Why You Shouldn’t Use Your Microsoft 365 Account for Bulk Email—and What to Do Instead

If you’re a small business owner sending newsletters or promotional emails, it might seem easy to just use your regular Microsoft 365 email account. But doing so can actually hurt your email deliverability, damage your domain’s reputation, and even breach spam laws.

Here’s what you need to know—and how Excelero IT Solutions can help.

🚫 Why Microsoft 365 Isn’t Built for Bulk Email

Microsoft 365 is designed for day-to-day business communication, not for sending hundreds or thousands of marketing emails. Here’s why using it for bulk email is risky:

• Sending Limits: Microsoft 365 has daily and hourly limits to prevent spam. Exceeding them can get your account temporarily blocked.
• Reputation Risk: If recipients mark your emails as spam, it can damage your domain’s reputation—affecting all your business emails.
• No List Management: Microsoft 365 doesn’t offer tools to manage subscribers, track engagement, or handle unsubscribes.
• No Bounce Handling: You won’t get detailed feedback on delivery issues or invalid addresses.

✅ Why Use Tools Like Mailchimp, HubSpot, or SendGrid?

These platforms are built for email marketing and offer features that help your emails land in inboxes—not junk folders:

• High Deliverability: They use trusted servers and IP addresses with strong reputations.
• Authentication Support: They help set up SPF, DKIM, and DMARC to prove your emails are legitimate.
• Subscriber Management: Easily manage opt-ins, opt-outs, and segment your audience.
• Analytics: Track open rates, clicks, and bounces to improve your campaigns.
• Compliance: They help you follow spam laws automatically.

📜 Understanding Australia’s Spam Laws

Under the Spam Act 2003, you must follow three key rules when sending marketing emails in Australia 

1. Get Consent
   • You must have express or inferred consent before sending marketing emails.
   • Express consent is best—like someone ticking a box or signing up for your newsletter.
2. Identify Yourself
   • Your email must clearly show who you are and how to contact you.
3. Include an Unsubscribe Option
   • Every email must have a clear, easy way to opt out.
   • The unsubscribe must be free, simple, and actioned within 5 business days 

Failing to follow these rules can lead to fines and damage your brand’s reputation.

✨ The Importance of Great Content

Even with the best tools, your emails need to offer value to your audience:

• Write clear, engaging subject lines.
• Share useful, relevant content.
• Use a clean, mobile-friendly design.
• Personalize where possible to boost engagement.

Great content keeps your audience interested—and reduces the chance of being marked as spam.

🛠️ How Excelero IT Solutions Can Help

At Excelero IT Solutions, we make email marketing safe, effective, and compliant:

• Set up SPF, DKIM, and DMARC to authenticate your domain.
• Help you choose and configure the right email marketing platform.
• Ensure compliance with Australian spam laws.
• Support your content strategy to improve engagement and deliverability.

📩 Ready to Send Better Emails?

Don’t risk your reputation by using the wrong tools. Let us help you set up a professional, secure, and legally compliant email marketing system that works.

Contact us  today to get started.