Learn Why Google Workspace Make Emails in Spam Folder?

If you are wondering why are my Google Workspace emails going to spam? This is because of several factors, such as missing/misconfigured SPF, DKIM, and DMARC records, and poor domain or IP reputations. So, in this blog, I will explain the steps to fix these issues and restore our email deliverability.

The spam filtering does not work by a single factor. Many email providers evaluate multiple signals like authentication records, domain reputation, user engagement, and sending behaviour before deciding where the emails should go. So, the reasons your emails are going to the spam folder are so many.

Why are My Google Workspace Emails Going to Spam?

• When it comes to receiving emails, the first process is email authentication. If it is found out that your emails are missing SPF, DKIM, or DMARC, or are incorrectly set up. Then your emails may appear suspicious or unauthenticated.
• If your email domain is new, inactive for a long time, or has a history of spam-like activity may build a poor domain reputation. This makes your emails filtered as spam.
• Suddenly sending a large number of emails from a new or low-activity account may trigger spam filters.
• There are certain elements in your email content, like excessive links, misleading subject lines, or spammy keywords, that reduce deliverability. Poor formatting or a lack of a clear purpose can also be a factor in your Google Workspace emails going to spam.
• Many email providers track the recipients who are in touch with your messages. If they frequently ignore, delete, or mark your emails as spam. Future emails will also be filtered with the same.
• Misconfigurations of the DNS setup can also be the cause, as MX records, authentication settings, or routing rules may not be properly aligned after switching the platforms.
• Your domain or IP address is listed on spam blacklists. This will automatically treat your emails as suspicious.

How to Fix “Why are My Google Workspace Emails Going to Spam? ” Issue

Solution 1: Configure SPF in Google Workspace

1. Start by identifying your SPF record. If you are only using the Google Workspace service to send emails, then your SPF record will look like this: v=spf1 include:_spf.google.com ~all
2. After that, add the SPF record in DNS. Log in to your domain registrar. Then add these details:
   1. Type: TXT
   2. Host/Name: @ or leave it
   3. Value/Content: v=spf1 include:_spf.google.com ~all
   4. TTL: 3600 or 1 hour
3. After adding the details, save the DNS changes and verify them using Google Admin Toolbox.
4. To verify, provide your domain to the Google Admin Toolbox to check for SPF, DKIM, and DMARC issues.

Solution 2: Allow DKIM Signing

You have to first generate a unique public key in your Google Admin Console. Then, add the TXT record in the domain DNS settings. Below are the steps to generate a DKIM key.

1. Log in to the Google Admin Console. Go to the Menu option.
2. Click on Apps and then Google Workspace.
3. Select Gmail. Click the Authenticate Email button.
4. From the drop-down menu, choose Primary domain. Hit Generate new record.
5. Keep the default “Google” and choose 2048 for better security.
6. Press the Generate button. You will see a text box containing the DNS hostname and TXT record value.
7. In the domain registrars, submit this key.
   1. Type: TXT
   2. Host/Name: google._domainkey
   3. Value/Content: add your domain key starting wth v=DKIM1;
   4. TTL: 3600 or 1 hour

Solution 3: Set Up DMARC Policy

Domain-based Message Authentication, Reporting, and Conformance, or DMARC policy, is used by receiving servers to tell them what to do if an email fails the SPF or DKIM checks. Before setting up DMARC policy, you must first set up your SPF and DKIM. Then apply these steps.

1. First, choose your level of policy from None, Quarantine, and Reject.
2. Then, create DMARC by logging in to the domain registrar and adding this TXT record.
   1. Type: TXT
   2. Host/Name: _dmarc
   3. Value/Content: v=DMARC1; p=none; rua=mailto:[email protected]
   4. TTL: 3600 or default.
3. After that, don’t go straight to Reject. Use the timeline to protect deliverability.
   1. Phase 1: Set the p=none for 1-2 weeks and review the reports to make sure your emails are passing.
   2. Phase 2: Then, change to p=quarantine and even add a percentage of mail using pct=25.
   3. Phase 3: After you are 100% sure the setup is correct, change the policy to p=reject.

Solution 4: Check Blacklists

To check if your domain or IP is blacklisted, there are several ways.

1. Google Postmaster Tools accurately tells you how Google views your domain reputation. You first sign in for the checking.
2. Google Admin Toolbox offers you the Check MX tool, which is used to identify the configuration issues in your Workspace administrator that look like spamming. Go to the Check MX, enter your domain name, and press Run Checks.
3. Scan SMTP error codes, check your Gmail log events to see if your emails are being blocked.
   1. 421 error: if you see this error, it means your emails are temporary block.
   2. 550 error: This means permanent failures.

If you find your emails are blacklisted, below are the steps that can fix it.

1. Immediately pause your marketing or bulk emails for 24 to 48 hours.
2. Use your investigation tool in the Admin console to search for any unusual login activity.
3. Many major blacklist has removal or lookup link which provide a guide to explain the situation and request to be cleared.

Avoid Spam Filters through Improving Email Content

1. Write clean messages with honest subject lines. Avoid phrases like Act Now!!! Or 100% free lines. Make the subject lines relevant to the email content and have a natural tone.
2. There are certain words that raise flags, like free, guarantee, and winner. Or the words that are all CAPS or have too many exclamation marks make it look spammy. Keep the content format clean and professional.
3. Maintain a balance between the text-to-link ratio. Too many links look spammy. Also, make sure all the links point to trusted domains.
4. When writing the email message, use a proper structure with a clear beginning, purpose, and closing. Avoid sending blank emails or messages with only images.
   1. Keep content relevant and valuable
   2. Avoid attachments in initial emails
   3. Test before sending to multiple people.
   4. Optimize HTML and avoid overdesigning

Fix Google Workspace Emails Going to Spam using Specific Fixes

1. Check Spam Filtering from Google Console: Check the following things.
   1. In Admin Console >> Apps >> Google Workspace >> Gmail >> Spam, Phishing and Malware.
   2. Review your blocked and allowed senders
   3. Check spoofing and authentication protections
   4. Avoid overly aggressive filtering rules.
   5. Routing and Compliance Rules
2. Go to Admin Console, then Apps.
   1. Click on Google Workspace and Gmail.
   2. Select Routing/Compliance. Then, look for duplicate or conflicting rules, incorrect SMTP relay configurations, or rules modifying headers.
3. Internal Emails Going to Spam
   1. Add your internal domains or users to your allowlist.
   2. Make sure authentication is properly enabled.
   3. The users must be educated to mark emails as not spam.

Preventive Tips to Avoid Emails Going to Spam

• Don’t immediately send high volumes of emails from a new domain or account. Slowly start with a small amount and then increase the volume over time to build trust.
• Check your email list and remove invalid, inactive, or outdated email addresses. This is because sending emails to non-existent users increases the bounce rates.
• Avoid forwarding excessive emails as they can alter message headers, and your emails may look suspicious.
• Make sure that the recipient adds you to their contacts, as this signals trust to email providers.
• Stick to a stable schedule. Irregular or unpredictable email patterns look suspicious.
• Regularly track the bounce and complaint rates and act quickly if they are out of control.
• Don’t send multiple emails from your primary business address. Create a separation of your transactional and bulk communication to protect your domain reputation.
• Ensure you regularly audit your domain and DNS configuration. So, there is no problem while sending the emails.

Having issues with your poor domain reputation, misconfigured DNS settings can also affect during the migration. When your old account has a poor sending reputation, it is difficult to move your emails properly. In that case, professional software like SysTools Google Workspace Migration Tool would securely transfer your emails from the old account to the new one. This software only transfers your emails, not the settings. So, you still have to configure your new domain’s DNS settings.

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Concluding Words

To know why my Google Workspace emails are going to spam, I have explained everything in this blog. Here, I have discussed the reasons your emails are in spam and then provided the steps to fix this issue. I properly explained the solutions and lastly offered preventive tips.