Junk or spam folders are meant to filter out unwanted emails, and it works as a safety net for users. However, when it filters or flags legitimate emails as spam, it could lead to disruption in workflow and can eventually lead to important communication loss. Let’s explore the reasons why this happens and learn the actionable steps to resolve the issue permanently. First, let us go through user queries such as - “Why are my emails going to junk mail in Outlook 365?”:
User Queries
Query 1:We use Outlook Office 365 at our University as an official email. For the last few days, I was not receiving any emails. When I contacted my supervisor, he told me that he had sent me 4/5 emails but got no reply. Hearing this, I checked my junk folder and saw all emails going to the Junk folder in Office 365. I was wondering what led to this situation. I have not marked his emails as junk before but still, Office 365 email goes to junk folder. That day I marked his emails as ‘Not Spam’ but it is not working. I still have to check my junk folder to get his emails. Please help so that my internal emails going to the junk folder Office 365 can be stopped.Query 2:
Since last month, installment payment reminder mail from my bank has been going to the junk folder of my Office 365 email. For this reason, I almost missed my last installment. To avoid the same Office 365 email going to spam this month, I have included that ID in the safe senders list. Unfortunately for me, this method did not work and even now my emails going to the junk folder - Outlook 2010. Can anyone tell me how to stop internal emails from going to the junk folder of Office 365?
There can be several reasons why your emails are landing in the spam folder instead of inbox. Check out the below possible reasons and make sure all the settings are correctly configured in Office 365.
Some of them are as follows:
By addressing the above-listed possible reasons you can significantly reduce the chances of landing legitimate emails in the junk folder.
If you are still now sure and facing the same issue then let’s discuss the different ways that can be used to fix it permanently.
This issue occurs when Office 365 considers emails from trusted sources as spam. This results in legitimate emails ending up in the Junk folder. During this situation, users have to check their junk folder to see if it contains any legitimate emails.
To get rid of internal emails going to the junk folder of Office 365 issues, users can apply these techniques. If you find emails in your Outlook.com Junk folder that shouldn't be there, follow these steps to fix it:
If you accidentally blocked someone:
First, users should verify ‘Advanced Spam Filter’ policies to check if an entire domain has been blocked. If yes, then all emails coming from that particular domain will go to Junk. Users can disable advanced spam filtering options that cause such problems. Users can also create a ‘Safe Senders List’ in Office 365 to stop Office 365 emails from going to spam by going to Settings>> Options>> Block or Allow.
Note that Exchange Online Protection (EOP) does not keep track of domains. It keeps only senders and recipients.
Administrators can fine-tune spam filter policies in Office 365:
This technique applies only to the Exchange Online users. Usually, Office 365 email users are by default protected by Exchange Online Protection (EOP). In the case of EOP-only subscribers, they can use director synchronization to fix this problem.
Only admins can synchronize Safe Sender settings with Exchange Online Protection (EOP) to ensure consistency across users. Directory synchronization allows admins to synchronize users’ settings with EOP services. Thus EOP will have access to the user’s ‘Safe Senders List’ and function accordingly.
To fix the false negative issue of O365 emails to Junk, users can add senders’ IP addresses to IP allowed list of connection filters. When users enable the ‘Safe List Only’ option, they receive emails sent by the enlisted senders only to their inbox. In this case, adding an IP address cannot eliminate the problem. As Office 365 email going to spam can’t be relinquished with IP.
How to add an IP address to the IP Allow list of Connection Filter?
Note: This may not completely resolve all spam-related issues if other filtering settings override it.
Using the below PowerShell commands the Office 365 admins can verify and modify junk mail settings.
Check Configuration:
Get-MailboxJunkEmailConfiguration -Identity user@yourdomain.com
Modify Settings:
Set-MailboxJunkEmailConfiguration -Identity user@yourdomain.com -TrustedSendersAndDomains
Note:
If there is a message with a yellow-colored safety tip, it means the email is in the junk folder. Users can check the header of the email whether it still contains SFV:SKN or SFV:NSPM stamp. It happens because Outlook's ‘Safe Lists Only’ setting overrides the EOP setting. In case emails are going to the junk folder irrespective of marking, turn off the option ‘Safe Lists Only.
To disable it:
If email deliverability issues persist, then there is a high risk of data loss in this scenario. Therefore, it is the best idea to safeguard your data by backing up Office 365 emails using the most reliable and secure SysTools Office 365 Export software. It exports Office 365 email to PST / EML / MSG / MBOX and PDF file formats and is secured from any accidental loss risks.
Misclassification of emails in Office 365 can lead to crucial data loss and greatly disrupt productivity. Which can hamper the workflow and can create frustration. Therefore, we have discussed them all, from basic steps like marking emails as "Not Junk" to advanced configurations using PowerShell, this guide provides everything you need to fix the issue.
Admins or users can implement these techniques to fix O365 emails going to the Junk folder. Additionally, it is always a great idea to protect your critical data with regular backups using the above-discussed tool. By implementing these solutions, you can resolve junk folder issues permanently and maintain seamless email communication.