MXToolbox and Google Postmaster

SECTION ONE: PROCESS OVERVIEW

Email deliverability is pretty important. We need to monitor it ideally on a weekly basis, if not then at least on a monthly basis.

There are 2 main tools that we use for that:

MXToolBox ($99 a month)

Google Postmaster (free)

SECTION TWO: PROCESS EXECUTION

MXToolBox

https://mxtoolbox.com/

When you log in, check the overall DMARC compliance (should be 99% or more) and click view domain:

On the page with more details set the time period for the last month and then check the DMARC compliance rate for each email provider (Ontraport, GSuite,...). We can see that Ontraport has more than 99% compliance rate, that is good, but GSuite has only 84%. The problematic one is IP 209.85.220.69 - it is good to get in touch with the support and confirm why is this happening. It is possible that someone else is using our domain to send out their emails - which has a bad impact on our reputation and the trust of our clients as well.

Another way how to block these is to adjust DMARC DNS record from none to quarantine or reject.

Google Postmaster

https://postmaster.google.com/

When you log in to Google postmaster and select the BTA domain, check following areas:

• spam rate: keep 0.5% and below, check which emails trigger most spam complaints


• domain reputation: ideally medium and above


• Authorization: SPF will have 0% not much we can do about it (false reporting, the right number is in MX Toolbox), DKIM and DMARC 100%


• encryption of emails: ideally 100%, there can be lower numbers short term