Need help?

Our experts will login to your server within 30 minutes to fix urgent issues.

We will keep your servers stable, secure and fast at all times for one fixed price per month.

How to avoid emails going to spam in Gmail?

Mail providers like Gmail always try to give a good user experience. Therefore, they automatically filter junk mails to Spam folder.

But, what if even valid mails from your server end up in spam ? All of your email customers complain about missing mails.

That’s why, we often get requests from mail providers to avoid emails going to Spam in Gmail as part of our Server Management Services.

Today, we’ll see how our Support Engineers set mail server to avoid valid emails going to Spam in Gmail.

What causes mails to end up in Spam ?

Before proceeding further, we’ll first see the reasons that would put your mails in Spam folders.

Spammers keep on evolving new methods to send spam mails. And, that’s why, rigorous spam filtering techniques become an essential feature of any email provider.

No email user need to see Spam in their Inbox. Similarly, they do not want to see valid emails in Spam folder either. Unfortunately, Gmail spam filtering also has limitation in maintaining 100% accuracy. And, it may cause valid emails to reach spam folder too.

But, understanding Gmail’s spam filtering criteria greatly helps in avoiding mails tagged as Spam. Let’s check the main aspects of filtering.

 

Message Source

For the email to land in the Gmail inbox, it should originate from a valid mail server IP address. The mail server should be authorized to handle mails on behalf of the domain. Again, the IP address should have a good mail reputation score.

If the reputation score of mail server is very bad, Gmail can easily mark the mail as spam. There should not be spamming instances from the server, IP should not be blacklisted , etc. From our experience in managing servers, our Dedicated Engineers often see such problems with shared hosting servers.

 

Mail Header analysis

Apart from server IP reputation, malformed mail headers also put valid mails in Spam folder. For example, in mails sent from php forms in website, the “from” address and “reply to” address are all customizable. When these values are not set properly, emails will be filtered as spam.

 

Content

Again, in certain cases, email content can cause mail to reach spam folder. The Gmail’s spam filter straightaway mark emails as spam when it contains certain words or phrases. For example, a mail with subject “You are shortlisted to check free score” automatically put in Spam folder.

Similarly, if messages include a link to a website that is blacklisted, the messages will be caught in email spam filter too.

 

How we proactively avoid emails going to spam in gmail?

From our experience in web hosting industry, we often see problems with mail servers. Let’s now see how to avoid emails going to spam in gmail.

 

1. Settings in Gmail

Usually, when finding problems with single email account, editing the settings at Gmail application helps. That’s why, for per account issues we suggest the customers to do the following changes in Gmail.

  1. Select relevant spam messages and click on Not spam button
  2. Add Email IDs to Contacts List. This will avoid further tagging of emails as spam.
  3. Again, create Filters for specific email address or domains. Thus, they will end up in inbox itself.

Changes at mail server side

Unfortunately, when you receive complaints from multiple email accounts, the problem will be with the account settings at the mail server.

I am a hosting provider using WHM on a VPS. I continue to have issues with these emails being sent going to spam in gmail. There is no spam on the server ip address. But still a lot of the emails being sent will end up in spam.
That was a recent help-desk request that we received to solve problems with mail delivery to Gmail spam. Let’s now see how our Support Engineers solved it for the customer.

 

Server IP reputation check

Bad server IP reputation can readily put the emails to spam folder in Gmail.

In this case, we began troubleshooting by checking the mail server IP address for possible blacklisting. Fortunately, it was not blacklisted any where. Also, when we checked the email reputation score for the server IP address, it was all good. So, we ruled out reputation from the probable cause for the error.

 

Email content analysis

Moving on, we started analyzing email content that was tagged as spam. Unfortunately, multiple email accounts under different domains had problems with Gmail. That helped us to easily rule out email content as the reason for spam tagging.

But, we’ve seen cases where certain email content being marked as Spam. This particularly applies to newsletter emails, marketing emails etc. Additionally, some Gmail recipients also mark mail as Spam in their Gmail interface. As a result, Google learns from it and mark subsequent mails as spam too.

That’s why, our Dedicated Engineers always suggest customers to follow Gmail bulk mail guidelines to make sure your bulk mail gets classified correctly and delivered to Gmail recipients.

 

Domain settings check

Again, domain settings play an important role in email delivery. And, incorrect DNS setting often tag mails as spam in Gmail.

That’s why, to avoid mail reaching spam folder, we always ensure that domain has correct Mail server (MX) record, proper SPF settings, DKIM records, etc.

SPF records provide details about the IP addresses that can send mails on behalf of the domain. And, when mails originate from an SPF IP, Gmail put it in the inbox folder. Likewise, setting DKIM record is a way of ‘signing’ emails to prove the authenticity of the sender.

But, in this case, the domain had perfect DNS settings and our Dedicated Engineers confirmed the with DNS lookup tools too.

Unfortunately, analyzing the email logs in the server, we could see that there was a form in one of the websites that was sending mails to a huge gmail account list. Unfortunately, recipients were marking mails as Spam in their Gmail. And, this caused the Gmail to mark mails as Spam and move them to the folder.

Therefore, to fix the problem, our Dedicated Engineers had to educate the customer to take down the website form. We suggested customer to use alternate bulk mail program to send such emails. Again, Gmail monitors email traffic for a while and raises the email reputation over a period of time.

 

[Tired of mails ending up in Gmail spam folder? We can find the real cause and fix it.]

Conclusion

In short, mails end up in Gmail spam folder when it matches Gmail’s spam filter criteria. Today, we saw how our Dedicated Engineers helped one of our customers to avoid emails going to spam in Gmail.


PREVENT YOUR SERVER FROM CRASHING!

Never again lose customers to poor server speed! Let us help you.

Our server experts will monitor & maintain your server 24/7 so that it remains lightning fast and secure.

GET STARTED

1 Comment

  1. I want gmail to NEVER put an email in the spam folder. If I have to repeatedly check the spam folder and put the addresses in my contact list, it doesn’t help. I still have to check ever day or two. I want to never have to check. I want ALLEmails sent to me and I’ll decide if any are spam which I can easily delete.

    Reply

Submit a Comment

Your email address will not be published. Required fields are marked *

Privacy Preference Center

Necessary

Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.

PHPSESSID - Preserves user session state across page requests.

gdpr[consent_types] - Used to store user consents.

gdpr[allowed_cookies] - Used to store user allowed cookies.

PHPSESSID, gdpr[consent_types], gdpr[allowed_cookies]
PHPSESSID
WHMCSpKDlPzh2chML

Statistics

Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.

_ga - Preserves user session state across page requests.

_gat - Used by Google Analytics to throttle request rate

_gid - Registers a unique ID that is used to generate statistical data on how you use the website.

smartlookCookie - Used to collect user device and location information of the site visitors to improve the websites User Experience.

_ga, _gat, _gid
_ga, _gat, _gid
smartlookCookie

Marketing

Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers.

IDE - Used by Google DoubleClick to register and report the website user's actions after viewing or clicking one of the advertiser's ads with the purpose of measuring the efficacy of an ad and to present targeted ads to the user.

test_cookie - Used to check if the user's browser supports cookies.

1P_JAR - Google cookie. These cookies are used to collect website statistics and track conversion rates.

NID - Registers a unique ID that identifies a returning user's device. The ID is used for serving ads that are most relevant to the user.

DV - Google ad personalisation

IDE, test_cookie, 1P_JAR, NID, DV, NID
IDE, test_cookie
1P_JAR, NID, DV
NID
hblid

Security

These are essential site cookies, used by the google reCAPTCHA. These cookies use an unique identifier to verify if a visitor is human or a bot.

SID, APISID, HSID, NID, PREF
SID, APISID, HSID, NID, PREF