Should I switch to a dedicated IP address for Hubspot emails to avoid Outlook quarantine issues?

Summary

Switching to a dedicated IP address for HubSpot emails to avoid Outlook quarantine issues is a complex decision dependent on various factors. While a dedicated IP grants more control over sender reputation, it's not a guaranteed fix for deliverability problems. Experts recommend a minimum sending volume (ranging from 50,000 to 100,000 emails per month) to justify a dedicated IP. Maintaining high-quality content, proper email authentication (SPF, DKIM, DMARC), and a clean email list are crucial, irrespective of IP type. Regular monitoring of IP reputation through tools like Google Postmaster Tools is also essential. It's also advised that new senders with good practices should start with shared IPs, and dedicated IPs should not be used as a substitute for addressing underlying deliverability issues. The cost of a dedicated IP and the effort required for warm-up and reputation management should also be considered.

Key findings

  • Sufficient Volume: Dedicated IPs are most effective for senders with a high email volume (50K-100K+ per month).
  • Reputation Management: Dedicated IPs require active management and protection of sender reputation.
  • Content Matters: High-quality email content is crucial for deliverability, regardless of IP type.
  • Authentication is Key: Proper email authentication (SPF, DKIM, DMARC) is vital for deliverability.
  • Clean Lists Essential: Maintaining a clean email list improves deliverability.
  • Not a Quick Fix: Dedicated IPs aren't a substitute for addressing underlying deliverability issues.

Key considerations

  • Assess Sending Volume: Determine if your email volume meets the minimum requirements for a dedicated IP.
  • Evaluate Current Reputation: Understand your current sender reputation and potential for improvement.
  • Address Existing Issues: Identify and resolve any underlying deliverability problems.
  • Implement Authentication: Ensure proper email authentication (SPF, DKIM, DMARC) is configured.
  • Maintain List Hygiene: Regularly clean your email list to remove inactive subscribers and bounces.
  • Monitor Performance: Track IP reputation and deliverability metrics using tools like Google Postmaster Tools.
  • Consider Cost: Evaluate the financial implications of a dedicated IP, including setup, maintenance, and any associated service fees.
  • Plan Warm-Up Strategy: Develop a warm-up strategy for gradually increasing sending volume.

What email marketers say
10Marketer opinions

Switching to a dedicated IP for HubSpot emails to address Outlook quarantine issues involves several factors. While a dedicated IP offers more control over sender reputation and potentially better deliverability, it's not a guaranteed solution. Content quality, email authentication (SPF, DKIM, DMARC), and list hygiene are crucial. A dedicated IP requires a warm-up period and consistent sending practices. It is only beneficial for senders with significant email volume (around 50,000 emails per month or more), and the cost should be justified by the potential deliverability improvements. Monitoring IP reputation and addressing issues promptly is essential.

Key opinions

  • Volume Matters: Dedicated IPs are best suited for high-volume senders (50,000+ emails/month).
  • Content is King: Email content significantly impacts deliverability, regardless of IP type.
  • Authentication is Key: Proper email authentication (SPF, DKIM, DMARC) is crucial for deliverability.
  • Reputation Management: Dedicated IPs require active reputation management and monitoring.
  • Quarantine Causes: Outlook quarantines can be caused by new domains in email content, regardless of IP.

Key considerations

  • Sending Volume: Assess if your email volume meets the requirements for a dedicated IP.
  • Content Quality: Ensure your email content is high-quality and avoids spam triggers.
  • List Hygiene: Maintain a clean email list by removing inactive subscribers and addressing bounces.
  • Cost: Evaluate the cost of a dedicated IP and whether the potential benefits justify the expense.
  • Warm-up Period: Plan for a warm-up period to gradually increase sending volume on a dedicated IP.
  • Monitoring: Implement a system for regularly monitoring your IP's reputation.
Marketer view

Email marketer from NeilPatel.com shares that using a dedicated IP address can provide more control over sender reputation, leading to better email deliverability. This is particularly beneficial for senders who maintain consistent sending practices and high engagement rates.

January 2023 - NeilPatel.com
Marketer view

Email marketer from Litmus explains that maintaining a clean email list is crucial for deliverability, especially with a dedicated IP. Regularly remove inactive subscribers and address bounces or complaints promptly.

February 2022 - Litmus
Marketer view

Email marketer from Reddit shares that one should consider the cost of a dedicated IP, as it typically involves an additional monthly fee. Evaluate whether the potential improvement in deliverability justifies the expense.

May 2021 - Reddit
Marketer view

Email marketer from SendGrid advises that a dedicated IP is only beneficial for senders with a significant email volume (typically 50,000 emails per month or more). Lower volume senders may not see a noticeable improvement in deliverability and may struggle to maintain a positive IP reputation.

June 2023 - SendGrid
Marketer view

Marketer from Email Geeks responds to an Outlook quarantine issue by suggesting it could be content-related, not IP reputation, especially if DMARC is in place and the issue is intermittent. He also asks for clarification if the issue is with Office365 or Hotmail.

January 2023 - Email Geeks
Marketer view

Email marketer from GMass explains that even with a dedicated IP, the content of your emails significantly impacts deliverability. Avoid spammy language, use proper formatting, and ensure your emails provide value to recipients.

March 2022 - GMass
Marketer view

Marketer from Email Geeks shares insight on Office 365 quarantine, noting that the ML for defender will mark new domains and quarantine. Advises checking all domains in the header and body for new domains at risk. Recommends testing or sending small volumes with new domains to verify if they're getting quarantined. Mentions dedicated IP is a plus.

December 2022 - Email Geeks
Marketer view

Email marketer from Mailjet answers dedicated IP addresses require a warm-up period to establish a positive sending reputation. This involves gradually increasing sending volume over time to avoid being flagged as spam.

April 2023 - Mailjet
Marketer view

Email marketer from Email on Acid recommends regularly monitoring your dedicated IP's reputation using tools like Google Postmaster Tools to identify and address any deliverability issues promptly.

October 2021 - Email on Acid
Marketer view

Email marketer from StackOverflow explains choosing between shared and dedicated IPs depends on factors like sending volume, sender reputation, and control needed. Shared IPs work for lower volume, while dedicated IPs offer greater control but require reputation management.

May 2022 - StackOverflow

What the experts say
4Expert opinions

The decision to switch to a dedicated IP for HubSpot emails to avoid Outlook quarantine issues hinges on several expert opinions. A key factor is email volume; one expert recommends a minimum of 100k emails per month for a dedicated IP to be worthwhile. Switching to a dedicated IP allows for control over sender reputation, starting with a clean slate if the IP is new. However, another expert suggests that new senders with good practices should initially use shared IPs. If deliverability problems persist without identifying the root cause, a dedicated IP might be considered, but fixing the underlying issues is generally preferred.

Key opinions

  • Volume Threshold: A high email volume (100k+/month) is generally recommended for dedicated IPs.
  • Reputation Control: Dedicated IPs provide direct control over sender reputation.
  • New Sender Recommendation: New senders with good practices are often advised to start with shared IPs.
  • Problem Resolution: Dedicated IPs shouldn't be a substitute for addressing underlying deliverability issues.

Key considerations

  • Email Volume: Assess if your current email volume justifies a dedicated IP.
  • Sender Reputation: Consider your current sender reputation and whether you can effectively manage a dedicated IP's reputation.
  • Root Cause Analysis: Identify and fix any underlying deliverability issues before switching to a dedicated IP.
  • Alternative Solutions: Explore alternative solutions, such as improving email content or authentication, before committing to a dedicated IP.
Expert view

Expert from Email Geeks explains switching to a dedicated IP may be a good idea given the volume. He suggests considering whether to wait for Outlook to improve its handling of shared senders or to manage your own reputation with a dedicated IP. He forecasts success on dedicated IP with solid opt-in and proper authentication.

November 2024 - Email Geeks
Expert view

Expert from Word to the Wise answers the question of if you need a dedicated IP address, saying that new programs or senders with good programs and practices, should use a shared IP address. Senders who are having deliverability problems but don't want to find the root causes can choose a dedicated IP address.

July 2024 - Word to the Wise
Expert view

Expert from Spam Resource explains that one of the benefits of a dedicated IP is that you are in control of your own reputation. If the IP has never sent email it has no reputation at all, and you can manage it by sending good email.

August 2023 - Spam Resource
Expert view

Expert from Email Geeks answers how much volume is needed for dedicated IP, explaining his recommendation is a minimum of 100k email messages/month.

June 2022 - Email Geeks

What the documentation says
5Technical articles

Switching to a dedicated IP for HubSpot emails to improve deliverability, particularly to avoid Outlook quarantine issues, requires careful consideration of sender reputation and adherence to best practices. Documentation across multiple platforms emphasizes that a dedicated IP allows establishing a specific reputation for mail traffic, but this reputation must be actively managed through consistent sending habits and avoidance of harmful practices. Key to this is proper email authentication (SPF, DKIM, DMARC). HubSpot necessitates meeting specific volume requirements and maintaining a good reputation before using a dedicated IP. Monitoring IP reputation, especially via tools like Google Postmaster Tools, is crucial for identifying and addressing deliverability issues.

Key findings

  • Reputation Control: Dedicated IPs enable senders to establish and manage their own reputation.
  • Best Practices: Following email sending best practices is essential for maintaining a good IP reputation.
  • Volume Requirements: HubSpot and other platforms have volume requirements for using dedicated IPs.
  • Authentication is Critical: Proper email authentication (SPF, DKIM, DMARC) is vital for deliverability.
  • Monitoring Needed: Regular monitoring of IP reputation is necessary to identify and resolve issues.

Key considerations

  • Establish Reputation: Be prepared to actively build and maintain a positive sender reputation.
  • Meet Requirements: Ensure your sending volume meets the minimum requirements for a dedicated IP on your platform.
  • Authenticate Email: Implement SPF, DKIM, and DMARC to authenticate your email.
  • Monitor Performance: Use tools like Google Postmaster Tools to monitor your IP's reputation and deliverability.
  • Adhere to Best Practices: Comply with email sending best practices to avoid damaging your reputation.
Technical article

Documentation from SparkPost explains that a dedicated IP provides a clean slate for sender reputation, but also requires the sender to actively manage and protect that reputation through consistent sending practices and adherence to email best practices.

November 2023 - SparkPost
Technical article

Documentation from Validity advises ensuring proper email authentication (SPF, DKIM, DMARC) is configured, regardless of whether you're using a shared or dedicated IP. Authentication helps verify your identity and improves deliverability.

February 2024 - Validity (formerly ReturnPath)
Technical article

Documentation from Google Postmaster Tools shares that understanding and monitoring your IP reputation is crucial for email deliverability. Google provides tools to track your IP's reputation and identify potential issues affecting deliverability to Gmail users.

September 2023 - Google Postmaster Tools
Technical article

Documentation from HubSpot answers that to use a dedicated IP with HubSpot, you must meet certain sending volume requirements and maintain a good sending reputation. HubSpot provides resources and support to help users manage their deliverability and IP reputation.

May 2023 - HubSpot
Technical article

Documentation from Microsoft Learn explains that using a dedicated IP address allows senders to establish a reputation specifically for their mail traffic. This can potentially improve deliverability, especially if the sender follows best practices for email sending and avoids practices that can harm their reputation.

May 2022 - Microsoft Learn