If you send cold emails for a living, you already know the drill: half the battle is just landing in the inbox, not the spam folder. But how do you actually know if your emails are making it through, and what’s tanking your results? That’s where advanced reporting tools come in. If you’re using Mailreach, this guide will show you exactly how to use its advanced reporting features to separate signal from noise—and fix what’s broken in your outreach.
No fluff, no magic bullets. Just a practical walkthrough for marketers, SDRs, founders, or anyone relying on email to drive results. Let’s get into it.
Step 1: Understand What Mailreach Actually Monitors (and What It Doesn’t)
Before you dive into the reporting dashboards, it helps to know what Mailreach is actually tracking:
Mailreach does: - Simulate real-world inbox scenarios by sending emails to a network of test inboxes across major providers (Gmail, Outlook, Yahoo, etc.) - Track where those emails end up: inbox, spam, promotions, or “other” - Give you stats on deliverability, sender reputation, blacklisting, and technical issues
Mailreach doesn’t: - Monitor your real recipients’ behaviors—so it can’t tell you if actual prospects are opening or replying (use your outreach platform for that) - Fix poor copy, bad targeting, or broken sales processes
Pro tip: Think of Mailreach as your early warning system. It won’t close deals for you, but it’ll flag technical and reputation problems before your real campaigns go sideways.
Step 2: Set Up Advanced Reporting for Real-World Results
Mailreach’s basic stats are useful, but the advanced reporting is where the real troubleshooting happens. Here’s how to get it working for you:
1. Connect All Your Sending Accounts
- Hook up every sending email address you use for outreach—don’t just monitor one “test” inbox.
- If you’re rotating domains or mailboxes, add them all. Problems often hide in plain sight on a single sender.
2. Configure Test Volume and Frequency
- Set up Mailreach to send enough test emails (e.g., 40–100/day per account) to get statistically meaningful data.
- Don’t overdo it—spamming test inboxes won’t reflect real-world sending patterns.
3. Pick the Right Providers
- Make sure you’re testing across all the major providers your audience uses. If you’re targeting B2B, prioritize Outlook/Office 365. For B2C, lean into Gmail and Yahoo.
- Don’t ignore smaller or regional providers if they matter for your segment.
4. Enable Blacklist and DNS Monitoring
- Turn on blacklist monitoring if it’s not already active. If your sending IP or domain lands on a blacklist, you’ll want to know immediately.
- Keep an eye on SPF, DKIM, and DMARC records—Mailreach alerts you if something breaks or is misconfigured.
Step 3: Make Sense of the Numbers—What Actually Matters?
The advanced reporting dashboard is full of charts, color codes, and numbers, but only a few really move the needle:
Deliverability Score
- This is the headline number showing what % of test emails land in the inbox, not spam.
- Don’t chase 100%. Most legitimate senders land in the 85–95% range. If you’re below 80%, something’s wrong.
Spam Placement by Provider
- Breaks down where your emails land for each major provider.
- Look for patterns: If Gmail is fine but Outlook tanks, you’ve got a provider-specific reputation issue (often tied to user complaints or engagement).
Blacklist Alerts
- Immediate red flag. If you’re on a blacklist, pause your outreach and investigate—sending while blacklisted just digs the hole deeper.
Technical Checks (SPF/DKIM/DMARC)
- If these fail, fix them ASAP. No amount of “warming up” or fancy copy helps if your authentication is broken.
Pro tip: Ignore “vanity” metrics
- Open rates to test inboxes, or small daily fluctuations, are mostly noise.
- Focus on trends—is your spam placement creeping up week-over-week? That’s the signal.
Step 4: Spot and Fix Common Issues Using the Reports
Here’s where most teams waste time: staring at dashboards but not actually doing anything with the data. Here’s how to turn reports into action:
If You’re Landing in Spam
- Check technical setup: SPF, DKIM, and DMARC must be valid for every domain and mailbox.
- Review sending behavior: Sudden spikes in volume, inconsistent sending times, or using brand-new domains all look suspicious to spam filters.
- Scrub your lists: Bounces and spam traps kill your reputation. Only email verified, opted-in contacts.
- Tweak your content: Avoid spammy language (“free!!!”, “guaranteed”, excessive links). But don’t obsess over copy—if your setup is solid, content only gets you so far.
If Only One Provider Is a Problem
- Segment your sending: Consider separate domains or mailboxes for Gmail vs. Outlook-heavy lists.
- Check user engagement: Outlook, in particular, punishes low reply rates and high delete-without-reading.
- Warm up: Sometimes you just need to send more “normal” emails (actual conversations, not just sequences) to rebuild trust.
If Blacklisted
- Stop sending immediately from that domain/IP.
- Investigate why: Look for recent spam complaints, sudden volume jumps, or compromised accounts.
- Request removal: Most blacklists have a removal process. Don’t expect instant results.
- Long-term: Consider using dedicated IPs and monitor them closely.
If Deliverability Drops Suddenly
- Check for recent changes: Did you change your sending tool, add a new domain, or import a big list?
- Look for technical alerts: Sometimes a DNS or authentication record expired without warning.
Step 5: Build a Simple, Repeatable Optimization Routine
Mailreach’s advanced reporting is most useful when you make it part of your weekly (not just crisis) workflow. Here’s a no-nonsense routine:
- Review key metrics weekly: Deliverability score, spam placement by provider, blacklist status, tech checks.
- Investigate any drop-offs: Don’t wait for a full-blown crisis.
- Make one change at a time: Adjust sending volume, warm up, tweak content, or fix DNS—then watch the impact. If you change everything at once, you’ll never know what worked.
- Keep a simple log: Just a Google Sheet with “date,” “what changed,” and “what happened.” It’s not glamorous, but it saves your sanity.
Pro tip: Don’t obsess over tiny day-to-day swings. Look at weekly and monthly trends. The goal is reliable, predictable inboxing—not chasing a mythical 100% deliverability.
What’s Not Worth Your Time
There’s a lot of advice out there, but not all of it’s helpful:
- Don’t waste hours split-testing subject lines in test inboxes. Spam filters care more about your reputation and setup than your word choice.
- Don’t obsess over “inbox placement” in countries or providers you don’t actually target.
- Don’t believe anyone who promises “guaranteed inboxing”—that’s just not how email works.
Keep It Simple—And Iterate
Advanced reporting is a powerful tool, but only if you use it to make small, steady improvements. Don’t get lost in the weeds or panic over every blip. Set up Mailreach to monitor what matters, fix issues as they pop up, and focus on consistent, healthy sending habits. That’s what gets emails delivered—and gets you real results.