Dear PRITI INDUSTRIES I MAYANK GOEL,
Thank you for your post in the Microsoft Q&A Forum!
I understand that you're experiencing an issue where all your sent emails are being delivered to the Junk or Spam folder at the recipient's end, regardless of who the recipient is. I can understand the inconvenience this has caused you.
Since this issue affects multiple recipients, it’s likely related to how your domain or email server is being perceived by spam filters. To help narrow down the cause and resolve the issue, please review and follow the steps below:
1, Confirm Your Email Hosting Provider
Are you using Outlook.com, Microsoft 365, or a third-party email service? This helps determine whether the issue is related to Microsoft’s infrastructure or your own domain/email server.
2, Check Your Domain’s Authentication Records
If you're using a custom domain (e.g., [******@yourcompany.com]), it's crucial to have the following DNS records properly configured. Please note that these steps should be performed by your domain administrator or IT team.
- SPF (Sender Policy Framework): Ensures that only authorized servers can send emails on behalf of your domain. You can check your SPF record using an online tool like MXToolbox SPF Lookup. Disclaimer: The MXToolbox SPF Lookup is a third-party tool not owned or operated by Microsoft. Please use it at your discretion.
- DKIM (DomainKeys Identified Mail): Adds a digital signature to your emails to verify they haven’t been altered. Microsoft 365 users can enable DKIM via the Microsoft 365 Defender portal.
- DMARC (Domain-based Message Authentication, Reporting & Conformance): Tells receiving servers how to handle emails that fail SPF or DKIM checks.
Disclaimer: Editing DNS records should be done carefully. Please back up your current settings and consult your domain/email administrator if needed.
3, Use Microsoft SNDS to Check Reputation
Visit the Smart Network Data Services (SNDS) portal to see how Microsoft views your IP/domain reputation. This tool helps identify if your domain is flagged or throttled due to spam-like behavior. Disclaimer: This is a Microsoft tool, but it requires a separate login and registration.
4, Review Email Content
Avoid using spam-triggering phrases, excessive formatting, or suspicious links. Common triggers include "Free offer," excessive use of exclamation marks, or large images/attachments. Keep your email concise, professional, and personalized.
5, Ask Recipients to Mark Your Emails as “Not Junk”
This helps train their spam filters to recognize your emails as safe. They can do this by moving your email from the Junk folder to the Inbox or by adding your email address to their Safe Senders list.
6, Monitor Email Sending Behavior
Avoid sending too many emails in a short period. Ensure your mailing list is clean (no invalid or inactive addresses) and use a reputable email sending service if you send bulk emails.
We appreciate your effort on this issue. Please feel free to let me know how it goes. We look forward to your response.
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