Why Your Microsoft 365 or Google Workspace Email is Ending Up in Spam (And How to Fix It)

In 2026, the rules of digital communication have changed. Simply having a professional email address at your domain is no longer enough to guarantee that your clients actually see your messages. Whether you are using Microsoft 365 or Google Workspace, major email providers have tightened their security filters to an all-time high.

If you’ve noticed a drop in your open rates or heard from clients that your invoices are landing in their "Junk" folders, the culprit is likely a lack of proper email authentication—specifically DMARC.

The Foundation: Why M365 and Google Workspace?

To run a credible business, you must move away from generic "@gmail.com" or "@outlook.com" addresses. Utilizing a professional suite like Microsoft 365 or Google Workspace is the first step. These platforms provide the enterprise-grade infrastructure necessary to handle modern security threats. However, these tools are "ready to use," but they aren't always "secure by default."

The Missing Link: DMARC Authentication

DMARC (Domain-based Message Authentication, Reporting, and Conformance) is no longer a "nice-to-have" feature; it is a requirement. DMARC tells receiving mail servers that your email is legitimate and provides instructions on what to do if an unauthorized user tries to send an email on your behalf.

Without DMARC, SPF, and DKIM records properly configured:

• Your emails are more likely to be flagged as spam.

• Hackers can "spoof" your domain to send fake emails to your customers.

• Your brand reputation takes a hit every time a message goes undelivered.

The Hidden Risk: The "Shared Responsibility" Myth

Once you have your email delivering perfectly, many businesses make a dangerous assumption: “If my data is in the cloud with Microsoft or Google, it’s backed up.”

This is a misconception. Microsoft and Google operate under a Shared Responsibility Model. They guarantee the uptime of the infrastructure, but they do not guarantee the protection of your specific data against accidental deletion, internal threats, or ransomware. If an employee accidentally deletes a critical folder or a sync error wipes out your contacts, Microsoft and Google generally cannot recover that data once the short "recycle bin" window has closed.

Closing the Loop with Keepit

This is why a professional email setup is only half the battle. To truly protect your business continuity, you need an independent, third-party backup solution like Keepit.

Keepit provides a dedicated "safety net" for your M365 and Google Workspace data. By storing your backups in a separate, vendor-independent cloud, Keepit ensures that even if your primary workspace is compromised, your emails, files, and Teams chats remain accessible and restorable.

Final Thoughts

A professional digital presence requires a three-pillar approach:

1. A Professional Platform: Microsoft 365 or Google Workspace.

2. Verified Deliverability: DMARC enforcement to stay out of the spam folder.

3. Total Resilience: A Keepit backup strategy to ensure you never lose a single byte of data.