When your business emails consistently end up in recipients' spam folders, it means your messages are being flagged as potentially unwanted or suspicious. This can happen even if you're sending legitimate emails to customers, suppliers, or partners. Email providers like Microsoft 365 use complex filters that check the sender's reputation, message content, and technical settings before deciding where to place your email.
This issue can significantly disrupt your business communications. Important emails may go unnoticed, leading to missed opportunities, delayed responses, or damaged customer relationships. For example, if a sales quote or invoice lands in spam, it can slow down cash flow or create confusion. Additionally, emails flagged as spam might raise concerns about your business's cybersecurity posture or email configuration, which could affect trust and compliance with privacy standards.
How a typical Australian SMB might face this problem
Consider a 50-person Australian consulting firm using Microsoft 365 for email. They start noticing that clients rarely respond to their proposals, only to discover the emails are in spam folders. Their IT team finds that the company's domain lacks proper email authentication records like SPF and DKIM, which verify the sender's identity. Without these, Microsoft 365's spam filters treat their emails as suspicious. A managed IT provider steps in, configures the correct DNS records, monitors sender reputation, and trains staff on avoiding spam-triggering language. Within days, emails reach inboxes reliably again, improving client engagement and staff productivity.
Practical checklist to address email spam issues
- Check your email authentication: Ask your IT provider if your domain has SPF, DKIM, and DMARC records correctly set up. These help prove your emails are legitimate.
- Review your sending practices: Avoid using spam-like words, excessive links, or large attachments. Consistent 'From' addresses and clear subject lines help too.
- Monitor your domain reputation: Request reports on whether your domain or IP addresses are blacklisted or flagged by major email services.
- Test emails before sending: Use tools or ask your IT team to send test emails to different providers to see if they land in spam.
- Train staff: Educate your team on phishing risks and proper email etiquette to avoid triggering spam filters unintentionally.
- Ask your IT provider: Inquire about ongoing email deliverability monitoring, incident response plans, and support for Microsoft 365 email configuration.
Next steps for Australian SMBs
If your emails are going to spam, it's a sign that your email setup or sending habits need review. Working with a trusted managed IT provider familiar with Microsoft 365 and Australian business needs can help you fix technical issues and improve email reliability. This will protect your business communications, maintain customer trust, and support smoother day-to-day operations.