Table of Contents
Introduction
You’ve set up Google Workspace perfectly.
Your business email — [email protected] — is verified, live, and working.
But then clients start saying:
“Hey, your emails are landing in spam.”
If that’s happening, you’re not alone.
Even after a correct Google Workspace setup, many Workspace users face deliverability issues — especially with new domains or missing DNS records.The good news?
You can fix this quickly and permanently with the right configuration.
The Problem
Even though Gmail is one of the most trusted email systems, your messages can still land in spam if:
- SPF or DKIM aren’t configured properly.
- You’re using new or unverified domains.
- Your content triggers spam filters (links, tracking, or templates).
- Old mail providers’ records still exist.
- Your IP or domain has no sending reputation yet.
This problem affects new businesses, marketers, and even IT professionals setting up Workspace for clients.
The Cause
Email deliverability depends on authentication, sender reputation, and content quality.
Here’s where most issues originate:
1️⃣ Missing or Incorrect SPF/DKIM/DMARC Records
Without these, recipient servers can’t verify if your messages are genuine.
2️⃣ Mixing Multiple Email Systems
Using Zoho, cPanel, or Outlook records alongside Workspace confuses mail servers.
3️⃣ New Domain Reputation
New domains have no trust built yet — Gmail treats them as “unverified.”
4️⃣ Unoptimized Content
Emails full of links, templates, or marketing keywords get flagged as promotions or spam.
5️⃣ Bulk Sending or Cold Email Tools Misconfigured
Sending too many emails too soon from Workspace damages domain reputation.
Solution (Step-by-Step Fix for Google Workspace Spam Issues)
Step 1: Check SPF, DKIM, and DMARC
These are your first line of defense against spam classification.
✅ SPF Record:
v=spf1 include:_spf.google.com ~all
✅ DKIM:
Go to Admin Console → Apps → Gmail → Authenticate Email → Generate DKIM → Add DNS → Start Authentication.
✅ DMARC (Optional but Recommended):
_dmarc.yourdomain.in TXT “v=DMARC1; p=none; rua=mailto:[email protected]”
Use MXToolbox or Mail-Tester to confirm they’re active.🟢 If DKIM shows “not signing messages” — activate it again in Admin Console.
Step 2: Remove Conflicting MX Records
Old DNS entries from previous email providers can interfere with Gmail.
Check your domain’s DNS and keep only Google’s MX records:
| Priority | Server |
| 1 | ASPMX.L.GOOGLE.COM |
| 5 | ALT1.ASPMX.L.GOOGLE.COM |
| 5 | ALT2.ASPMX.L.GOOGLE.COM |
| 10 | ALT3.ASPMX.L.GOOGLE.COM |
| 10 | ALT4.ASPMX.L.GOOGLE.COM |
🟢 Delete Zoho, Outlook, or cPanel MX records if they exist.
Step 3: Avoid “No-Reply” or Generic Senders
Using emails like [email protected] reduces trust.
Instead, use:
🟢 Add a recognizable “From Name” like “Shrikant from ManagedInbox.”
Step 4: Optimize Email Content
Spam filters analyze your message content as much as your DNS setup.
✅ Avoid:
- Excessive links (more than 2)
- Spammy words (“free”, “guaranteed”, “offer”)
- HTML-heavy email templates
✅ Use plain text or lightweight templates with clear purpose.
🟢 If using tools like Gmass or Instantly, personalize each message and limit daily sends.
Step 5: Warm Up Your Domain
New Workspace domains often go to spam simply because they have no sending reputation.
✅ Start small:
- Send 10–20 genuine emails per day for 1–2 weeks.
- Engage with replies (it signals Gmail you’re trusted).
- Gradually increase to 100–150/day.
🟢 Use automated warmup features in tools like Instantly or Warmup Inbox if available.
Step 6: Check Blacklists and Reputation
Use these tools:
- Google Postmaster Tools — Domain reputation & spam rate.
- MXToolbox Blacklist Check — Ensures your domain/IP isn’t listed.
🟢 If blacklisted, pause sending for 2–3 days, then resume with low volume.
Real-World Fix
A client from Pune migrated to Workspace from Zoho and noticed all new emails went to spam.
The issue?
Old Zoho MX records were still active, and DKIM was never enabled.
We fixed it by:
- Cleaning DNS
- Enabling DKIM
- Setting up DMARC
- Sending test emails and monitoring reputation
Result: within 24 hours, their emails landed straight in the inbox.
Pro Tips
- Always send your first few emails to trusted recipients who reply back.
- Avoid sending bulk mail from brand-new domains.
- Never mix Workspace with cPanel/Zoho MX entries.
- Use Google Postmaster weekly to monitor domain reputation.
- Encourage replies — they improve engagement score.
Key Takeaways
- SPF, DKIM, and DMARC are essential for deliverability.
- Clean your DNS — one domain, one mail server.
- Avoid spammy content or “no-reply” addresses.
- Warm up new domains gradually.
- Monitor domain reputation regularly.
Need expert help fixing Workspace spam issues?
If your emails are landing in spam even after setup, don’t wait — every undelivered message could mean a lost lead or client.
At ManagedInbox, we help businesses fix Google Workspace email deliverability issues permanently — configuring DNS, authentication, and domain warmup the right way.
Schedule Your Consultation