Email ID Shown Instead of Name in Inbox
Why Does This Happen?
Different email service providers (ESPs) handle sender information inconsistently. Even with identical configurations in Salesforge, some ESPs may display the sender's name correctly, while others might only show the email address. This behavior is determined by how each ESP processes email headers and the recipient's settings.
How ESPs Process Sender Information
When an email is sent, the sender's name and email address are included in the email headers. Specifically, the "From" header contains:
From: "John Doe" <john.doe@example.com>However, ESPs handle these headers differently. Here are some common scenarios:
Correct Name Display: Some ESPs extract the name from the "From" header and display it correctly in the recipient's inbox.
Email Address Only: Some ESPs ignore the name and display only the email address (e.g.,
john.doe@example.com).Cached or Stored Name: Some ESPs prioritize their stored contact name over the sender's name in the email header. If the recipient has previously saved the sender's email under a different name, that saved name might override what is sent.
SPF, DKIM, and DMARC Influence: If an ESP detects authentication issues with SPF, DKIM, or DMARC, it might modify how sender information is displayed, sometimes defaulting to just the email address.
Recipient Mail Client Settings: Individual users may have settings that influence how sender names appear. For instance, some clients offer an option to show only email addresses for security reasons.
How to Ensure Proper Name Display
While Salesforge ensures that the correct sender name is included in emails, you can take additional steps to maximize the chances of proper display:
Use a Recognizable "From" Name: Set up a clear and professional sender name in Salesforge.
Check Email Authentication: Ensure that SPF, DKIM, and DMARC records are correctly configured. This improves email deliverability and credibility with ESPs.
Test with Multiple ESPs: Send test emails to different providers (e.g., Gmail, Outlook, Yahoo) to see how they handle sender names.
Encourage Recipients to Save Contacts: If possible, ask your contacts to save your email address in their address book. This ensures the correct name is displayed.
If you notice inconsistencies with how your sender name appears, it’s likely due to how the recipient’s ESP processes email headers rather than an issue with Salesforge itself.