Struggling with email deliverability? Here’s what to do.

If your business emails keep landing in spam folders—or worse, aren’t reaching Hotmail, Outlook, Live, or Microsoft accounts at all—you’re not alone. Email deliverability issues can be frustrating and costly, especially if your messages are critical for customer communication.

>We recently helped a client who faced this exact issue. Their emails were being blocked because their mail server and IP address had ended up on multiple spam blacklists. The culprit? A compromised website and email accounts that had been used for spam without their knowledge.

The good news? We fixed it—and we’re sharing our insights so you can fix it too.

Why Are Your Emails Being Blocked?

Microsoft and other email providers use strict filtering systems to protect users from spam, phishing, and malware. If your emails aren’t being delivered, it could be due to:

• Your IP address being blacklisted due to spam reports.

• A poor domain reputation (if your domain has been flagged for sending spam-like emails).

• Incorrect email authentication settings (SPF, DKIM, DMARC missing or misconfigured).

• Your email content triggering spam filters.

How to Check and Improve Your Email Deliverability

1. Use Microsoft’s Smart Network Data Services (SNDS)

Microsoft offers Smart Network Data Services (SNDS), a tool that helps you monitor your email reputation and check if your emails are being flagged as spam. It provides data about your IP’s activity, helping you identify potential issues before they escalate.

To access SNDS:

1. Visit the Microsoft SNDS portal.

2. Verify your IP ownership.

3. Analyse your IP reputation and spam reports.

If your IP is listed for suspicious activity, you’ll need to take action to restore your reputation.

2. Check If Your IP Is Blacklisted

Your IP address might be on a spam blacklist if your emails are being rejected. Use tools like MXToolBox or MultiRBLto check for blacklisting. If you find your IP is blocked, you may need to request removal from the blacklist and secure your email system to prevent further issues.

3. Set Up SPF, DKIM, and DMARC Records

Email authentication records help verify that your emails are legitimate and not forged. If you haven’t set them up, your emails might be flagged as untrusted.

• SPF (Sender Policy Framework): Defines which mail servers are allowed to send emails for your domain.

• DKIM (DomainKeys Identified Mail): Adds a digital signature to your emails, verifying their authenticity.

• DMARC (Domain-based Message Authentication, Reporting, and Conformance): Tells email providers how to handle unauthenticated emails.

Your IT provider or hosting company (that’s us, if you host with CMS Live!) can configure these for you.

4. Reduce Spam Complaints and Improve Your Email Reputation

Even legitimate emails can be marked as spam if recipients frequently report them. Here’s how to avoid this:

• Keep email lists clean and up to date—remove inactive addresses.

• Avoid using spam-triggering words (e.g., “urgent”, “free”, “act now”).

• Make sure recipients can easily unsubscribe (better that than marking your email as spam!).

• Use a recognisable sender name and email address.

5. Contact Microsoft Support If Needed

If you’ve done everything right but still have issues, submit a Microsoft Support Ticket for email deliverability problems via the Microsoft Postmaster site.

Need Help Fixing Your Email Issues?

If you’re struggling with email deliverability and need urgent assistance, we can help. At CMS Live, we offer managed email hosting, security audits, and technical support to keep your emails flowing smoothly.

Get in touch with us today and let’s get your emails delivered where they belong—in your customers’ inboxes.