Email Sending Best Practices
Email is a core component of PhoneBurner.
In addition to emailing your contacts via the contact manager, PhoneBurner can be configured to automatically send specific emails for specific call outcomes, saving you hours of follow-up.
Here are some important things to know when setting up and using email.
By default, emails are sent through PhoneBurner’s mail server on your behalf. You can set the sender name and email address via your Email sending profile. Mail sent via our server will include the following messaging in the footer of the email:
Reasons to use a custom SMTP server
Users are encouraged to send email directly through their email provider’s mail servers. That is, the same server from which your emails are typically sent (i.e. Gmail/GSuite, Office365, Sendgrid, etc.). Anyone can do this, and doing so carries several distinct benefits.
Improved deliverability: Since PhoneBurner sends emails on behalf of thousands of clients, you are likely to enjoy improved deliverability when your email is sent directly from your email provider’s server.
Accurate sending profile: By setting up a custom server, your emails will be sent directly from your email address, rather than “via” ours. That means, in most cases, emails you send from your account will also show up in your email client’s “Sent” folder, as if you sent them directly from your mail client.
Footer messaging can be removed: Emails sent through your server aren’t required to have our footer message and unsubscribe link appended to the bottom. However, we recommend that you do so to maintain CAN-SPAM compliance.
Choosing which email and server to use
You can use any SMTP server that you have access to.
Typical candidates include:
Gmail/GSuite, Yahoo or other public email service
Your business email address (ie. firstname.lastname@example.org)
A prospecting email address (ie. email@example.com)
To determine the best option for you, it is important to consider who you’re emailing, the nature of your business, and the types of email you send.
Every SMTP server is different and each has their own restrictions.
For example, Gmail/GSuite limits the number of emails you can send to approximately 500 per day. Other servers, like Office365, only allow 1 email to be sent every few seconds, which can cause slowdowns in delivery. SendGrid has different limits based on account level. These restrictions are out of PhoneBurner’s control. Be sure to choose a solution that is right for your unique needs.
Also, once you enable your own SMTP server, PhoneBurner can no longer process bounced messages from your contacts. This means that you will continue to send emails to undeliverable (bouncing) email addresses until you manually unsubscribe them.
Watch this video for more help setting up a custom SMTP server: