If you send cold emails, run newsletters, or just want your business email to land in the inbox (not spam), you’ve probably heard horror stories about domains getting blacklisted. Recovering from that is a pain. This guide is for anyone who wants to actually see what’s going on with their sending reputation—and do something about it before things go sideways.
We'll walk through how to use Folderly to track your domain reputation and catch blacklisting threats fast, without getting lost in dashboards or drowning in vanity metrics.
Why Domain Reputation Matters
Your “domain reputation” is like a credit score for your email. If it tanks, your emails go to spam, or worse, don’t get delivered at all. Internet service providers (ISPs) and spam filters judge your domain based on:
- How many people mark your emails as spam
- Your bounce rate (sending to dead addresses)
- Sending patterns (too many emails, too fast)
- If you’re showing up on any public blacklists
Most people don’t notice a problem until open rates crash. By then, fixing it is way harder.
Step 1: Set Up Folderly and Connect Your Domain
First things first, you need to let Folderly watch your domain. Set aside 15–30 minutes for initial setup. You’ll need:
- Access to your DNS records (where your domain is registered)
- Your email sending platform (Google Workspace, Outlook, or whatever you use)
To connect: 1. Create your account and log in. 2. Add your sending domain. Folderly will guide you to verify ownership—usually by adding a TXT record to your DNS. 3. Connect your email sending account. This lets Folderly run tests using your real setup.
Pro Tip: If DNS records make you nervous, grab IT. One typo can break your email. This part is worth double-checking.
Step 2: Understand the Dashboard — What Actually Matters
The first time you log in, Folderly shows you a bunch of graphs and “scores.” Here’s what’s actually worth your attention:
- Inbox Placement: The percentage of test emails reaching the inbox vs. spam or “promotions.” This is the single most useful metric.
- Blacklist Monitoring: A list of major blacklists (Spamhaus, Barracuda, etc.) that Folderly checks against your domain.
- Reputation Score: Take this with a grain of salt. It’s helpful for spotting big changes, but don’t obsess over it.
What to ignore:
Don’t get hung up on every little dip or spike. Look for patterns: sudden drops, or a steady decline over a week or two. That’s when you need to act.
Step 3: Set Up Alerts That Actually Help
Don’t waste time staring at the dashboard. Set up alerts so Folderly emails you when something’s off.
- Blacklist hits: Immediate alert if your domain lands on a public blacklist.
- Inbox drop: Get a heads-up if inbox placement drops below a threshold you set (say, below 85%).
- Authentication issues: If Folderly spots problems with your SPF, DKIM, or DMARC records.
Pro Tip: Don’t set alerts for every minor change or you’ll start ignoring them. Focus on alerts that mean “stop what you’re doing and fix this.”
Step 4: Use Folderly’s Spam Test — But Don’t Treat It as Gospel
Folderly sends test emails from your domain to a bunch of “seed” inboxes (Gmail, Outlook, Yahoo, etc.) and reports where they land.
How to use it: 1. Send a test from your normal sending account (use your real templates, not just “test” emails). 2. Wait for the results. See how often you hit “Primary Inbox” vs. Spam or Promotions. 3. Pay attention to results by provider. If Gmail hates you but Outlook is fine, you know where to focus.
What works:
These tests are great for catching big problems early—especially if you’ve made changes to your sending, or you’re warming up a new domain.
What doesn’t:
Don’t expect 100% inbox every time. Real-world results vary. Some “Promotions” or even Spam placement is normal, especially for new domains.
Step 5: Monitor Blacklists (and What to Do If You’re On One)
Folderly automatically checks most major blacklists. If you get flagged:
- Don’t panic. Sometimes it’s temporary, or a false positive.
- Read Folderly’s notes—some blacklists matter a lot (Spamhaus, SORBS), others barely move the needle.
- If you’re listed, most blacklists have a removal process. Folderly will usually link to it, but sometimes you have to do a bit of legwork.
Pro Tip:
If you’re on a big blacklist, stop sending bulk emails until you’re cleared. Continuing to send can get your IP or domain permanently trashed.
Step 6: Fix Issues Folderly Flags (But Don’t Chase Every Warning)
Folderly sometimes suggests fixes—like updating SPF records, changing your “from” address, or tweaking sending volume.
- Authentication errors (SPF, DKIM, DMARC): Fix these immediately. They’re table stakes for deliverability.
- Volume spikes: If you send a big blast out of nowhere, expect some warnings. Ramp up slowly, especially with new domains.
- Spam trigger words: Take these suggestions with a grain of salt. Swapping “free” for “complimentary” won’t save you if you’re on a blacklist.
What to ignore:
Don’t endlessly rewrite your email just to please the tool. Authentic, relevant emails sent to real lists will always perform better than over-optimized spammy messages.
Step 7: Build a Simple Routine (and Don’t Overthink It)
Tracking reputation isn’t a “set it and forget it” deal, but it also shouldn’t eat your week. Here’s what works for most teams:
- Weekly: Check your Folderly dashboard for inbox placement trends and any blacklist hits.
- After major campaigns: Run a spam test and spot-check results.
- Monthly: Review authentication records, especially after making changes to your DNS or switching email providers.
If you get an alert about a blacklist or a big drop, act right away. Otherwise, don’t obsess. Most reputation issues are slow-moving—panic only if you see a pattern.
What Folderly Can’t (and Won’t) Do
- It can’t “fix” your reputation overnight. If you’re deeply blacklisted, expect a long slog.
- It won’t write better emails for you. If you’re spamming, no tool will save you.
- It’s not magic. Folderly is a helpful radar, not an autopilot.
If you’re looking for a push-button fix, you’ll be disappointed. But if you want visibility and early warnings, it’s a solid choice.
Final Thoughts: Keep It Simple and Stay Proactive
Domain reputation is a moving target, but you don’t need to micromanage it. Use Folderly to keep an eye on the basics—deliverability, blacklists, and authentication—and act when something actually changes. Ignore the noise, focus on sending real emails to real people, and you’ll stay out of trouble. And if something does go sideways, you’ll know about it before it costs you business. Keep it simple, check in regularly, and tweak as you go.