Send & Receive Issues

How to Fix Emails from One Microsoft 365 User Going to Gmail Spam

Natalie Taylor Oct 10, 2026 869 views

Question details

Users need to troubleshoot why emails sent from a specific Microsoft 365 account in their organization are being flagged as spam by Gmail.

How to Fix Emails from One Microsoft 365 User Going to Gmail Spam

Product: Microsoft 365 / Gmail
Device & OS: not provided
Scenario: A single Microsoft 365 user's outgoing emails are consistently routed to the spam folder of Gmail recipients, whereas other users in the same organization do not experience this issue.
Observed behavior: Emails from one organizational sender land in Gmail spam folders instead of the primary inbox for one or all Gmail recipients.

Before you start

Verify whether this spam routing issue is happening with only a single Gmail recipient or if it affects all Gmail addresses the user attempts to email.

Solution 1Recommended

Check Gmail Filters and Blocked Senders

Use this solution if only one specific Gmail recipient is receiving the Microsoft 365 emails in their spam folder.

Often, individual user settings in Gmail can inadvertently block or filter legitimate senders. Having the recipient adjust their settings is the quickest way to resolve isolated delivery issues.

Access Gmail Settings

Ask the recipient to open Gmail, click the gear icon in the top right corner, and select 'See all settings'.

Navigate to Filters

Go to the 'Filters and Blocked Addresses' tab located in the top settings menu.

Unblock the Sender

Scroll down to check if the Microsoft 365 sender's email address is listed under blocked addresses. If it is, click 'Unblock' next to the email address.

Review Active Rules

Check the active filters to see if a rule is configured to send messages from this user or domain directly to spam. Delete or modify the rule accordingly.

Add to Contacts

Advise the recipient to add the sender's email address to their Google Contacts and manually mark a previous email as 'Not Spam' to ensure future delivery.

Pro Tip: Adding an email address to Google Contacts is one of the strongest signals to Gmail's algorithm that the sender is trusted.

Solution 2

Perform a Message Trace in Exchange Admin Center

Use this solution if the sender's emails are going to spam for all Gmail recipients.

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Frequently Asked Questions

Why do emails from my domain suddenly go to Gmail spam?

This commonly occurs if your domain's DNS records for email authentication (SPF, DKIM, or DMARC) are improperly configured, missing, or recently changed, which causes Google's strict spam filters to reject or flag incoming messages.

Can the content of a single user's email trigger Gmail spam filters?

Yes. If a specific user frequently sends emails with spam-like characteristics, such as suspicious links, excessive promotional language, or unusually large attachments, Gmail's automated filters may flag their individual account as unsafe.

How do I get Gmail to stop sending my emails to the spam folder?

For individual recipients, ask them to add your email address to their contacts and manually mark your previous emails as 'Not Spam'. On an organizational level, your IT administrator needs to verify that your domain's email authentication protocols are up to date and correctly aligned.

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