How to manage email senders?

It is possible that some emails from legitimate senders may be considered "Spam" and sent to the "Junk-Email" folder.

How is filtered My email?

When an email enters the server, it is first evaluated by spam filtering tools to prevent, as far as possible, junk mail from reaching your work email inbox.

Incoming emails are evaluated based on their characteristics, such as the account they come from, their content, and their recipient. Based on these characteristics, the filtering tool assigns a score to the email to determine the likelihood that it is spam.

The email is then processed according to its score based on the defined rules:

Less than 10 points: valid email
Between 10 and 20 points: email with low probability
Between 20 and 30 points: email with medium probability
More than 30 points: email highly likely to be spam

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How can a legitimate email be considered spam?

A legitimate email, or one from a trusted source, may be flagged as spam by the filtering tool for several reasons. Among the most important are:

1

The sender's mail server is on a list of disreputable servers.

2

The sender's domain (company.com) is on a list of domains with a bad reputation.

3

The sender's email account (sender@company.com) is on a list of emails with a bad reputation.

4

The sender's mail server does not have a proper configuration of SPF and DKIM records.

5

The sender's email was not sent from their original account (@company.com) but from a secondary account in their name (@anotheraccount.com in the name of @company.com).

6

The email has an improper format or contains suspicious words or links.

7

The sender is not configured as a trusted sender or from a trusted domain.

Of the above characteristics, number 4 is very common because this is not configured for some servers, even those of recognized companies, and sometimes it greatly increases the probability of being SPAM mail.

It's also possible that a regular sender might suddenly be considered suspicious, because spam policies and tools are constantly evolving in response to new spam attacks. In this case, if a tool or spam scoring criteria are modified, previously legitimate senders might become less trustworthy and be subject to spam rules.

How can I prevent emails from valid senders from being considered spam?

One option is to request that they properly configure SPF and DKIM records on their servers. However, this is sometimes complex, and many companies don't do it. It's also possible to install antivirus tools with spam filtering capabilities in your email client application (Outlook, for example).

Another simple option to prevent emails from known senders from being treated as SPAM is to include their email accounts as Trusted Senders.

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What happens if the senders are valid not only for me but also for other members of my company?

If a trusted sender is only configured for a specific account, the issue of legitimate emails appearing in the spam folder will only be resolved for that individual. If the sender will be communicating with multiple people within the company, it's best to configure them as a trusted sender at the domain level (company.com) so they are considered a trusted sender for the entire company, eliminating the need to configure them for each individual account.

To configure Trusted Senders or Blocked Senders at the domain level, you need to ask the Mail Administrator to update the mail domain settings, indicating the valid or unwanted email accounts as appropriate.