How to fix emails going to spam

Question

my emails are going to spam. Can you help fix this issue?

Answer 1

Hello @David Crain,

I hope you’re doing well. I’m reaching out again to follow up on this issue, as we haven’t heard back from you since our previous message.

Have you had a chance to review the information we provided? If there’s anything unclear or if you need further assistance, I’m happy to help.

Looking forward to your update.

Wishing you a pleasant day!

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Answer 2

Dear @David Crain,

Thank you for reaching out to Microsoft Q&A forum. We are happy to assist you.

When your emails are consistently delivered to recipients’ spam folders, several factors may be contributing to this behavior. Below are the three most common causes:

1. Missing or Misconfigured Authentication Records (SPF, DKIM, DMARC) Email providers rely on these records to verify that messages originate from your domain. If any of these records are absent or incorrectly configured, the receiving server may classify your messages as suspicious and redirect them to the spam folder.
2. Spam-like Content or Formatting Messages that contain certain trigger phrases (such as “free,” “urgent,” or “click here”), excessive hyperlinks, or inconsistent formatting may resemble spam and be filtered accordingly.
3. Poor Sender Reputation or Shared IP Issues If your domain or IP address has a history of sending emails that bounce or are flagged, your sender reputation may be negatively impacted. Additionally, if you are using a shared IP, the behavior of other senders on that IP may influence your deliverability.

If you are the administrator of your tenant, we recommend configuring DKIM (DomainKeys Identified Mail) to improve email authentication and reduce the likelihood of your messages being marked as spam. Please follow the steps below:

Go to Email authentication settings - Microsoft Defender then sign in using an account with administrative role. 

or 

1.  Sign in to the Microsoft Defender portal at using an account with administrative role.
2. Navigate to: Email & Collaboration → Policies & Rules → Threat Policies → Email Authentication Settings.
3. Select the DKIM tab.
4. Choose the domain associated with the account whose emails are being marked as spam.
5. 
6. If DKIM is not yet enabled, click Create. A pop-up will appear containing two public CNAME records provided by Microsoft. Copy these CNAME records and add them to your DNS hosting provider exactly as shown.
   1. Once the records are added, return to the DKIM settings page and click Enable.

Please note that it may take up to 24 hours for the configuration to propagate and take effect.

Note: If you’re an end-user, please coordinate with your Office 365 Global Administrator to handle these steps.      

Enabling DKIM plays a vital role in improving email deliverability. It allows receiving servers to confirm that your messages are genuinely sent from your domain and have not been altered during transmission. This verification builds trust with mail providers, making it more likely that your emails will be delivered directly to the inbox rather than being flagged as spam. Additionally, DKIM helps protect your domain from spoofing attempts by ensuring that unauthorized parties cannot impersonate your email identity.

Alternatively you can encourage recipients to whitelist your domain Ask your contacts to mark your emails as “Not Junk” and add your domain to their safe sender list.

If you need any further assistance or clarification, feel free to reach out. We're here to help. Thank you very much for your understanding and your cooperation.   

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