubspot.net/controlpanel/. From here click on Manage Emails & Filters. A pop up screen should show up asking if you would like to enable auto responder. Select Yes from the dropdown menu. It'll ask you if you'd like to receive a verification code via text message. Choose No for now. Finally it'll give you a link to allow you to view your newly created filters. Go ahead and copy this URL and paste it into your web browsers' location bar. Open up the page and look under the heading "Filters" towards the bottom left hand corner. There should be a button labelled Create New Filter....click on it. The whole process shouldn't take more than 10 minutes after you complete step 1.

When creating a filter please ensure that you select "Apply Label" as the action type otherwise you won't know how many messages were successfully added to your Primary Inbox.

Next we have to configure our system so that your emails don't end up getting marked as SPAM. To achieve this we use another feature in Gmail called "Smart Labels". Smart labels function similar to filters as far as functionality goes except it affects ALL your emails not only certain ones such as promotional emails etc. First let me explain exactly how smart labelling works. When someone sends an email to you, say for example abc@xyz.com, when that email arrives in your inbox it gets flagged as unclassified. Afterward every time you open your inbox you will notice that the sender field says something along the lines of Sender Unknown. What does this mean? Well it means that any future emails received from that particular user will automatically become classified as Unclassified. As mentioned earlier this might result in unwanted emails being delivered to your Spam folder whereas you really wanted them to stay within your Primary Inbox. That's where we come in. We must manually remove any existing classification label you already applied before adding the necessary classifications required to avoid marking your emails as spam. To do this visit https://myaccount.google.com/preferences#labels, find the section labeled "Classify Messages". Here you can choose how you wish to classify your emails. For example you could either choose None, Promotional, Newsletter, Personal or Other. Personally i chose Other since none of the other choices seemed appropriate enough. Please remember that choosing too broad of a category could cause your emails to be accidentally marked as spam. Make sure you don't choose anything like that. And finally hit save changes.

Now repeat steps two through four above. Go ahead and follow the instructions provided by google concerning changing your settings in gmail. Also go ahead and sign in to your hubspot account and perform steps three and four again. Do keep in mind though that each time you send an email from hubspot it probably wont reach your intended recipient until sometime later due to the fact that it takes around 30 seconds for the email to travel between servers. But hey, its free service right?

If you experience problems setting up your own filters or lables then maybe it was never configured properly. Have no fear simply login to your gmail account and go to Settings > Filters and Blocked Addresses > Find Duplicate Recipients > Remove All. Please refer to attached image below for exact wording details.

In addition to the above solutions, you can also run the latest version of Microsoft Outlook (2010 onwards) without any issues. Simply go to Tools > Options > Mail Setup > Advanced Tab > Change Default E-mail Client > Browse Folder Location > Check File Associations > Close Windows Explorer Window When Viewing Attachments.

To further elaborate on the topic, HubSpot uses Yahoo's Web Based Messaging System (YWBSMS) to deliver outgoing emails to users who haven't specified whether they prefer to optout of receiving promotional mailings from HubSpot. Therefore, it cannot completely prevent promotional emails from showing up in your mailbox even if you opted out. However, this issue is easily resolved by disabling YWBSMS. Below is a list of actions you should take in order to disable YWBSMS:

1.) Login to your Yahoo Portal.2.) Head on over to mail preferences3.) Under the header Main Accounts4.) Look for the entry titled "Messages Not Delivered By Yahoo Anymore"5.) Hit edit6.) Delete any entries listed underneath7.) Hit save changes8.) Restart your computer9.) Wait approximately thirty seconds10.) Try sending an email again11.) If successful then congratulations, you've disabled YWBSM12.) Congratulation, you've solved the problem13.) Feel free to share this article with everyone.

Hi Jules, thanks for sharing this info. My husband did the same thing last week, he had a lot of emails going directly to his spam folder. He used the method you described above. His email provider was yahoo, and he said he didn't receive any errors during setup.

My husband did the same thing last week, he had a lot of emails going directly to his spam folder. He used the method you described above. His email provider was yahoo, and he said he didn't receive any errors during setup.

HubSpot is one of the fastest-growing companies in America, with over 20 million users worldwide (and growing). It's also made some serious mistakes when it comes to sending out emails—like accidentally putting your entire list into "spam."

It's not uncommon for an average user to receive hundreds or thousands of emails per day from various services like Google Drive, Dropbox, etc., but if you're using HubSpot, there's a good chance those emails will end up being marked as SPAM by default. And while this may seem annoying at first, it can be quite useful—as long as you know how to avoid doing it yourself! Here’s what you need to keep in mind whenever you send messages through HubSpot.

Why are my marketing emails going to spam HubSpot?

As mentioned above, many people use HubSpot to manage all kinds of different things within their business. You might have a blog, social media pages, newsletters, website content updates, etc.—all of which require regular communication via email. Unfortunately, HubSpot doesn't always handle these communications well. In fact, it actually has two separate systems for handling incoming emails: One system is used specifically for delivering internal communications, such as company news, employee information, FAQs, etc.; then another system is used for external communication, such as client newsletters, product announcements, special deals, etc. The problem arises because both of these systems automatically filter any message coming from outside sources, meaning they'll get classified as SPAM by default.

This means that whenever someone sends you an email from either service, even if it's intended for your account, it will likely end up getting filtered and directed to your junk folder instead. This isn't necessarily bad, since you should still see every important update from clients and partners, so it's really more about whether or not you want to continue using HubSpot to deliver said updates. If you don't care about receiving everything else, though, here are some tips on avoiding your emails ending up in spam mode.

Why are my HubSpot emails going to spam?

There are several reasons why emails could possibly end up in your spam box before they're delivered to other accounts linked to your HubSpot profile. Some common culprits include:

Messages containing links, especially ones that lead to phishing scams. Avoid clicking links found in emails—whether received directly from HubSpot or otherwise. Instead, open the link manually.

Emails that contain attachments larger than 2MB. Emails with large attachment sizes take longer to load, and sometimes aren't fully downloaded before hitting the Spam button. While HubSpot offers plenty of storage space to accommodate any reasonable amount of images, videos, documents, etc., anything bigger than 2 MB tends to get flagged. As such, make sure you only attach files smaller than 1MB, and try not to include too much imagery.

Email templates. Email templates help save time, but they often come packaged with unnecessary formatting elements, including images and logos. These can slow down delivery times, resulting in your email ending up in Spam Mode. Try creating custom signatures without images or hyperlinks. Or better yet, completely remove extraneous text altogether.

Spammers trying to impersonate legitimate businesses. When spammers attempt to spoof a brand name, the result usually looks pretty ridiculous, making it obvious that whoever did the spoofing didn't bother to read the actual logo properly. Make sure you double check the sender address for each email you send out, looking closely at the header image.

If you find that your emails are inadvertently ending up in the spam folder, simply follow the instructions below to disable HubSpot's automatic filtering.



How do I stop my marketing emails going to spam?

Thankfully, disabling automatic filtering requires very little effort. Just head back over to Settings & Filtering & Automatic Filter Blocking and select Disable under Message Type. Now, when you start composing future emails, choose Send From Another Account instead of Your Own Profile. Doing so will allow you to bypass HubSpot's built-in filters entirely, allowing you to send whatever you'd like with confidence that it won't end up in the trash bin.

Here's a quick overview of how to set up a second HubSpot account to use exclusively for marketing purposes:

1) Log into your current HubSpot dashboard. Click on Users & Roles then click + New User.

2) Name your account something recognizable, preferably related to your industry. Then enter your email address and password.

3) Once created, verify your new account by opening Settings & Security & Two Factor Authentication & Get Started. Set Up OTP.

4) Head back over to Users & Roles & Add User Permissions. Select Marketing Permission. Check off Enable Marketing Tools, then add additional tools, such as Social Media Management, Content Creation, Event Planning, Website Editing, etc.

5) Finally, visit Settings & Integrations & Manage 3rd Party Apps & Services, where you can enable integration points between HubSpot and popular platforms like Mailchimp, Salesforce, Facebook Ads Manager, Twitter Ads Manager, LinkedIn Ads Manager, etc.

6) That's basically it! All you need to do now is log into your newly-created secondary account. Everything should work fine. Remember, don't forget to switch back to your main account once you've finished testing.

What causes marketing emails to go to spam?

While HubSpot does its best to ensure that everyone stays safe online, occasionally some mishaps happen. For example, we recently discovered that certain versions of Microsoft Outlook caused our customers' emails to mistakenly end up in spam mode. We apologize for the inconvenience and are currently working to resolve the issue.

In addition, HubSpot has been criticized for failing to disclose to consumers that their data ends up in the hands of third parties who sell their personal info to advertisers. HubSpot claims that its privacy policy clearly states exactly where customer data goes, but critics say it wasn't clear enough. Regardless, HubSpot says it plans to release a revised Privacy Policy later this year.

For more details on the issues surrounding HubSpot's privacy policies, check out this article from Forbes contributor Tim Bajarian.

That wraps up today's lesson on stopping unwanted emails going to spam on HubSpot. Next week, let's talk about setting up multiple profiles inside the platform to prevent duplicate contacts. Stay tuned!

I'm trying to send an email through HubSpot's Marketing Cloud platform, but instead of it being delivered to the person who signed up for it (and hopefully not getting labeled as spam), they're going directly into your junk folder.

What gives with those darned spam filters!? How can I get around this problem so I know which messages will be seen by actual people rather than having to sift through hundreds of unwanted emails? Is there anything else I should try first before giving up on HubSpot altogether?

Thanks! - Confused About Spam Emails

Hey Curious-about-HubSpot,

There is no way to bypass HubSpot's spam filter -- you'll need to contact support if you want to avoid sending emails to spam. The best thing you can do right now is take a look at how many times your message was filtered & check what caused it. You may find some commonalities between these issues. If you have already taken steps to resolve each issue individually, then you should see better results next time.

To help you start troubleshooting, here are some things to consider :

1) Have you checked if this happens when using other providers like Mailchimp or Constant Contact?

2) Are you able to send test emails without content? Try removing everything except the "From" field and resend. If you still receive errors, try adding text to the subject line only.

3) Do you use a different device/browser while testing? It could be an internet connection or browser glitch.

4) Does the same error occur if you forward the email via outlook? This would indicate a configuration issue within Outlook.

5) Send another test email after waiting 24 hours. Sometimes our systems can become overloaded during peak traffic periods and require more time to recover.

6) Review your IP Address. Some ISPs block certain ports used by services such as HubSpot. To confirm this isn't the case, visit http://www.whatismyipaddress.com/. Then type in your address and port number. Your IP address should display.

7) Disable any antivirus software running on your computer. Most include features to scan incoming files for malicious activity. These checks occasionally detect known security threats and block potentially harmful material.. Disabling this feature allows us to provide a safer service.

8) Check to ensure you haven’t accidentally added yourself to someone else’s distribution list. When you create a campaign, we sometimes add users automatically to additional lists based on information provided in the user profile. Unfortunately, doing so might inadvertently expose you to unsolicited commercial e-mail. We recommend reviewing these options carefully prior to finalizing your settings.

9) Make sure you've enabled personalization in your account. Personalized content helps improve delivery rates, reduce unsubscribe requests, and makes it possible to deliver relevant follow-up messages.

10) Ensure your From name matches exactly how it appears in your signature box. For example, “John Smith” shouldn’t appear as “jsmith@yourcompanydomainname.com."

11) Can you view your analytics data? If so, review the Campaign Tracking section to identify potential reasons why your campaigns were blocked. Also, click View Details under Analyze to open specific details about individual deliveries.

12) Review your Delivery Status page to determine whether or not your recipients opened your communications. If they didn't, please let us know. We investigate every report regarding undeliverable mail and work closely with customers to fix problems.

13) On the Blocked tab under Deliverability Settings, double check that both Allowed Senders & Trusted External Sender domains are set correctly.

14) Double check your DNS settings. Many internet Service Providers allow third parties to modify your Domain Name System records. While this provides convenience, it could also cause mailers to incorrectly route messages due to incorrect A Record names. In particular, HubSpot recommends changing MX Records to point to Google Apps' servers.

15) Change your default SMTP server to 587. Verify your changes by visiting https://dmarc.org/submissions/lookup_report.html#smtp. If necessary, update these settings manually. Otherwise, keep your current setting unless instructed otherwise.

16) Use SSL encryption. Encrypting your outgoing network connections prevents unauthorized access to your credentials. By securing your data transfer, you protect confidential customer data from outside entities that intercept your communications.

17) Add DKIM authentication. DKIM uses digital signatures to prove authenticity of your domain. Set your sender reputation level to High.

18) Create a whitelist of authorized senders. Whitelisting sends messages exclusively to approved addresses. Don't worry — this doesn't prevent anyone from signing up for your mailing lists. But it does mean HubSpot won't deliver promotional emails to everyone who signs up for your newsletter.

19) Enable SPF validation. Verifying your SPAM ASSASSIN score lets HubSpot verify whether the domain associated with your outgoing messages actually belongs to its registrar. With SPF verification turned off, your messages aren't authenticated and could end up in blacklisted databases.

20) Configure DMARC. Using a combination of policies and pre-defined rules, DMARC permits HubSpot to manage incoming email properly. By selecting one of four available enforcement methods, DMARC determines whether a received email must be routed to inboxes, flagged as spam, bounced back, or ignored completely. You can even enable failover protection to mitigate against temporary disruptions.

21) Turn off automatic message retries. Email communication can temporarily breakdown for various reasons, including misconfigured networks or busy signals. Automatic Retry Messages attempts to reestablish connectivity following failure. However, if these attempts continue to fail, HubSpot considers this evidence supporting the classification of your email as spam. Turning off retries avoids unnecessary delays from repeated failures.

22) Review your reporting settings. Reporting tools show how well your email communications performed over time. They give you valuable insights into what worked and what didn't, allowing you to adjust future efforts accordingly. Reports help you understand important metrics, such as bounce rate, complaints, etc., across multiple channels.

23) Restart HubSpot's web application and database(s). Incorrect configurations, outdated extensions, buggy plugins, and unresponsive hardware components can all contribute to performance degradation. As part of routine maintenance, restarting HubSpot's system helps optimize overall efficiency.

24) Test your email with multiple devices and browsers. Sending your message using several platforms increases the likelihood that it reaches your intended audience. Doing so ensures your message displays correctly and consistently regardless of client hardware and operating conditions.

25) Update your email templates. Templates help save time when creating similar messages. Updating existing versions improves compatibility and reduces the risk of delivering unintended material.

26) Clean up your Sent Folder regularly. After receiving reports indicating your emails went to spam, clean up old messages. Over time, your Sent folder becomes cluttered with messages you no longer wish to retain. Cleaning up older messages saves storage space and frees resources.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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Enrichment data software to find emails

The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
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  • Send all the data to your CRM via Zapier.
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Extract emails, phones on the page of websites and download it to Excel or CSV.

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  • Send directly the leads captured to your CRM or any software.
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