Google Workspace - Best Practices to Avoid Emails going to Spam

Here's a comprehensive guide to resolving emails from your Google Workspace domain going to spam. It covers the key authentication methods, troubleshooting, and best practices:

Core Authentication:

SPF (Sender Policy Framework):
- Purpose: Prevents spammers from spoofing your domain name.
- Setup:
  - Log in to your domain registrar's DNS settings.
  - Create a new TXT record.
  - The TXT record should look like this: v=spf1 include:_spf.google.com ~all
  - For details and specific steps, search for "[Your domain registrar] add SPF record".
DKIM (DomainKeys Identified Mail):
- Purpose: Cryptographically signs your emails to prove they're legitimate.
- Setup:
  - Go to your Google Workspace Admin console.
  - Navigate to Apps > Google Workspace > Gmail > Authenticate email.
  - Select your domain, click 'Generate new record'.
  - Follow Google's instructions on adding the TXT record to your DNS.
DMARC (Domain-based Message Authentication, Reporting & Conformance):
- Purpose: Specifies what to do with emails that fail SPF or DKIM, and provides reports on authentication issues.
- Setup:
  - Create a TXT record named _dmarc.
  - A basic DMARC record looks like this: v=DMARC1; p=none; rua=mailto:postmaster@yourdomain.com (Start with 'none' for monitoring first)
  - Refer to Google's guide for more DMARC options: https://support.google.com/a/answer/2466580

Troubleshooting:

Propagation Time: DNS changes may take up to 48 hours to fully propagate. Allow time for the new records to take effect.
Check Existing Records:
- Use a tool like MXToolbox (https://mxtoolbox.com) to check if your SPF, DKIM, and DMARC records are set up correctly. Search for your domain and look under "SPF Record Lookup", etc.
Blacklists: Check if your domain or IP address is on any email blacklists using MXToolbox's blacklist checker. If you're listed, contact the blacklist maintainers to request removal.

Additional Best Practices:

Content Best Practices:
- Avoid spammy language, excessive links, all caps, or formatting issues.
- Clearly identify yourself and your business.
- Provide an easy way to unsubscribe.
Clean Mailing List: Remove inactive or bounced addresses regularly.
Monitor Email Reputation: Utilize tools like Google Postmaster Tools (https://postmaster.google.com/) to track your domain's reputation and delivery rate.
IP Warm-up: If you have a new IP address, gradually increase email sending volume to establish a positive reputation.

Important Notes:

Changes to DNS settings can be complex. If you're unsure, consult your domain registrar's support or a technical expert.
Incorrect SPF, DKIM, and DMARC records can negatively impact email delivery, so be meticulous when setting them up.