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In this FAQ section, we aim to commonly asked questions about processing emails in DQ for Excel.

Whether you’re looking to learn more about the capabilities, the data behind the tools, the installation process, or pricing, you’ll find the answers here.

We’re committed to providing you with the information you need to make the most out of this powerful tool and elevate your customer data quality within Excel.

What is DQ on Demand™?

DQ on Demand is a Data Quality as a Service (DQaaS) Data Quality Improvement Platform. DQ on Demand delivers a suite of data quality improvement utilities, designed to make the task of enterprise data management simpler. 

How long does it take to set up email cleansing in DQ for Excel™?

DQ for Excel™ can be installed in minutes from the Microsoft Office store. 

How much does it cost to validate, format and authenticate emails in DQ for Excel™ cost?

Billing for DQ for Excel™ is transactional, i.e. each request will consume credits, which can be spent on any of the available services.  For individual pricing information see DQ Credits Pricing

The MS Excel Add-In can be installed free of charge from the Microsoft Store.

What happens when I run out of email cleansing DQ Credits?

You will need to purchase additional credits through your account via the DQ Shop dqshop.dqglobal.com 

Will I be charged if my email cleansing operation isn't successful?

All email cleaning requests, validation, formatting, and authentication are charged individually.

If the operation was not processed by DQ on Excel due to any kind of technical error then no charge will apply.

How can I ensure that my emails will deliver?

Our email authentication capability will silently confirm deliverability with the mail server and flag the email as either deliverable or undeliverable.

This goes beyond simple syntax checking for an @ symbol and a valid domain, our email authentication service detects whether the email mailbox is genuine and can receive mail, which helps to maintain your sender reputation and reduces waste 

Does email authentication work for both business and personal email addresses?

Yes, it can be used to check for both business and personal email addresses 

Does email authentication work internationally?

Yes, email authentication is not geographically dependent so it works globally 

Why is email authentication important?

It reduces the number of hard bounces which will protect your domains sender reputation. 

It reduces the cost associated with email sends to undeliverable emails 

It improves the trustworthiness of marketing metrics to ensure volume counts are correct. 

Can I acquire email on contact records?

Using the MarketBase database, which contains up to 5 million Companies and Employee Contacts you can acquire and refresh marketable email data. 

What can I standardise emails?

You can standardise email data and correct common typo’s and data entry errors.

How long does it take to process?

Each service (validate, format, and authenticate) has different performance characteristics; however, they are generally very fast, and we continually optimize their performance.

The most details service email authentication typically processes on average at the rate of 2.3 records/second, hence 82,800 emails per hour.

How do I know how many credits for email cleansing have been used and remain?

Within DQ for Excel you simply check your balance under the account management section.  When you access this area, you will be shown your usage and balances.

 

What is the difference between DQ’s Capabilities and Solutions? 

The Capabilities consist of the DQ actions which can be performed on various types of data whilst the Solutions refer to the types of customer data the capabilities can be performed upon 

Do you overwrite my existing emails with the results of the cleansed email?

No, as the email cleansing output results are flags or statuses, we recommend appending them into new columns to the right of the emails you currently have or placing them into a new workbook. 

What is email data cleansing, and why is it important?

Email data cleansing is the process of reviewing and improving the quality of your email list by removing invalid, outdated, or duplicate email addresses.

It’s crucial to maintain a clean email list to improve email deliverability, engagement rates, and sender reputation.

How does email data cleansing work?

Email data cleansing involves several steps, including validation, verification, and authentication.

Validation checks for syntax and format errors, authentication confirms the existence of email addresses, and de-duplication removes duplicate entries.

What are the benefits of email data cleansing?

Email data cleansing offers numerous benefits, including higher deliverability rates, reduced bounce rates, improved sender reputation, better engagement with recipients, and cost savings on email marketing campaigns.

How often should I perform email data cleansing?

The frequency of email data cleansing depends on your email list’s size and how quickly it accumulates invalid or outdated addresses.

It’s generally recommended to cleanse your list at least once every three to six months as B2B records decay at a rate of 2% per month, hence over 25% every year.

Does email data cleansing help with compliance with anti-spam regulations?

Yes, email data cleansing helps you comply with anti-spam regulations by ensuring that your email list does not contain addresses of individuals who have opted out or are on “Do Not Email” lists.

What is a hard email bounce?

A hard email bounce is a permanent delivery failure that occurs when an email is sent to an address that doesn’t exist or isn’t accepting incoming mail. It can also happen if the email service provider (ESP) flags your emails as spam or potential fraud.

On the other hand, a soft email bounce is a less severe type of bounce that usually indicates a temporary issue, such as the recipient’s inbox is too full to accept incoming mail.

To avoid hard email bounces, you can take the following steps:

  1. Authenticate your email list regularly and remove any invalid email addresses.
  2. Double-check the recipient’s information for typos or incorrect spelling.

Remember, soft bounces are usually temporary issues that can be resolved, while hard bounces indicate permanent failures. It’s important to keep your email list up to date and ensure accurate recipient information to minimize bounce rates

What is a soft email bounce?

A soft email bounce refers to an email that gets as far as your recipient’s mail server but bounces back undelivered before it gets into the inbox. It is a temporary deliverability issue, unlike a hard bounce, which is a permanent deliverability problem

Soft bounces are usually caused by temporary issues such as a full mailbox, incorrect configuration, inactive mailbox, or a down/offline recipient email server.

How do you avoid hard bounces?

To avoid hard email bounces, you can take the following steps:

  1. Authenticate your email list regularly using DQ for Excel and remove any invalid email addresses.
  2. Double-check the recipient’s information for typos or incorrect spelling.

Hard bounces indicate permanent failures. It’s important to keep your email list up to date and ensure accurate recipient information to minimize bounce rates

What is valid email?

A valid email address typically follows a specific format and meets certain criteria. Here are the key elements of a valid email address:

  1. Username: The username, also known as the local part, should consist of alphanumeric characters (letters and numbers), plus some special characters such as dots (.), underscores (_), hyphens (-), and plus signs (+). It must start with an alphanumeric character and cannot end with a dot. For example, “john.doe” or “user123” are valid usernames.
  2. “@” symbol: An “@” symbol separates the username from the domain name.
  3. Domain name: The domain name typically consists of two parts – the domain and the top-level domain (TLD). The domain can contain alphanumeric characters and hyphens, but it should not start or end with a hyphen. The TLD, like .com, .org, .net, .edu, .gov, .info, .co.uk, and many others, must consist of letters only and is usually 2 to 6 characters in length.
  4. The email address should not contain spaces or other special characters that are not allowed in email addresses.

Examples of valid email addresses:

Please note that email addresses are not case-sensitive, meaning “user@example.com” is considered the same as “USER@EXAMPLE.COM.”

What sets our Authentication service apart?
  1. Unrivaled Accuracy: Provides precise and dependable data, ensuring your outreach efforts are highly effective and yield optimal results.
  2. Exceptional Support System: Our responsive customer support team is committed to delivering a seamless experience, and addressing your concerns promptly.
  3. Efficient Bulk Processing: Handle high-volume email verification and enrichment with efficiency and speed, even in the most demanding scenarios.
  4. Data Security and Privacy Assurance: Prioritize data protection and compliance with our full GDPR compliance and ISO & SOC 2 Type 2 certifications, safeguarding your business’s reputation.
  5. User-Friendly Interface: Easily navigate and utilize DQ for Excel’s functionality, ensuring a user-friendly experience for all users.
  6. Transparent Pricing: Our pricing plans are clear and flexible, with no hidden costs, so you can manage your budget with confidence.
  7. Continuous Innovation: Stay ahead of the curve with updates and improvements that align with industry trends, ensuring your email deliverability strategy remains competitive.
What is a catch all email account?

A catch-all email account, also known as a catch-all mailbox or wildcard email address, is an email address set up in a mail server to receive all email messages sent to a domain that does not match any specific, predefined email address.

In other words, it “catches” all emails sent to any address at a particular domain, regardless of whether that address actually exists.

What is a role based email account?

A role-based email account, sometimes referred to as a role email address or function-based email address, is an email address that is associated with a specific role, department, or function within an organization rather than an individual person.

Role-based email addresses are useful for ensuring that emails related to a particular function or department are directed to the appropriate personnel or systems.

Here are some common examples of role-based email accounts:

info@domain.com: This email address is typically used for general inquiries and information requests. It ensures that messages from customers or the public are directed to the right department or individuals within the organization.

support@domain.com: A support email address is used for customer support and assistance. It’s a common contact point for customers to seek help and assistance with products or services.

sales@domain.com: The sales email address is dedicated to sales-related inquiries, quotes, and information requests. It helps streamline communication with potential customers.

marketing@domain.com: Marketing email addresses are often used for marketing and promotional purposes. They receive emails related to marketing campaigns, promotions, and advertising.

hr@domain.com: The human resources (HR) email address is used for job applications, employee inquiries, and internal HR matters.

webmaster@domain.com: This email address is typically used for website-related issues, including technical problems, error reports, and feedback from website users.

admin@domain.com: An admin email address may be used for administrative purposes within an organization. It’s often used for internal communication and managing administrative tasks.

billing@domain.com: Billing email addresses handle invoices, payment inquiries, and financial transactions. They are crucial for financial departments.

security@domain.com: This email address is used for reporting security-related issues, such as vulnerabilities or incidents. It is often associated with an organization’s cybersecurity team.

Role-based email accounts help streamline communication and ensure that messages related to specific functions or departments are managed appropriately.

They are particularly common in larger organizations where multiple individuals or teams handle different aspects of operations.

Will my I.P. Addresses sender reputation get damaged during email processing?

No, all of the authentication processing is performed away from your servers, so absolutely no risk of blacklisting your IPs and domains.

Why is it important to verify email addresses before sending mass emails?

Business data naturally degrades by approximately 2% per month. The effectiveness of your email campaigns depends on the accuracy and recency of your email list. It is highly advisable to verify and authenticate email addresses before sending mass outbound emails for several reasons:

  1. Minimize Bounces: Verifying email addresses helps reduce the number of bounce-backs, ensuring that your messages reach your intended recipients without being rejected by mail servers.
  2. Improve Conversion Rates: Accurate email lists increase the chances of your emails reaching engaged and interested recipients, leading to higher conversion rates.
  3. Maintain Sender Reputation: Consistently sending emails to invalid or outdated addresses can harm your sender reputation with Internet Service Providers (ISPs) and regulators. Verifying your list helps you stay on the good side of these entities.

In summary, email verification is a proactive step to enhance the success of your email campaigns and maintain a positive sender reputation.

How accurate is the email authentication service?

Sometimes called email verification, we expect DQGlobal’s email authentication to be up to 98% accurate, providing a high level of confidence in email deliverability.

Who can I contact for support using the application?

If you have any questions, please contact us at support@dqglobal.com and we will get back to you as soon as possible. 

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Written by Martin Doyle

Martin is CEO and founder of DQ Global, a Data Quality Software company based in the UK. With an engineering background, Martin previously ran a CRM Software business. He has gained a wealth of knowledge and experience over the years and has established himself as a Data Quality Improvement Evangelist and an industry expert.

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