Email Distribution Failure Summary

Verify Your Email's Compliance

1. Content Review:
   • Avoid excessive links, attachments, or images.
   • Simplify the subject line and body to avoid spam-like phrasing.
   • Use plain text emails if possible for initial testing.
2. Test Email:
   • Send the email to a single @clalit.org.il address and verify delivery.

SPF Record:

• Ensure your DNS includes an SPF record for your Outlook Live server.
• Example SPF record

v=spf1 include:outlook.com -all

DKIM (DomainKeys Identified Mail):

• Enable DKIM signing in your Microsoft 365 admin center to verify email integrity.

• DMARC:

  • Add a DMARC record to define how your domain handles failed authentication
  • v=DMARC1; p=none; rua=mailto:email address removed for privacy reasons

Contact Clalit Health Services IT Team

• Explain the issue to the recipient’s IT administrators.
• Request them to:
  • Whitelist your sending domain or server (DB9PR10MB5428.EURPRD10.PROD.OUTLOOK.COM).
  • Check their spam filters for blocked messages and the reasons for blocking.

D. Microsoft 365 Support

• If the issue persists, open a support ticket with Microsoft.
• Provide them with:
  • The error message.
  • Email headers of failed emails.
  • A detailed description of the problem.

E. Avoid Overloading Recipient Servers

• Limit the number of recipients in a single email batch.
• Use distribution lists effectively and segment them if necessary.

F. Use a Third-Party Email Service

• For mass email distributions, consider using email marketing platforms like:
  • Mailchimp.
  • SendGrid.
  • Constant Contact.
• These services are designed to optimize email deliverability and reduce spam blocking.

Monitoring and Testing

• After applying fixes, send test emails and monitor delivery.
• Use email tracking tools to verify whether recipients open the emails.

Summary

1. Fix authentication records: SPF, DKIM, and DMARC.
2. Simplify email content and avoid spammy elements.
3. Coordinate with Clalit IT for whitelisting.
4. Use smaller batches or an email marketing service if necessary.
5. Engage Microsoft Support for persistent issues