How to prevent mails landing in junk folder if the sender is external and interacting first time to me or to the entire organization.

Question

How to prevent mails landing in junk folder if the sender is external and interacting first time to me or to the entire organization.

Shubhansh Singh 10

I have observed on this:

If any new external user sends mail to my user for the very first time it somehow every time lands into junk folder.
Once user has made the submission to mark not as spam then post that all goes well.
Anyhow I want to prevent the first instance as well.
Curious this to observe as IT admin is none of those mail were marked as spam by EXO servers that means in EMT I found values only directing mails as SFV:NSPM
Neither of these mails header had SCl greater than one.
Nor the message events in a summary trace showed delivered or redirected to user's junk folder.
Nor Message event showed that it's been marked as spam.
This is happening for only one user on the organization.
I analyzed all inbox and and Users allow and block list.
Even I used MFC-MAPI and to eliminate the corrupted inbox rules.
Couldn't change outlook profile cause it was a new user to the organization so the profile and device was fresh.

Can any one suggest more troubleshooting like roads not taken, or any other suggestions to prevent this from happening for high profile users. I'll be glad and excited to see your thoughts.

1 answer

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Answer 1

Andy David - MVP 155.4K MVP

Only happening to one user?

What is set for their junk mail in Outlook?

Safe Senders Only? I assume junk mail is enabled for them.

Shubhansh Singh 10 Reputation points

2023-12-06T21:06:11.99+00:00
@Andy David - MVP

Yes one user.

If I disable the junk email rule then EOP will be of no use for this mailbox. As per blow information although documentation is meant for Ex2019. https://learn.microsoft.com/en-us/exchange/antispam-and-antimalware/antispam-protection/configure-antispam-settings?view=exchserver-2019 When the junk email rule is enabled in the mailbox, Exchange is able to deliver messages to the Junk Email folder (based on the Blocked Senders list or SCL Junk Email folder threshold), and prevent messages from being delivered to the Junk Email folder (based on the Safe Senders list). This value corresponds to the Outlook on the web setting: Automatically filter junk email. When the junk email rule is disabled on the mailbox, Exchange can't deliver messages to the Junk Email folder based on the SCL Junk Email folder threshold or the safelist collection on the mailbox. This value corresponds to the Outlook on the web setting: Don't move email to my Junk Email folder.

Can you please share some documentation backing your justification.

That first interaction mail with external user with this impacted user is supposed to land junk folder.
Shubhansh Singh 10 Reputation points

2023-12-08T05:31:59.5433333+00:00

@Andy David - MVP

The results are though clear.

AcceptMessagesOnlyFromWithDisplayNames : {}

AcceptMessagesOnlyFromSendersOrMembersWithDisplayNames : {}

AcceptMessagesOnlyFromDLMembersWithDisplayNames : {}
Shaofan Lv-MSFT 6,915 Reputation points Microsoft External Staff

2023-12-11T07:44:02.24+00:00

@Shubhansh Singh Sorry for not being clear. So, the problem has been solved and was it caused by the above parameters?

Regards
SF
Shubhansh Singh 10 Reputation points

2023-12-13T05:45:24.7733333+00:00
@Andy David - MVP @Shaofan Lv-MSFT Nope the issue is consistent.

The above PS results are past and current sate of the mail box.

Also, I believe, If you would have disabled the junk email configuration of the mailbox then it could have created the issue more challenging.

Because as per MS documentation Junk email configuration in disabled state rules out automatic filtering which is done via EOP and Transport rules.

I can assume of just hit and trial method here, I can disable this junk configuration for a day and then resume it to observe the out comes.

What do you suggest.

At last thank you very much for your thoughts, follow up and healthy/constructive/enlightening discussion.
Shaofan Lv-MSFT 6,915 Reputation points Microsoft External Staff

2023-12-14T09:44:00.53+00:00

<<I can disable this junk configuration for a day and then resume it to observe the out comes.
how's it going?

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How to prevent mails landing in junk folder if the sender is external and interacting first time to me or to the entire organization.

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