Relevant Tools

Digital Marketing Services: Databases – Removing Bounced Email Addresses

Cleaning Email Bounces from your Database

Databases need regular maintenance to maximize effectiveness and to reduce your data storage costs. Each time you send a mailing detailed statistics are available, in real time, that show you how many records were selected for a mailing, the number of missing and⁄or bad email addresses, the number of prior unsubscribes and finally, the number of duplicates. Additionally, the total number messages sent and the total number of bounces are displayed in the mailing details. A bounced email is an email that could not be delivered for one reason or another. The reson could be because the email address is no longer valid, the mailbox is full or the message was rejected.

All of this information is available in the Relevant Tools Results section. To begin the process of displaying the mailing results, simply click on RESULTS, at the top of the screen. Then, click on the MAILING RESULTS button, shown below, to display a list of your mailings.

With the list of your mailings displayed, simply click on a mailing name in the name column, shown below, to display the Mailing Details screen for a particular mailing.

Each email address that could not be delivered to is added to the bounce list for the mailing. To display the bounce list for the mailing, simply click on "bounces" link, shown below. The bounce list is particularly useful when resolving a delivery issue for specific email addresses.

After clicking on the bounces link the screen below is displayed. On this screen, a detailed list of all of the email addresses that bounced for the mailing, is displayed. Notice that you can export the list of email addresses by clicking on the link, as noted in the screen below.

You should periodically clean your database of bounces to reduce your monthly data storage charge. Once an email has bounced, depending on the particular email address and the bounce reason, that email address may never be sent a message again. A special bounce report is available to help you to clean up your database and remove records that have bounced multiple times. The bounce report is located on the main database screen in the Special Searches section on the right–hand side of the screen, as shown below. To display the main database screen click on DATABASES, at the top of the screen.

To begin the process of removing the bounced records from the database, be sure you have the correct database selected, in the Database Selection section. Then click on "bounces" in the Special Searches section, shown above. The screen below will be displayed. On this screen, you can specify the number of times record has to have bounced before displaying it and the number of mailings to include in the search.

Click on DISPLAY BOUNCES to preform the search and display the screen below. The Search Results screen displays a list of records that have bounced and match your search requirements. To delete these records use the DELETE LIST button, shown below.

Finally, you have to confirm you really do want to delete the list of selected records. We backup all data on a nightly basis so if you make a mistake you can always contact us to ask us to restore your database.

Running the bounce report periodically and deleting bounced records will keep your bounce statistics low and improve your deliverability. Finally, you also will only be charged for good emails that are helping you to grow your business.