At UserCompute, we understand that seamless email communication is vital for business operations. Emails landing in spam or failing to deliver can hurt engagement, customer trust, and productivity. To maintain reliable mail flow in Microsoft 365, organisations must properly configure DNS records, set up connectors for hybrid or third-party systems, and monitor delivery to quickly address issues.

🛡️ Ensuring Proper Mail Flow

1️⃣ Configure DNS Records

• Set up SPF, DKIM, and DMARC to authenticate your domain and prevent spoofing.

• Regularly verify and update records to maintain deliverability.

2️⃣ Set Up Connectors

Enable smooth routing between Microsoft 365 and on-premises or third-party mail servers.

Types of connectors:

• Microsoft 365 → On-Premises: Delivers mail to internal systems 

• On-Premises → Microsoft 365: Sends internal emails to cloud recipients

• Smart Hosts: Route messages through trusted third-party systems for filtering or compliance

3️⃣ Monitor Mail Flow

• Use Message Trace in the Microsoft 365 admin centre to track delivery and troubleshoot problems.

• Monitor bounce rates, spam complaints, and open rates to catch issues early.

⚠️ Troubleshooting Common Issues

🚫 Blacklisting

• Check if your domain/IP is on blacklists

• Follow delisting procedures and maintain strong sending practices

📝 Misconfigured DNS Records

• Use tools like MXToolbox to verify SPF, DKIM, and DMARC

• Update settings regularly to ensure accuracy

📊 Email Throttling

• Avoid sending large volumes in short bursts

• Gradually scale sending volume

• Use a dedicated IP for high-volume campaigns

✅ Conclusion

By proactively managing mail flow, configuring connectors correctly, and addressing deliverability challenges, UserCompute ensures your organisation’s email remains secure, trusted, and reliable.

If persistent issues arise, our team can assist with advanced troubleshooting and mail flow optimisation to keep your emails in customers’ inboxes, not the spam folder.