This article explains the necessary steps taken by the main campus email administrators to protect UNC's sender reputation with other external email systems.
On February 1, 2024, both Google and Yahoo implemented significant changes to their mail deliverability systems to combat spam. These changes involve a combination of technical requirements, such as sender behaviors, like easy unsubscribe options. While the intention is to reduce unwanted spam in users’ inboxes, these enhanced deliverability requirements have implications for every email sent to Google or Yahoo accounts from UNC addresses. With these changes a small number of bad mailings from UNC could lead to Google and Yahoo blocking all emails from UNC.
Here is an example.
If Google and/or Yahoo flag messages at the domain level (e.g. @unc.edu, @live.unc.edu, @office.unc.edu, @ad.unc.edu and @email.unc.edu), they will also flag all subdomains (e.g. @its.unc.edu, @admissions.unc.edu). This means Google and/or Yahoo would reject all mail from UNC domains and subdomains.
However, if one UNC subdomain (like @its.unc.edu) trips the threshold, only messages from that subdomain will be rejected. Messages from the @unc.edu domain or other UNC subdomains will not be affected.
To try and prevent this from happening UNC has made the following changes:
Enforcing listserv "from" addresses: This prevents abuse of listservs
- All listservs will now use an automatically created address based on the list name as the “from” address, instead of the sender’s personal address. An example would be if your list name is “Test” the from address would be test@listserv.unc.edu.
Requiring subdomains for third-party mailers: This improves deliverability and tracking.
- You may no longer use a top-level domain to send bulk mail from iContact, Mailchimp etc. Top level domain examples, @unc.edu, @ad.unc.edu, @email.unc.edu, @live.unc.edu, @office.unc.edu and @listserv.unc.edu.
- You must now use a subdomain specific to your department or group (ex @its.unc.edu or @admissions.unc.edu).
Restricting Qualtrics sending options: This ensures proper subdomain usage.
- Emails sent via Qualtrics, like other third-party bulk mailers, must use a subdomain rather than a top-level domain.
- Unmaintained subdomains (including @unchealth.unc.edu) are also restricted.
- Users can send from either survey@qualtrics.unc.edu or a configured department subdomain.
Standardizing Microsoft 365 addresses: This simplifies management and improves deliverability.
- Previously, Tar Heels could create Microsoft 365 Groups and Teams with email addresses ending in @unc.edu.
- Now, all newly created Microsoft Groups and Teams are assigned @office.unc.edu addresses.
- Existing Groups and Teams remain unchanged and still have "@unc.edu" emails.
Restricting relay.unc.edu: This prevents misuse and improves security.
- Vendors are imposing stricter limitations on internal mail relays. Due to this, relay.unc.edu can no longer route mail from external sources.
- IT groups using relay.unc.edu should employ an email address that exists, rather than a non-existent one.
- ITS anticipates additional controls to UNC’s relay system and that anonymous sending will become even more difficult.
These changes protect UNC’s email reputation and help ensure that emails from UNC addresses reach external mailboxes. The tradeoff for senders is that strengthening these requirements may result in fewer customization options to “from” addresses.
While ITS is working diligently to ensure mailings reach recipients, you should anticipate there may be times when Google and/or Yahoo could block emails from UNC.