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faq:email:why_is_important_email_going_into_junk_mailbox [2019/08/29 17:58] – vikki | faq:email:why_is_important_email_going_into_junk_mailbox [2023/10/05 09:07] – [2. "Pass" the sender's domain or email address with Global Email Rules] vikki | ||
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- | \\ | + | ====== |
- | **Question: | + | |
+ | ===== Reasons ===== | ||
+ | |||
+ | When an external user sends an email message to your account, Lookafter email server goes through several checking algorithms and assigns the email a junk rank based on the probability that the message is a junk mail.\\ | ||
+ | If the email' | ||
+ | |||
+ | Important emails can sometimes end up in your Junk folder due to various reasons: | ||
+ | |||
+ | * **The subject line or body of the email contains spam trigger words.** When an email is received, our system will perform an analysis on the email message to check for keywords, phrases, and patterns that are often used in spam emails. If an email contains any of these words or phrases, it's more likely to be flagged as spam. | ||
+ | |||
+ | * **The email fails an authentication check.** Lookafter mail server checks for email authentication using SPF (Sender Policy Framework) by verifying whether the sending mail server is authorized to send email on behalf of the domain listed in the email' | ||
+ | |||
+ | * **The email is poorly formatted.** The mail server also employs formatting checks on received emails. If the email is poorly formatted, or has a malformed format, it will be assigned with a higher junk rank. | ||
+ | |||
+ | * **The sender' | ||
+ | |||
+ | * **The email content triggers a keyword in your [[faq: | ||
+ | |||
+ | |||
+ | ===== Solutions ===== | ||
+ | |||
+ | If you find that important emails are ending up in your spam folder, there are a few things you can do to prevent this: | ||
- | When an external user sends an email message to your account, the mail server evaluates the content of the message and assigns the message a ranking based on the probability that the message is a junk mail. Emails could be rated with high junk ranking due to the sender' | + | ==== 1. Add important senders |
- | + | ||
- | There are a few ways you could do to avoid important | + | Adding |
- | + | ||
- | - **Add the sender as your contact of your Address Book**\\ Please refer to the article: | + | Please also ensure that the " |
- | - **Global | + | |
- | - **Junk Filtering- Increase junk level**\\ You can increase | + | {{: |
+ | |||
+ | |||
+ | ==== 2. " | ||
+ | If you have a sender that regularly communicates with your via email (e.g. your customer, vendor, supplier, partner), it is recommended to whitelist their domains or email addresses via Global Email Rules, so that their emails can always be received by your users in the Inbox. | ||
+ | |||
+ | As the email rules are processed from top to bottom, make sure you remove the //block// or //junk// line associated to the sender' | ||
+ | |||
+ | Please refer to [[faq: | ||
+ | <fc # | ||
+ | |||
+ | ==== 3. Adjust | ||
+ | An email is assigned with a junk rank based on the several checks as mention above (i.e. spam trigger content checks, SPF checks, format checks). If the rank exceeds | ||
+ | |||
+ | To further explain with an example: assume that your Junk Filtering sensitivity level is set to 5.0. If a received email is assigned with junk rank 5.7, it will enter the Junk folder. If the email is assigned with junk rank 4.9, it will land in your Inbox. | ||
+ | |||
+ | While the default Junk Filtering sensitivity | ||
+ | Please refer [[faq: | ||
+ | |||
+ | <fc # | ||
+ | |||
+ | ==== 4. Choose keywords wisely in email rules ==== | ||
+ | If you use [[faq: | ||
+ | |||
+ | Very short keywords should also be avoided in rules, especially if those keywords are commonly found in encoded or compressed attachments. | ||
+ | |||
+ | ==== 5. Inform your sender to properly configure SPF ==== | ||
+ | Enforcing SPF is crucial for preventing email spoofing and phishing. Many email service providers mark SPF-failed emails as spam, and some might even reject the email outright. Thus, we strongly advise senders to configure their domain’s SPF records correctly to ensure seamless email communication. | ||
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