How to Avoid Your Emails Going to Spam Folder When Using Office 365

Emails are one of the most important communication tools in today’s digital age. However, it can be frustrating when your emails end up in the spam folder, and your recipients never get the chance to read them. In this blog post, we will show you how to avoid your emails going to spam folder when using Gmail and Office 365.

Statistics show that around 45% of all emails sent end up in the recipient’s spam folder. This means that almost half of all email communication is not reaching its intended recipient. Furthermore, around 20% of legitimate emails never make it to the inbox.

How to Avoid Your Emails Going to Spam Folder When Using Gmail:

1. Build a Good Sender Reputation: The first thing to do is to build a good sender reputation. This can be achieved by consistently sending high-quality, relevant content to your subscribers. Avoid using spammy language, such as “buy now” or “limited time offer.”
2. Use a Consistent “From” Address: Using a consistent “From” address can help build trust with your subscribers. This means using the same email address every time you send an email.
3. Avoid Using Spam Triggers: There are certain words and phrases that can trigger spam filters, such as “Free,” “Act Now,” or “Limited Time Offer.” Avoid using these words in your subject lines or email content.
4. Use Double Opt-In: Double opt-in is when a subscriber confirms their email address by clicking on a link in a confirmation email. This can help ensure that your subscribers are genuine and interested in receiving your emails.
5. Monitor Your Email Metrics: Monitoring your email metrics, such as open rates and click-through rates, can help you identify any issues with your email campaigns. This will allow you to make necessary adjustments to improve your sender reputation and avoid being flagged as spam.

How to Avoid Your Emails Going to Spam Folder When Using Office 365:

1. Use a Custom Domain: Using a custom domain, such as yourcompany.com, can help improve your sender reputation. This is because spammers often use free email services, such as Gmail or Yahoo.
2. Set up SPF, DKIM, and DMARC: SPF, DKIM, and DMARC are email authentication protocols that can help prevent your emails from being flagged as spam. These protocols verify that your emails are coming from a legitimate source and can help improve your sender reputation.
3. Avoid Using Too Many Images: Using too many images in your emails can trigger spam filters. Try to use a balance of text and images in your emails.
4. Use a Professional Email Template: Using a professional email template can help improve your sender reputation. Avoid using free email templates, as these are often used by spammers.
5. Monitor Your Email Metrics: As with Gmail, monitoring your email metrics can help you identify any issues with your email campaigns. This will allow you to make necessary adjustments to improve your sender reputation and avoid being flagged as spam.

Setting up SPF, DKIM, and DMARC can help prevent your emails from being flagged as spam or phishing attempts. These email authentication protocols help verify that emails sent from your domain are legitimate and not forged or altered. Here’s how to set up SPF, DKIM, and DMARC using Cloudflare DNS:

Step 1:

Log in to Cloudflare Log in to your Cloudflare account and select the domain you want to set up SPF, DKIM, and DMARC for.

Step 2:

Add an SPF Record

Click on the DNS tab and add a new TXT record. In the Name field, enter your domain name, followed by “TXT.” For example, if your domain is example.com, you would enter “example.com TXT.” In the Content field, enter your SPF record. The SPF record should include a list of authorized IP addresses that can send emails on behalf of your domain. Here’s an example of an SPF record: v=spf1 include:_spf.google.com ~all This example allows emails from Google’s servers to be sent on behalf of your domain.

Step 3:

Add a DKIM Record

Next, you need to add a DKIM record. DKIM uses public-key cryptography to verify that an email message was sent by an authorized sender. To set up DKIM, you need to generate a public and private key pair. You can do this using an online tool such as DKIM Core Key Tools. Once you have generated your key pair, add a new TXT record in Cloudflare DNS. In the Name field, enter “default._domainkey,” followed by your domain name. In the Content field, enter your DKIM record, which should include your public key.

Here’s an example of a DKIM record:

v=DKIM1; k=rsa; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEAnPpWl 8/gzFtr01LZU6vXUW2xl8Gx7xQ35qxKR vTnkGJdRs11sCkzTZztIK4aAb4z+jJOniK pizF/0rgcTWVFBahLo/eq39+s+dZQ+ ggEYXNAYXX77tHx7GXqy3aOvNMV2Q1D5 5R5fy5C5ScXAKFmzL/tHe/+Oxcoy/UwW E6vAQe6O3qNzLH6xbEG8nnvXUz1Q2a NBxwOVLxx0SyaFzgzozsSLb62Mz4iD4v vr+fFZHtJh7BwGdEZPEr7rZ+lSYQf39 zPyIg8OPnXVqP3qdcx7.

This example includes a DKIM version, the key type, and the public key.

Step 4:

Add a DMARC Record

Finally, you need to add a DMARC record. DMARC is used to provide instructions on how to handle emails that fail SPF or DKIM checks. It allows you to specify what actions should be taken when an email fails authentication checks, such as quarantining or rejecting the email. To set up DMARC, add a new TXT record in Cloudflare DNS. In the Name field, enter “_dmarc,” followed by your domain name. In the Content field, enter your DMARC record. Here’s an example of a DMARC record: v=DMARC1;

If you need help setting up SPF, DKIM, and DMARC or any other IT-related tasks, you can always hire a Managed Service Provider (MSP) like us. Our team of experts can help you with all your IT needs, from email authentication to cybersecurity and everything in between. Don’t hesitate to reach out to us if you need assistance.