I was recently asked about some general steps to ensure an organization’s email server is “clean.” Here is the advice for doing this (forward to your technical contacts).
- Use a service to check and monitor your email server’s reputation. A good example is MXToolBox.com:
You can sign up for a free monitoring service (2 hosts for free) to monitor your server for being placed on a blacklist. It gets checked daily, and they send you an email if you server’s blacklist status has changed.
- Make sure you have “SPF Records” defined for your domain. This proactive tool allows an organization to state explicitly what servers will be sending email for its domain.
- Make sure your have special email accounts defined:
- firstname.lastname@example.org (required)
- email@example.com (recommended)
- If you have listserves or send a fair amount of email (especially marketing content), you may want to create an account with http://www.emailreg.org, but there is a small annual fee for their service. I found it particularly useful when an email server was blocked by the “Barracuda anti-spam service”.