Sent emails are considered spam (part 2)

Exchange 2010 SP3

It seems all (or most) of the emails I am sending to various individuals are being considered spam by the receiving party.

www.intodns.com lists GoDaddy as my mail server provider in a couple of locations instead of my server and Exchange, yet some other listings in www.intodns.com list my server.

Excerpt:
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Info      Domain NS records      Nameserver records returned by the parent servers are:

ns3.secureserver.net.   ['216.69.185.21']   [TTL=172800]
ns4.secureserver.net.   ['208.109.255.21']   [TTL=172800]

k.gtld-servers.net was kind enough to give us that information.
====================================
Information      Glue for NS records      INFO: GLUE was not sent when I asked your nameservers for your NS records.This is ok but you should know that in this case an extra A record lookup is required in order to get the IPs of your NS records. The nameservers without glue are:
208.109.255.21
216.69.185.21

You can fix this for example by adding A records to your nameservers for the zones listed above.
====================================
MX Records      Your MX records that were reported by your nameservers are:

10   sub.mydomain.com   z.z.z.z (note: <--- the correct ip address.)

[These are all the MX records that I found. If there are some non common MX records at your nameservers you should see them below. ]
====================================

Two questions:

1. Is this the cause of my spam problems.  I am not sending any emails that would be considered spam, most of the emails are replies to clients and 99% text.  But, my emails end up in the spam folder, even if it is a reply.

2. How do I modify my server to fix this problem?

Thanks.
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Adam DIT Solutions DeveloperAsked:
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Simon Butler (Sembee)ConsultantCommented:
Name servers would have nothing to do with it.
To be honest, neither would inconsistent name records.

When it comes to email delivery, there are only three things that you need to worry about.

1. The server has a valid A record pointing to the correct external IP address.
2. The IP address as a matching PTR (this is set by your ISP).
3. The send connector FQDN is also set to the same A record.

Your tags say SBS, so if this is SBS then the server will be setup with remote.example.com - while you can use another host name, most SBS experts will recommend that you don't.

Therefore I would check that all DNS is set correctly. If you have multiple external IP addresses, then ensure that the correct one is being used for outbound traffic.
http://blog.sembee.co.uk/post/Exchange-200720102013-Outbound-SMTP-Banner-Testing.aspx

Simon.
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NinjaStyle82Systems AdministratorCommented:
it could also have to do with a mismatched spf record. you can check that here:
http://mxtoolbox.com/spf.aspx

Another thing to look at is if you are blacklisted for any reason, you can check that here:
http://mxtoolbox.com/blacklists.aspx
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Adam DIT Solutions DeveloperAuthor Commented:
Thank you for your posts.

1. The HELO check from CBL came back with proper syntax as indicated in your blog Simon.

2. SPF - no record found

3. Blacklists - NONE

===============

Would the lack of a SPF record cause this problem?  

Are there other DNS tests I can run?

Thanks.
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rindiCommented:
Further things to take care of is to make sure that all your users fill in the subject of an email. Mails that don't have a subject are automatically flagged as spam by most receiving servers or mail clients. Besides that make sure your mails don't contain the common spam words like pharmacy, drugs, mortgage etc, particularly not in the subject of the mail. Those notorious words also tend to be top of the list in most spam filters.
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Simon Butler (Sembee)ConsultantCommented:
SPF records aren't used widely enough to cause too much of a problem. Lack of SPF would cause emails to be flagged as spam.

If you are sure that all of the DNS and IP address is correct, then you have to start looking at the content. End users with signatures with loads of logos would get the messages flagged for example.

Simon.
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NinjaStyle82Systems AdministratorCommented:
SPF could be the problem depending on if the mail server that is flagging you as spam is verifying SPF. The fact you aren't on a blacklist is good. It might be a good idea to create the SPF regardless of if it is or is not the cause.
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