AY Mail 2. Professional and
Basic knowledge of email transport required
When you send a message and the addressee cannot be
found, the mail server will send you a notification
that explains why the recipient address is undeliverable.
We will refer to such notifications as bounces.
People frequently change their email addresses and
therefore it is very common for some addresses to
become undeliverable. As a result, if you are sending mail
to many recipients you should be ready to receive
If you send direct, then AY Mail will be connecting to
destination SMTP servers. Therefore, in most
cases, AY Mail will know immediately if the address was undeliverable.
Only 10-15% of undeliverable addresses will not be flagged as
bad right away. For these, you will receive bounce notices later.
If you use a single SMTP server, the server will not know if
addresses are good or bad, so it will accept all the
addresses. It will then send you bounces for every
failed address. In this case you are expected to get
many more bounces than if you were doing direct send,
and automatic processing of bounces becomes critical.
Direct Sending vs. SMTP for
In both cases, AY Mail can process bounces automatically
through AY Track.
To set up AY Mail for automatic bounce processing you need
to do the following:
If you have not done this before, you need to set up
AY Track by clicking
Settings->AY Track Setup Wizard
from AY Mail main menu.
2. When you send a message, you need to make sure that you
specified a correct sender address on the Message Tab.
The bounces will be sent to this address, and therefore, it
is very important that the email addressed to the sender address
be delivered to your mail account (the one that processed by AY
Track). Otherwise, you will not receive any bounces.
3. We recommend checking your email soon after you
send your message. This will cause AY Track server to
download all the emails, and process the bounces if
there were some of them sent to you. If you did large
mailing and expect lots of bounces, you may need to
check your email every 15 minutes or your mailbox may
be overloaded and you will loose some of the bounces.
While you are doing that, AY Track will be saving
information on bounces.
You will receive most of the bounces very soon after
you send the message, but some may take days to arrive.
4. Next time you open the AY Mail project that you
have used to send the message, AY Mail will download
all the information on bounces collected by AY Track.
You can click on the Advanced tab and select
Advanced->Check For Bounces/Notifications to check if there
are any more bounces, but normally you do not need this, because
AY Mail automatically downloads all the bounce information when you
open the project and also when you watch delivery information on
the Reports tab.
While AY Mail is downloading bounces
from AY Track and you may see green checkmarks changing
to red crosses for the recipients whose addresses
happened to be undeliverable.
The changes will be recorded in the report as well.
5. Do not delete the report created after you send
the message. If you do, bounces will become unavailable.
AY Track will still collect them, but AY Mail will not
download bounces from AY Track if there is no report for
the corresponding message.
Some of the server software applications use
non-standard bounce format. AY Mail tries to recognize
bounces created by common programs, but some bounces
still will come undetected and you will receive them
into your mailbox. You can then take actions manually.