some of my outlook sending and receiving emails are tagged as spam

Question

When sending emails on Microsoft 365 I will sporadically receive back in return a message that the message is seen as spam. Same issue when the receiver gets a message seen as spam when he answers me back

Answer 1

If your emails in Microsoft 365 are being tagged as spam, it could be due to various factors related to the content of your emails or the reputation of your sending IP address. Here are some steps you can take to address this issue:

1. Check Email Content: Ensure that your emails do not contain elements commonly associated with spam, such as excessive links, certain keywords, or suspicious attachments.
2. Sender Reputation: If your sending IP address has been flagged for sending spam in the past, it may affect your emails. You can check your IP's reputation and request removal if necessary.
3. Report False Positives: If legitimate emails are being marked as spam, both you and the recipients can report these messages to Microsoft as false positives. This helps improve the filtering system.
4. Use Message Trace Tool: To investigate why specific messages are marked as spam, you can use the message trace tool in Microsoft 365 to track the email's path and see the filtering decisions made.
5. Review Anti-Spam Policies: Familiarize yourself with the anti-spam policies in Microsoft 365 and consider adjusting your settings if you have control over them.
6. Educate Recipients: Advise recipients to check their spam folders and mark your emails as not spam to help improve delivery in the future.

By following these steps, you can potentially reduce the chances of your emails being incorrectly tagged as spam.

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References:

• Frequently asked questions - Anti-spam protection
• External senders - Troubleshoot email sent to Microsoft 365
• Advanced Spam Filter (ASF) settings in anti-spam policies