Overview: Email Services
In today's digital-first world, email communication plays a critical role in customer engagement and operational efficiency. The Email Services feature from Wind Solutions offers a robust platform to streamline and manage your email communications effectively. This guide provides an overview of the feature's key functionalities, best practices for usage, and answers to frequently asked questions to help you maximize your email capabilities.
Key Features
SMTP Service
An SMTP (Simple Mail Transfer Protocol) provider allows you to send emails securely and reliably through a third-party server. It ensures proper delivery of your messages, minimizing the risk of emails being flagged as spam.
With Wind Solutions, you can integrate popular providers like Gmail, Yahoo Mail, SendGrid, or custom SMTP setups to align with your business needs. The default provider is the LeadConnector Email System, which offers the flexibility to add dedicated domains and IPs for improved deliverability and reputation management.
Dedicated Domain and IP Management
A dedicated domain ensures that your emails are associated with your brand, improving credibility and deliverability. By isolating your domain, you reduce the chances of your emails being flagged as spam or mixed with less reputable senders.
Dedicated IPs are ideal for businesses sending high volumes of emails. They isolate your sending reputation, reducing the risk of being blacklisted. Additionally, domain configuration options enable you to manage workflows, one-on-one conversations, campaigns, and bulk emails effectively to align with specific use cases.
Reply & Forward Settings
Configure forwarding addresses to ensure all email replies are accessible within your personal inbox and the system's conversation view. This ensures seamless access to communication and allows you to stay on top of all customer interactions.
You can also add BCC (Blind Carbon Copy) email addresses to keep team members informed without exposing their addresses to recipients. Additionally, setting a reply-to address ensures consistent communication and avoids missing recipient replies, enabling smoother conversation management.
Email Analytics
Gain actionable insights by tracking key email performance metrics such as sent, delivered, opened, clicked, bounced, and unsubscribed emails. These analytics provide visibility into your email campaigns, allowing you to identify strengths and areas for improvement.
Use this data to optimize subject lines, timing, and email content for improved engagement and campaign effectiveness.
Bounce Classification
The bounce classification feature automatically categorizes email bounces into types such as permanent bounces (invalid addresses), ESP/ISP blocks (provider-related issues), and soft bounces (temporary issues).
Detailed error codes and definitions help you troubleshoot and resolve delivery issues quickly. Maintaining a clean email list by identifying and removing problematic addresses further enhances your sender reputation and email deliverability.
Postmaster Tools
Google Postmaster Tools and Microsoft SNDS are integrated to provide deeper insights into email delivery performance and sender reputation. These tools help you monitor factors such as spam rates, domain reputation, and inbox placement to optimize your email campaigns.
They also highlight areas for improvement, such as domain authentication or warming up new IPs, ensuring your emails consistently reach the intended audience.
Navigate and Use Email Services
Accessing the Email Services
The first two images will show youhow to navigate to the Email Services section:
- Locate the left-hand Feature navigation menu.
- Click on Settings, and then select Email Services from the Settings menu.
This takes you to the Email Services settings where you can configure SMTP, set up a dedicated domain, and manage your email configurations.
SMTP Service
SMTP Service
Notification for Missing Dedicated Domain
If no dedicated domain is configured, a notification pop-up will appear whenever entering the SMTP Service tab in the Email Services Setting. It highlights:
- The importance of a dedicated domain for email deliverability and sender reputation.
- Steps to set up a domain, directing users to the dedicated domain configuration section
You will get transferred to the Dedicated Domain Settings if you click on the Button “Dedicated Domain and IP” as highlighte in the Image above.
In the Dedicated Domain Settings you will see your Domains, their status and some more information about them. Click on “+ Add Domain” to add a new Dedicated Email sending Domain.
As mentioned, when clicking on “+ Add Domain” you are being transferred to the Add new domain site, here you can see some useful tips on the right and the setup process on the left/middle. More about the Process of setting up dedicated email domains in the according headline further down in this article.
Domain Configuration Options
The Domain Configuration section allows you to specify different domains for various email types, when using more than one Email Domain, you can specify Frequency settings (Domain 1 = 80% | Domain 2 = 20%):
- Workflow Domain: For automated email workflows.
- One-on-One Conversation Domain: For personalized, direct communications.
- Campaign Domain: For email marketing campaigns.
- Bulk Email Domain: For large-scale email distributions.
If you want to use another SMTP Provider than our Default one you can seamlessly switch to popular external email providers such as Gmail, Yahoo, Sendgrid or other custom ones as you can see in the following images.
Gmail
Yahoo Mail
Sendgrid
Other
Reply & Forward Settings
The Reply & Forward Settings tab allows users to configure how email replies and forwards are managed for seamless communication.
Reply & Forward Settings
Key features include:
- Forwarding Address: Enables forwarding email replies to personal inboxes and system conversation views. Note that the forwarding address must differ from the sending domain to avoid loops.
- BCC Emails: Adds additional recipients in BCC, ensuring team members are informed without revealing their addresses.
- Reply Address: Ensures replies are sent to a specified email, aiding in consistent communication while note tracking conversations directly in the system.
Email Analytics
Email Analytics
The Email Analytics tab provides detailed insights into email campaign performance. Metrics tracked include:
- Sent: Total emails sent during the selected period.
- Delivered: Emails successfully delivered to recipients' inboxes.
- Opened: Number of emails opened by recipients.
- Clicked: Emails where recipients clicked embedded links.
- Bounced: Emails that failed to reach the recipient due to invalid addresses or server issues.
- Unsubscribed: Recipients who opted out of future emails. Filters like date range, email source (Campaign, Workflow, Bulk Request), and email type enhance analysis.
Use the the Options to filter for specific timeframes and filter for specific email sources.
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Bounce Classification
Bounce Classification
The Bounce Classification feature helps manage and resolve email delivery issues by categorizing bounces:
- Permanent Bounce: Emails to invalid addresses.
- ESP/ISP Block: Emails blocked by service providers.
- Soft Bounce: Temporary delivery issues like full inboxes. Use filters such as sending domain or email provider to drill down into bounce causes and identify problematic addresses.
Use Options to filter for specific time frames and advanced filter settings like specific sending domains and more.
Postmaster Tools
Postmaster Tools
Google Postmaster Tool
Google Postmaster helps monitor sender reputation, spam rates, and domain performance. To utilize this tool:
- Connect your Google account.
- Configure dedicated sending domains for improved reliability and inbox delivery.
- Spam Rate Dashboard: Displays the percentage of emails flagged as spam by Gmail users, helping you monitor and reduce spam risks.
- Domain Reputation Dashboard: Evaluates your domain's reputation based on Google's assessment of your email-sending practices.
- IP Reputation Dashboard: Provides insights into the reputation of the IP addresses used to send emails, as higher IP reputation leads to better deliverability.
- Message Authentication Dashboard: Tracks the success rate of emails passing SPF, DKIM, and DMARC authentication protocols, ensuring secure and trusted communication.
- Encryption Dashboard: Shows the percentage of emails successfully delivered using encrypted connections, enhancing data security.
- Delivery Errors Dashboard: Identifies and details issues or errors preventing emails from being delivered successfully.
- Feedback Loop Dashboard: Monitors user-reported spam complaints to help reduce spam rates and maintain a strong sender reputation.
Microsoft SNDS Tool
Microsoft Smart Network Data Services (SNDS) allows users to:
- Track IP reputation.
- Monitor complaint rates and block statistics.
- Gain insights into potential delivery issues and make adjustments.
Both tools provide actionable insights for improving email deliverability and sender reputation.
Setting up a Dedicated Sending Domain
You have two options to enter the Section where you can set up your dedicated Domain for sending Emails. Either use the pop up window when entering the Email Services Setting, or use the Button “Dedicated Domain and IP” within the Email Services Settings.
Pop Up Button
If no dedicated domain is set up in your sub-account, a pop-up window will appear when you access the Email Services settings. The button highlighted in the image will take you directly to the section where you can configure your dedicated email sending domain.
The pop-up window highlights the importance of using a dedicated sending domain for improved email deliverability. It explains the benefits such as:
- Enhanced Deliverability: Reduces the risk of emails landing in spam.
- Improved Reputation: Establishes your email's authenticity.
- Authentication Features: Enables you to use protocols like SPF, DKIM, and DMARC for secure communication.
- Reduced Spam Risk: Isolates your reputation from shared domains.
"Dedicated Domain And IP" Button
The Dedicated Domain and IP button on the main email services page enables access to the domain configuration.
- Why It Matters: Sending from a shared domain can lead to reputation issues affecting email deliverability. A dedicated setup resolves these concerns.
Click the Dedicated Domain and IP button to open the configuration window.
Click on one of the two “+ Add Domain” Buttons as visible in the following image.
Adding a Dedicated Domain
- Add Domain Name: Enter your desired domain or subdomain name in the provided field (e.g., lc.windsolutions-test.at).
-
Notes:
- Subdomains like
lc.mydomain.comare recommended for seamless configuration. - Ensure DNS records are set up with your provider for the subdomain.
- Subdomains like
Click Add & Verify to continue.
Domain Connection Process
The Connect Your Domain/Subdomain window allows you to automatically create the DNS Records needed for setup, as long as your DNS Provider is Wind Solutions (Note that at the moment we do not offer all available Top Level Domains out there, for example if you want to use a “.at” Top Level Domain you sadly need to choose another DNS Provider). In this example we are using a Domain with an “.at” as Top Level Domain, so we cannot create thos DNS Records automatically.
Proceed by clicking Continue or choose Add record manually.
Manual DNS Record Entry
When setting up manually:
- Copy the required records such as TXT, CNAME, and MX values from the setup interface.
- Enter these records into your DNS management system.
Tip: Watch the provided help video or consult your DNS provider if issues arise. Save changes once entered.
DNS Management Example
The DNS management section of your provider (e.g., Helloly) shows how to input records correctly:
- Hostnames: Ensure the provided values match the setup requirements.
- Values/Adress: Make sure to enter the correct and matching values for each hostname.
- Record Type: Make sure to choose the correct Record type, just as you can see in the Step above.
- Priority: When not providing any Values here the system most likely will enter defaul values, which work totally fine.
- TTL: Use default settings or as specified (e.g., 3600 seconds).
Save changes and repeat for all Records.
Note that you need to add a “.” in the Value/Adress Column when using Helloly, this setup process may be a little different depending on which DNS Provider you are using. If you run into any problems here you can also watch the help video we provide in our app, reach out to your DNS Providers Support or contact us under Contact.
Here in the following Image you can see the DNS Records how they should look like.
When you click on the Button “Verify Records” from the previous step in the setup process in Wind Solutions you are pretty sure to land here, because the DNS Records you entered and saved will need about 24 hours to be recognized - you can leave this Window and can come back later when the Records can be verified.
Info Callout for Verification Problems!
Please note that the verification process may take some time because DNS record updates, known as propagation, can take up to 24 hours to fully sync across the internet. This delay happens because DNS records are distributed across a network of servers worldwide. Each server updates its records at different intervals, which can lead to a delay before all servers recognize the changes. If it has been longer than 24 hours, double-check your DNS settings for any mistakes and repeat the setup process if necessary.
This is what the “Dedicated Domain” Section will look and where you can reenter the verification process later - just click on “Verify Now” as highlighted in the following image.
After checking again 24 hours later (In this Example for this Tutorial it only took about 4 hours) we see that the DNS Records are verified, click on “Verify Domain” to finalize the Dedicated Email Sending Domain.
In the Dedicated Doman Section we can now see our Domain is set up successfully.
Best Practices
Use a Dedicated Sending Domain
- Set up a dedicated domain to improve your email reputation and reduce the chances of being flagged as spam.
- Verify your domain with tools like Google Postmaster for better inbox placement.
Monitor Email Analytics
- Regularly review your email metrics to identify trends, improve open rates, and reduce bounces.
- Act on insights to optimize subject lines, email content, and sending times.
Implement Bounce Management
- Use the Bounce Classification feature to address email issues promptly.
- Clean your email list periodically to remove invalid or inactive addresses.
Leverage Postmaster Tools
- Connect with Google and Microsoft tools to monitor sender reputation and troubleshoot delivery problems.
- Warm up new dedicated IPs to establish a strong reputation over time.
Comply with Email Regulations
- Follow GDPR, CAN-SPAM, and other relevant regulations to maintain compliance and avoid penalties.
- Provide clear opt-out options and honor unsubscribe requests promptly.
FAQ's
Why is a dedicated domain important for email campaigns?
A dedicated domain improves deliverability, builds trust with recipients, and protects your sender reputation by isolating your emails from shared domains that might have a poor reputation.
How can I troubleshoot email bounces?
Use the Bounce Classification tool to identify the type of bounce and refer to error codes for specific issues. Clean your list of invalid addresses and contact your email provider if the issue persists.
What is the recommended frequency for sending bulk emails?
Follow the Frequency Settings to avoid overwhelming recipients and adhere to best practices. Gradually increase volume when using new domains or IPs to warm up your sender reputation.
How can I track email engagement?
Use the Email Analytics dashboard to monitor metrics like open rates, click-through rates, and unsubscribes. These insights help refine your strategy for better engagement.
Can I use my own SMTP provider?
Yes, Wind Solutions supports integration with various SMTP providers like Gmail, Yahoo Mail, SendGrid, and others. Simply add your provider's details in the configuration settings.
My DNS Records cannot be verified, what can I do?
Please note that the verification process may take some time because DNS record updates, known as propagation, can take up to 24 hours to fully sync across the internet. This delay happens because DNS records are distributed across a network of servers worldwide. Each server updates its records at different intervals, which can lead to a delay before all servers recognize the changes. If it has been longer than 24 hours, double-check your DNS settings for any mistakes and repeat the setup process if necessary.
Do I need a dedicated IP?
A Dedicated IP is only required if you are sending about 100.000 emails/month. A dedicated IP is the next step to a dedicated Domain, which need to work together. You can assign multiple IPs with multiple Domains to balance out the distribution of email traffic. For further Information read the following article of our Development Partner LeadConnector: What is a dedicated IP in LC email? : LeadConnector
Conclusion
The Email Services feature from Wind Solutions empowers businesses to manage their email communications efficiently, enhance deliverability, and gain actionable insights. By leveraging its robust functionalities and adhering to best practices, you can improve engagement, protect your sender goo, and achieve greater success with your email campaigns.