How to troubleshoot B2B email quarantine issues with new dedicated IPs and strict security settings?

Email marketer from Stack Overflow responds that some B2B email providers, like Mimecast, have strict configurations that may block emails even if properly authenticated. Contact the recipient's IT department or email administrator to ensure the new IP address is whitelisted within their organization's email security settings.

Email marketer from Gmass shares that using their platform's warm-up tools and features can help increase the sending reputation. This involves sending small volumes initially to engaged recipients to improve the domain's credibility with major email providers.

Email marketer from SendGrid responds that proper sender authentication (SPF, DKIM, DMARC) is essential for B2B email delivery. Ensure these records are correctly set up and validated. A DMARC policy of 'p=none' is a good starting point but should eventually be moved to 'p=quarantine' or 'p=reject' as confidence increases.

Email marketer from Litmus provides a comprehensive deliverability checklist that includes authentication, IP warming, list hygiene, content optimization, and monitoring. Regularly reviewing and optimizing these areas can help improve B2B email delivery rates.

Email marketer from Woodpecker suggests using email warming tools like Warmup Inbox to simulate positive interactions with emails, which helps build a strong sender reputation and avoid quarantine folders, especially useful when using new IP addresses.

Marketer from Email Geeks mentions that sending from an authenticated domain from an external source can still cause issues. Some providers (like Mimecast) may block it depending on the configuration. If external testing (to Gmail, etc.) is successful, the issue is likely an admin configuration problem on the customer's domain side.

Email marketer from HubSpot responds that monitoring email deliverability metrics, such as bounce rates, complaint rates, and engagement, is crucial. Use feedback loops and postmaster tools to identify and address any issues that may be causing emails to be quarantined.

Email marketer from Reddit user r/emailmarketing shares that informing customers about the platform change and asking them to whitelist the new sending IP or domain can help prevent emails from landing in quarantine. Provide clear instructions on how to whitelist in their email clients.

Email marketer from Email Geeks explains that companies sometimes have strict spam rules, requiring dedicated IPs for internal communication to be whitelisted to avoid spam filters.

Email marketer from Mailjet shares that warming up new dedicated IPs is crucial. Start with small volumes of emails to engaged subscribers and gradually increase over time. Monitor sender reputation using tools like Google Postmaster Tools to identify and address deliverability problems.

Email marketer from Validity suggests exploring Return Path Certification, which helps improve email deliverability by meeting specific security and compliance standards. Certification can enhance sender reputation and reduce the likelihood of emails being quarantined.

Expert from Email Geeks asks if the customer is using DMARC policy and if the messages are correctly authenticated. She also suggests verifying with a business domain that isn’t the sender's, as mailing to own domains adds complexity. She then notes that if the filter provider is Gmail, warmup is necessary, but potentially shorter than a new domain/IP combo.

Expert from Email Geeks suggests reaching out to Proofpoint customer support to inquire about potential issues, though she doesn't believe warmup is a significant factor with Proofpoint.

Expert from Spam Resource, John Levine, explains that verifying email authentication setups (SPF, DKIM, DMARC) is vital when dealing with deliverability issues. Incorrect or missing records can lead to quarantine, especially with stricter B2B security policies. He mentions that focusing on proper configuration and monitoring compliance with these standards can help resolve quarantine problems.

Expert from Word to the Wise, Laura Atkins, shares that new dedicated IP addresses need to establish a positive reputation. Sending to engagement traps or unengaged users can quickly damage the IP's reputation and lead to quarantine issues. Monitoring the IP's reputation using tools like Google Postmaster Tools is crucial to identify and address any problems early on. Starting with a small volume of highly engaged users helps build a positive reputation more quickly.

Documentation from Proofpoint emphasizes the importance of security awareness training for employees in B2B environments. Educating users about phishing and social engineering attacks can prevent them from inadvertently whitelisting malicious senders or clicking on dangerous links that bypass security measures.

Documentation from Google Workspace Admin Help explains that for sending to Gmail addresses, adhere to Google's bulk sender guidelines. This includes maintaining low spam complaint rates, properly authenticating emails, and providing easy unsubscribe options. New IP addresses must build a reputation before sending large volumes.

Documentation from Microsoft Learn explains that Exchange Online Protection (EOP) uses various methods to prevent spam and malware. Troubleshooting quarantine issues involves checking message headers, sender reputation, and anti-spam policies. Verify SPF, DKIM, and DMARC records are properly configured for the sending domain.

Documentation from RFC Editor explains that DMARC (Domain-based Message Authentication, Reporting & Conformance) is a technical specification that helps email senders and receivers to improve and monitor protection of email from fraudulent and malicious activity. Understanding the RFC specifications is crucial for implementing DMARC correctly.

Documentation from Cisco explains that their Email Security Appliance (ESA) and Cloud Email Security (CES) solutions use sender reputation, content analysis, and other techniques to identify and filter spam. Understanding how these systems evaluate emails is crucial for B2B senders.