Problem Solving Process
- Create an ordered list of the steps that the process should complete
- Include in the list the pieces of code or plugin that facilitate logic of any step
- Create a way to test each step in the process,
- Complete each step, one step at a time.
- Compare the result of each step test with the expected result
- When the process brakes, investigate the relationship between that step and the preceding step
Fixing Emails Sent from Microsoft 365 Email Going to Spam
Potential Issues Causing Emails Going to Spam Folder:
- Missing Unsubscribe Link
- Content has different HTML Versions and/or broken HTML
- Email size over 100kb
- Domain Reputation is Poor
- Inconsistent Email Volume
- IP Reputation is Bad: IP Server not configured properly, Not having TLS Authentication, IP not having Return Path Certificate, Not having an inbox for a “from email” OR “reply-to” email address that is used while sending the email over the IP
- Email Authentication Is Failing in 3rd party ESP
- Configured DKIM and DMARC. Email systems that receive email from your domain can use this digital signature to help determine if incoming email that they receive is legitimate.
- Email Engagement Is Poor: Majority of your users don’t open your email, Malformed From Email address
Suggestion from Microsoft Docs Service:
“If SPF records for your domains are properly configured and your IPs/domains aren’t blacklisted, the best approach would be asking the recipient domain’s email admins to perform a message trace at their end.”
- Determine if emails are entering the spam folder of all recipients or specific recipients. If it is certain recipients then you can try contact them to tell them to add your sending IP addresses/email address or domain to their allowed/safe senders list to see whether the problem still occurs.
Fixing Microsoft 365 Emails Going to Spam Folder
- Disable Junk Mail filtering in the Outlook Application
- Disable Junk Mail filtering in Office 365 on the individual level
- Disable Junk Mail filtering in Office 365 on the Company level with PowerShell
Disable Junk Mail filtering in the Outlook application:
To disable Junk Filtering in Outlook, first click on the “Home” tab, then choose Junk and “Junk E-Mail Options.” Then choose your filter level.
Disable Junk Mail filtering in Office 365 on the individual level:
To change this setting on the individual level, you will need to login to your Exchange Online account and click the Gear located in the top right.
To apply these settings to your entire organization in Office 365 you will need to login to Exchange Online via PowerShell.
To do this, launch PowerShell and enter the following to login:
$UserCredential = Get-Credential $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection Import-PSSession $Session You can then test your connection by typing the command below. It will display mailbox information if you are connected: Get-Mailbox Now you are ready to make the change. The command below will turn off Junk Mail filtering for all users in the company. If there are service mailboxes in use that have never been logged into, you will see errors for those accounts when the change is attempted to be applied there. The script will then move on the the next mailbox until completion. Get-Mailbox | Set-MailboxJunkEmailConfiguration –Enabled $False When this function is complete, you will return to the Powershell prompt. To verify your work you can use option two above to login and verify changes have been made to sample users.