Can my sent emails be marked as SPAM?
Yes. Even if you're sending an email from your Warwick account to another Warwick account, it's always possible that it'll be flagged up as SPAM if the content looks suspicious to our scanning system. We have to use SPAM checking to counteract any compromised Warwick accounts which can result in our email servers being blocked by remote email services (Realtime Blackhole Lists).
If you want to reduce the risk of your email being marked as SPAM or not being delivered because it is deemed SPAM, here are a few tips:
- Don't use high risk words like "Offer" or "Affordable"
- Don't use phrases like "Click here!" or "Once in a lifetime opportunity!"
- Don't use ALL CAPS, especially in the subject of your email
- Don't create an email that's just one big image, with little or no text
- Don't use too many images, and keep the size of the email reasonable
- Only link to legitimate websites in your email like "https://www.warwick.ac.uk", where possible use https over http
- Address each user individually, avoid sending "Dear Customer"
- Avoid requesting financial/personal information within the body of an email
SPAM filters always change
The rules we use to filter out SPAM change all the time - they have to keep up with the new tactics that spammers employ. Often SPAM will refer to new products or upcoming events in an attempt to get people to open the email. To avoid looking like spam, it's best to not use too many words or phrases of this kind (e.g. "Free One Direction tickets!!").
How to find out if your message has been marked as SPAM
Our spam scoring tool can tell you how well your email is likely to be received by spam filters before you send it. If there are any problems, it can give you advice on how to resolve them. We recommend you use it to check any mass mail that you're intending to send out.
The tool is available to anyone with a Warwick email address.
How To Use
- Draft up an email as usual, including any attachments.
- Enter firstname.lastname@example.org in the To box.
- Don't CC or BCC in anyone else.
- Send the email.
You should get a reply explaining the score and any issues the tool has detected within in hour (the average wait time is about 10 minutes). If nothing comes through after an hour, please contact our Help Desk.
The lower the score you get, the better chance your email has of making it through spam filters (including our own).