In the last year I’ve had many, many emails & phone calls from clients complaining that they are not getting emails from their website, for example the verification code WordPress sends when a user attempts to login to their website. So I thought I’d write this post explaining in some detail why this happens and most importantly what to do about it.
Many people that use a Gmail or Yahoo email address often encounter problems when attempting to send emails from their website. While the idea seems straightforward, there’s a lot going on beneath the surface that impacts the effectiveness of this approach. In this post I’m going to unravel the mystery behind why sending emails from your website using Gmail or Yahoo addresses may not yield the desired results, and offer some solutions so you can once again receive emails from your WordPress (or any) website. I’ll try not to get too technical. Ha ha ha. Laughing, because it is by nature.
The Basics: How Emails Work
Before diving into the details, let’s talk about how emails operate. When you send an email, it travels through various servers and protocols to reach its destination. The sender’s email server plays a crucial role in authenticating the legitimacy of the email, ensuring it doesn’t end up in spam folders or face rejection by the recipient’s email server.
The Pitfall of Using Gmail or Yahoo for Website Emails
1. Authentication Challenges
One of the primary issues arises from the authentication mechanisms used by Gmail and Yahoo. These email providers have stringent security measures in place to curb spam and phishing attempts. When your website attempts to send emails through these platforms, it may trigger authentication challenges, leading to the email being marked as suspicious. And guess what? They’ve doubled down and in 2024 it’s going to be enforcing strict requirements on mail sent from websites and high volume senders.
2. Domain Mismatch
Email authentication involves validating the domain from which the email originates. When your website sends emails using a Gmail or Yahoo address, it creates a domain mismatch. Simply meaning your sending from www.yourdomain.com and using an email address like suzieq@gmail.com instead of suzieq@yourdomain.com. Get it? So the recipient’s email server may perceive this as a potential security threat, increasing the likelihood of the email being flagged or rejected. It may not even land in a spam folder. It’s just zapped and gone forever.
3. What are Google, Yahoo & Apple Changing in 2024?
WARNING: this is gonna get technical. Starting in 2024, Google, Yahoo and Apple will require all senders to follow email authentication best practices which include publishing SPF or DKIM records, as well as DMARC policies for all domains. Senders must have valid forward and reverse DNS records published for their mail servers and domains. Google, Yahoo and Apple will also track the reported spam rate for mail received from our domains. That rate must be below 0.3%.
High-volume senders will be subject to even stricter requirements related to email authentication. (I don’t believe any of my clients are high volume senders) Additionally, senders will need to offer users the option to unsubscribe from future emails. Senders who don’t comply with the new requirements will be subject to message rate limiting and blocked messages, or the messages will be marked as spam.
I also anticipate Microsoft and other large email providers will make similar announcements within the next year.
The Solution: Use a Custom Domain Email
To circumvent the challenges associated with sending website emails via Gmail or Yahoo, the optimal solution lies in leveraging a custom domain email. A custom domain email aligns your email communications with your website’s domain, presenting a unified and credible front to both email providers and recipients. Which means you need an email address that matches your website domain. Example: you@yourdomain.com.
Spoiler alert: don’t get an email from your web host. Why? If your website goes down, yep, your email will go down too.
So what to do? I get my email address from Google Business, now called Google Workspace. It’s about $6 a month. You can also get an email address through most domain registrars. I now use NameCheap.com for my domains and they offer email accounts for about $4 a month. (Google Domains sold to Squarespace in 2023)
Check where you have your domain registered and if they offer custom domain emails. If you’re not sure you can contact me, or do a whois lookup to find out.
The Many Advantages of Custom Domain Email
1. Enhanced Credibility
Using a custom domain email enhances your credibility, signaling to email providers that your communications are legitimate and not likely to be spam or phishing attempts.
2. Greater Deliverability
Custom domain emails typically experience higher deliverability rates as they align with established authentication protocols. This reduces the likelihood of your emails being marked as spam or facing rejection.
3. Brand Consistency
This is a big one. Maintaining brand consistency is crucial for a professional online presence. A custom domain email reinforces your brand identity and fosters trust among recipients.
4. Improved Security
Custom domain emails offer improved security, reducing the risk of unauthorized access or misuse of your email communications.
Setting Up a Custom Domain Email
Setting up a custom domain email involves a few straightforward steps:
- Domain Registration: Ensure you own a custom domain (e.g., yourname.com).
- Choose an Email Hosting Provider: Opt for a reliable email hosting provider that offers the features you need.
- Configure DNS Settings: Update your domain’s DNS settings to point to the email hosting provider’s servers. Your web developer can do this for you, or your IT consultant.
- Create Email Accounts: Set up email accounts using your custom domain (e.g., yourname@yourdomain.com).
- WordPress Plugin to Send Emails: yes, you’re most likely going to have to purchase a plugin to set up your email for your website to send correctly. It’s about $50 a year for the plugin.
Wrapping Up
Understanding the nuances of sending emails from your website is vital. By steering clear of Gmail or Yahoo addresses and opting for a custom domain email, you not only overcome authentication challenges but also enhance the credibility and deliverability of your emails. Embrace the power of a unified online presence, bolstered by a custom domain email that reflects the professionalism and authenticity your audience expects.