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It’s one of the most frustrating email problems for businesses: you send a well‑written, professional message… and it lands in your recipient’s spam folder.
That’s exactly what happened to Maria, a long-time Gmail and Google Workspace user. Despite marking her emails as safe, her messages continued slipping into spam, leading to missed client responses and lost opportunities.
And she’s not alone. Countless businesses have faced the same issue, wondering why their perfectly legitimate emails keep getting flagged.
The truth is, Google’s filters have grown stricter, and without the right setup, even genuine business communications can get mislabeled. But the good news is that there are proven, 2025-ready fixes. Let’s find out why are your google workplace emails going to spam and the exact steps you can take to ensure your emails land in the inbox where they belong.
Why Google Workspace Flags Your Emails
In business, small oversights can cause big problems. For example, if you missed a figure in a report or skipped a compliance step, it can lead to costly delays. Similarly, with email deliverability, simple mistakes can cause your Google Workspace emails to end up in spam folders instead of inboxes. Such as:
Missing or incorrect authentication: No proper SPF, DKIM, or DMARC setup lowers Google’s trust
Suspicious content: Spammy words (more on this below), misleading or shortened links, attachments, and large images raise flags
No unsubscribe link: Hiding or missing easy opt-out options frustrate people and increase spam reports
Damaged reputation: Low engagement rates, high spam complaints, and frequent unsubscribes harm your standing
High email volume: Sending too many emails too quickly looks like spam behavior
Excessive follow-ups: Too many follow-ups annoy people and increase complaints
Untrusted sender platform: Unknown or weak email providers reduce your email’s credibility
Shared tracking domains: Using shared tracking links with poor reputations can drag down deliverability
Reasons why your google workspace email is going to spam
Ways to Stop Your Google Workspace Email from Going to Spam
To make sure your emails reach people's inbox and not side track to spam, all you have to do is follow these important steps.
1. Set Up SPF, DKIM, and DMARC for Google Workspace
Make sure your emails land in the inbox by setting up SPF, DKIM, and DMARC records in your domain’s DNS. These authentication steps prove your emails are legitimate and stop spam filters from blocking you.
SPF defines which servers are authorized to send email on behalf of your domain
DKIM adds a cryptographic signature to your emails, confirming they haven’t been altered
DMARC lets you monitor and enforce policies for how email receivers handle unauthenticated messages
Missing SPF record or multiple conflicting SPF TXT records in DNS
SPF record excludes important sending services besides Google Workspace, such as marketing platforms
DKIM is not enabled or the DKIM DNS records are not published or configured correctly
DKIM signing is not activated in Google Workspace Admin Console
DMARC is missing or improperly configured, leading to no reports or enforcement
Misalignment between SPF/DKIM domains and the From address that DMARC requires
DNS propagation delays after adding or updating records making authentication fail temporarily
How to Fix It
Set Up SPF
Log in to your domain DNS provider’s management console.
Look for an existing SPF TXT record (v=spf1). If none exists, create one.
For Google Workspace, use this SPF record: v=spf1 include:_spf.google.com ~all. This authorizes Google mail servers to send on your domain’s behalf.
If you send mail from additional platforms (CRM, marketing services), add them using the include or ip4 syntax, combined into a single SPF record. For example: v=spf1 include:_spf.google.com include:spf.marketingservice.com ip4:192.0.2.0 ~all.
Avoid multiple SPF records; merge all authorized senders into one.
Save changes, test using an SPF tester, and wait for DNS propagation (up to 48 hours).
Enable DKIM
In Google Workspace Admin Console, navigate to Apps > Google Workspace > Gmail > Authenticate email.
Generate a new DKIM key using 2048-bit length for better security.
Add the displayed TXT or CNAME record from Google Workspace to your DNS records at the specified selector (defaults to google._domainkey).
After DNS propagation (up to 48 hours), return to the Admin Console and click Start Authentication to enable DKIM signing.
Send a test email and verify the email header for DKIM: PASS, or check with DKIM testing tools.
Start with a monitoring policy to collect reports without blocking legitimate emails: v=DMARC1; p=none; rua=mailto:reports@yourdomain.com; ruf=mailto:reports@yourdomain.com; fo=1
Use the reports to identify any SPF or DKIM alignment issues and fix them.
Gradually enforce stricter policies, moving from p=none to p=quarantine (mark failures as spam) and then to p=reject to block unauthorized mail.
Use DMARC aggregate report analyzers to simplify diagnosis and maintain your email health.
2. Fix Content and Sending Behavior Issues
Your email content and sending habits affect if your messages reach the inbox or spam.
To improve deliverability, keep your content clear and spam-free, send emails consistently without big spikes, warm up new addresses before large campaigns, personalize your emails, and watch engagement to make improvements.
Common Issues
Being overly pushy and using spammy keywords like “free,” “urgent,” or excessive promotional language. For example, the given picture has examples of spam triggers.
Note: If you’re using Google Workspace for B2B cold outreach, warmup isn’t optional. Workspace isn’t built for bulk sending, so inboxes need to be gradually introduced to new sending patterns.
MailReach email warmup automates this process with real engagement signals from Google Workspace and Office365 inboxes, ensuring your domain builds reputation safely before volume increases.
3. Maintain a Strong Sender Reputation
Your sender reputation is a score that email providers use to decide if your emails belong in the inbox or the spam folder. A strong reputation means your emails are trusted and delivered reliably. Poor reputation can block your messages before people even see them.
Common Issues
Sending emails with low engagement, such as low open rates and few clicks
Frequent spam complaints from people
Sudden spikes in email sending volume or inconsistent sending patterns
Lack of proper email authentication (SPF, DKIM, DMARC)
How to Fix It
Focus on sending relevant, personalized content that people want to open and interact with
Monitor engagement metrics (opens, clicks, replies) and adjust your campaigns accordingly
Avoid buying email lists or sending to people who haven’t opted in
Send emails consistently and avoid large volume spikes
Authenticate your emails properly with SPF, DKIM, and DMARC
Use MailReach’s sender reputation score to monitor your reputation and fix issues early. To maintain a strong sender reputation and steady deliverability, you can also run regular email warmups and improve your standing with inbox providers and keep your emails out of spam.
4. Limit Your Email Volume
Sending too many emails in a short period can trigger spam filters. Email providers prefer a natural, human-like sending pattern that builds trust over time.
Common Issues
Sending large batches all at once, especially from new or cold B2B email accounts
Exceeding recommended daily limits for cold outreach emails
Inconsistent sending frequency that looks suspicious
Sending too many emails from multiple accounts on the same domain without proper warmup
How to Fix It
For B2B cold outreach, volume depends on your setup. New domains should start with 20–30 emails per day, mature Google Workspace or Office365 inboxes can safely send up to 100/day, while custom SMTP accounts should stay lower (20–50/day) since Gmail/Outlook don’t credit their interactions.
Gradually increase volume over time as your sender reputation grows Maintain steady and consistent sending schedules
Use email warmup tools to build positive reputation before scaling volume
5. Make Unsubscribing Easy
Giving people a clear and easy way to unsubscribe reduces the chance they’ll mark your emails as spam. Making it simple to opt out shows respect for your audience and protects your sender reputation.
Common Issues
Missing or hidden unsubscribe links that vex people
Using complicated unsubscribe processes like asking people to reply to an email
Ignoring unsubscribe requests or taking too long to process them
Fear that including an unsubscribe link will increase opt-outs and reduce lists
How to Fix It
Always include a visible unsubscribe link in every email, ideally at the footer
Keep the unsubscribe process to one or two clicks max
Honor unsubscribe requests immediately to comply with legal regulations like CAN-SPAM
6. Avoid Sending Too Many Follow-Ups
Follow-ups can improve reply rates, but if overdone, they harm your sender reputation. Gmail and Outlook track whether people open, reply, or complain about your emails. Too many unanswered follow-ups signal disinterest and increase the risk of spam complaints.
Common Issues
Sending multiple follow-ups to non-responders without limits
Following up too frequently without enough time in between
Ignoring signs that people are uninterested
Higher spam complaints due to aggressive follow-up behavior
How to Fix It
Limit to 2–3 polite follow-ups in a sequence
Space them 3–7 days apart for a natural sending pattern
Keep follow-ups short, clear, and value-driven; avoid aggressive pushes
7. Don’t Attach Files to Bulk Emails
Attachments in bulk emails are a major red flag for spam filters. They’re commonly linked to phishing and malware, which makes filters block your emails more often.
Common Issues
Sending bulk emails with files attached triggers spam filters
Attachments increase the risk of your emails being marked as harmful
Using attachments instead of links can make emails heavier and slower to load
How to Fix It
Avoid attaching files in bulk or cold outreach campaigns
Share documents via secure links (Google Drive, Dropbox, DocSend) instead
Reserve attachments only for trusted, one-to-one conversations
Keep outreach emails lightweight for faster delivery and better inboxing
8. Use a Trusted Email Service Provider
The email service provider (ESP) you send from can heavily influence whether your messages reach the inbox or get flagged as spam. Gmail (Google Workspace) and Microsoft 365 (Outlook/Exchange) have the strongest reputations with inbox providers, making them the best choice for B2B cold outreach.
Common Issues
Using unsigned or custom SMTP servers that lack a sending reputation
Sending from low-trust or consumer providers (Yahoo, free Gmail, etc.)
Choosing ESPs that don’t fully support authentication (SPF, DKIM, DMARC)
How to Fix It
For cold outreach, stick to Google Workspace or Microsoft 365—they build trust fastest
If sending opt-in marketing or transactional emails, use reputable ESPs like Mailchimp, Brevo (Sendinblue), or MailerLite (not suited for cold outreach)
Avoid custom or unmanaged SMTP servers, which lack the signals Gmail/Outlook need to trust you
Maintain consistent sending behavior and authenticate your domain properly (SPF, DKIM, DMARC)
9. Monitor and Maintain Excellent Email Deliverability
Email deliverability is an ongoing effort. Monitoring key metrics and maintaining best practices ensures your messages keep landing in the inbox over time.
Common Issues
High bounce rates from unvalidated addresses (hurts reputation if over 3–5%)
Complaint rates above 0.1% damaging your domain’s trust with Google and Outlook
Drops in opens/replies showing weak engagement
Ignoring deliverability signals until inboxing is already lost
How to Fix It
Track placement regularly with MailReach’s Inbox Placement Test (shows where your emails land across Gmail, Outlook, etc.)
Validate leads with tools like Zerobounce or NeverBounce before sending to keep bounce rates below 3–5%
Keep your sending frequency steady and aligned with engagement — avoid sudden spikes
Revisit SPF, DKIM, and DMARC setup after platform or DNS changes
Google Workspace Spam Fixes at a Glance
This table summarizes the most common issues, their causes, and the fixes to improve inbox placement.
Step
Action
Common Issues
1
Set Up SPF, DKIM, and DMARC Authenticate your domain emails to prove they’re legitimate and stop spam filters.
Missing or conflicting SPF records, DKIM not enabled or published, DMARC missing or misconfigured
2
Clean up your email content Use natural, clear language and avoid spam trigger words and misleading links.
Spammy words, excessive punctuation or all caps, URL shorteners, long paragraphs
3
Maintain a strong sender reputation Build trust with mailbox providers through engagement and list hygiene.
Limit your email volume Send emails steadily in reasonable amounts to avoid spam flags.
Large batch sends, exceeding daily limits, inconsistent sending, multiple accounts without warmup
5
Make unsubscribing easy Provide clear and simple unsubscribe options to reduce spam complaints.
Hidden or missing unsubscribe link, complicated opt-out, ignoring unsubscribe requests
6
Avoid too many follow-ups Limit follow-ups to polite, spaced attempts respecting recipient interest.
Too many follow-ups, short intervals between follow-ups, ignoring lack of interest
7
Don’t attach files to bulk Emails Attachments in bulk emails trigger spam filters; use links instead.
Bulk emailing with attachments, increased spam risk, heavy emails
8
Use a trusted email provider Your sending provider directly impacts deliverability. Gmail and Outlook trust professional providers like Google Workspace or Office 365 far more than cheap SMTP servers.
Using unsigned or custom SMTP servers, switching providers too often, or sending from unknown ESPs with weak reputations
9
Monitor deliverability continuously Even with SPF, DKIM, DMARC, and healthy engagement, deliverability can slip as filters evolve. Ongoing monitoring helps catch issues before they escalate.
High bounce rates, rising spam complaints, sudden drops in engagement, ignoring reputation signals from tools like MailReach, Google Postmaster Tools, or Microsoft SNDS
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