My emails are ending up in junk. What do I do?

My emails are ending up in junk. What do I do?

Stop the Junk! Why your emails keep landing in Gmail or Outlook junk (and how to fix it)

Outlook has just announced new email authentication requirements that will take effect on May 5, 2025 (Gmail did this on 1 February 2024). Domains without SPF, DKIM, and a properly aligned DMARC policy will have their emails sent to junk or rejected entirely.

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If you have seen a decrease in effectiveness of your email marketing in this timeframe or suspect your inbox delivery could get better, this article will help highlight likely reasons as how to solve them. Or contact My IT Works and we will fix it for you.

Are you constantly frustrated because your important emails are ending up in the dreaded Outlook junk folder? You’re not alone! Many businesses and individuals experience this frustrating issue, where legitimate correspondence is mistakenly flagged as spam. This can lead to missed opportunities, communication breakdowns, and unnecessary stress. You might be wondering, “Why are my emails ending up in junk?” or searching online for solutions because “my emails are landing in junk” and it’s impacting your daily workflow.

There are several reasons why your emails might be incorrectly identified as junk by email providers like Outlook, Gmail or Yahoo. These often relate to how your email domain is perceived and authenticated by receiving servers. Without the proper security measures in place, your emails can appear suspicious, even if they are entirely legitimate.

This change in email delivery rules isn’t just a security or a deliverability issue – it’s a business revenue-impacting problem. Solve this problem to prevent business email deliverability slump and most likely improvement since not acting will most likely have a negative impact in email marketing effectiveness and deliverability rates, so your cost per lead will increase.

Common reasons for emails ending up in Outlook junk (or Gmail spam):

  • Lack of SPF (Sender Policy Framework) record: SPF is like a digital stamp of approval for your domain. It tells receiving servers which mail servers are authorized to send emails on behalf of your domain. If your domain lacks a proper SPF record, receiving servers like Outlook may see emails originating from your domain as potentially forged.
  • Missing DKIM (DomainKeys Identified Mail) signature: DKIM adds a digital signature to your emails, verifying that the email content hasn’t been tampered with during transit and that it truly originated from your domain. Without DKIM, your emails are more likely to be flagged as suspicious.
  • Absence of DMARC (Domain-based Message Authentication, Reporting & Conformance) record: DMARC builds upon SPF and DKIM, allowing you to specify how receiving servers should handle emails that fail SPF and DKIM checks. It also provides reporting mechanisms, giving you valuable insights into who is sending emails using your domain. Without DMARC, you lack control over how unauthenticated emails from your domain are treated.
  • Poor Domain Reputation: If your domain has been associated with spam in the past, even legitimate emails can be flagged as junk.
  • Email Content Triggers: While less common for legitimate business emails, certain keywords or formatting can sometimes trigger spam filters.
  • Recipient-Side Settings: In some cases, the recipient’s own Outlook junk mail settings might be overly aggressive.
  • Bulk email senders: You may be using a 3rd party program / email sending service to deliver your bulk emails. If you’re using Mailchimp or a similar service, the above actions need to be performed on this services email servers as well, otherwise they can be tagged as junk / spam. Here’s a comparison video of these services.
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Important update: New Outlook email authentication requirements

It’s crucial to address these issues now, especially with upcoming changes from major email providers. Outlook has just announced new email authentication requirements that will take effect on May 5, 2025. Domains without SPF, DKIM, and a properly aligned DMARC policy will have their emails sent to junk or rejected entirely.

If your domain sends over 5,000 emails daily without proper authentication, critical communications like transactional emails, client messages, reports, and login details may soon stop reaching inboxes. This can directly affect your business’s bottom line.

To ensure your emails avoid the Outlook junk folder and are reliably delivered, take the following steps:

  • Fully authenticate your domain with SPF, DKIM, and DMARC to meet the new requirements.
  • Enforce DMARC to actively protect your domain against email spoofing and phishing attempts.
  • Monitor your email ecosystem for threats to identify and address any potential issues with your domain’s email activity.
  • Maintain full visibility and control over your domain’s email activity to ensure proper authentication and delivery.

Take control of your email delivery and stay out of the junk folder!

Constantly battling the Outlook junk / Gmail junk folder is inefficient and can be detrimental to your business communication. Implementing the correct email authentication protocols – SPF, DKIM, and DMARC – is crucial for ensuring your legitimate emails reach their intended recipients’ inboxes.

Whether using Microsoft 365 business, Google Workspace or any other email program like Microsoft 365 personal or family, help yourself by following this guideline.

At My IT Works, we understand the frustration of having your important emails marked as spam. Our experience helps us in implementing and configuring these essential domain security features, ensuring your emails are properly authenticated and significantly reducing the chances of them landing in junk. We can analyze your current domain setup, implement the necessary SPF, DKIM, and DMARC records, and provide ongoing support to maintain optimal email deliverability. Stop asking “Why are my emails ending up in junk?”** and start ensuring your messages get through. Contact My IT Works today for a consultation and let us resolve your email delivery issues.

Benefits of properly configured email authentication:

  • Improved Email Deliverability: Significantly reduce the likelihood of your emails ending up in spam folders like Outlook junk.
  • Enhanced Domain Reputation: Build trust with receiving email servers, leading to better deliverability in the long run.
  • Increased Security: Protect your domain from email spoofing and phishing attempts.
  • Better Communication: Ensure your important messages reach your clients, partners, and stakeholders.
  • Peace of Mind: Stop worrying about missed emails and focus on your core business.

Don’t let the Outlook junk folder hinder your communication. We have the expertise to implement the necessary security measures and ensure your emails reach their destination. Contact us today to learn more!

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