Email sent by me going into recipients junk / spam folder

[#1]

We have a hotmail.co.uk address and 3 times a year I send about 10 virtually identical emails to new people and I learned a few years ago that they were being marked as spam so I follow up with a text/whatsapp to say I've emailed them. This is a pain but manageable. I accompany music exams and the email covers terms and conditions, how to get to my house and fees etc. Because these are business relationships that may not repeat, I'm hesitant to be asked to be put in their contacts.

Today I learned that a mail to our dog trainer had gone into her junk mail. Who know what other mail has been treated similarly.

Is there anything I can do? Just as we receive mail that's been spoofed. Is it possible that our address is being used in spoofed mail without our knowledge...

I wonder if when I taught the piano my email address was on a couple of online registers. It is not on my wordpress site.

It would be an enormous pain to change our email address and maybe have separate business and personal ones (which I used to have and then that became a nuisance). If I do, where should I go - gmail, outlook? I don't want to pay for one.

Is there any we can do?

[#2]

Hotmail popular with scammers, so easy fix is to send from another e mail address. In many e mail apps, if recipient right clicks on items in JUNK/SPAM you get option to put sender in safe category or not spam, so in future your e mail would go to their INBOX.

[#3]

Such can be the problem with free email platforms. Have you identified any commonalities with the addressees whose emails go to the spam folder?

[#4]

No. My customers can be Gmail, btinternet, Hotmail, something.ac.uk and i don't log which ones go to junk. That seems just like too much work. But you're right it could tell us something. I can't believe it's anything to do with the content. I sent the email to an internet junk mail evaluation site and it scored as unlikely to be junk.

[#5]

Some receiving environment's SPAM filters can be a tad over zealous!

[#6]

Are you sending the emails through the hotmail/outlook webmail interface or another way?

[#7]

I use the outlook client software. Microsoft 365.

[#8]

What server are you using for your outgoing settings, if you can find them?  Its been a while since I've set a client up for a hotmail.co.uk address and can't remember if you can set it up as IMAP.  I thought if you can is if you are using a different SMTP server than the hotmail one.  

[#9]

that's all done for me. From memory, when we added the account to the email program we went through some kind of wizard. On the account settings it's defined as microsoft exchange. The account also has all our contacts and my calendar 

[#10]

Ah.  That sounds like it rules out my theory!  Sorry!

[#11]

thanks for trying to help !

[#12]

@pjmarsh -It's been a while and I can't remember the ins and outs but remember a case where outlook was sending email with something on them that caused the message to go to spam, this might just have been and old version of outlook though.

I also remember a case where forwarding an email had stuff inside it that you were forwarding on inadvertently for it to land in spam. Also pasting content from elsewhere can leave scripting in the background that you can't see making it flag as spam. Could you try sending a new, fresh email from Outlook online version, not from a template with just text and no fancy formatting and without adding any multiple additional recipients to see if it goes though?

[#13]

Sorry pjmarsh  - @jch48 

[#14]

sending whilst signed in on a browser is an idea.

The emails are personal to one person

Hi x

Thank you for...

I can rehearse on the following dates..

I attach directions to my house....

My fees are....

No hyperlinks, no pictures/graphics. Such innocent stuff. I would if someone is spoofing me and sending out 1000s of mails pretending to be from our address. I've been unable to find out if this is the case

I'm googling it and finding others have the problem, but no solution