Introduction

Microsoft Outlook, a popular email client used commonly by different kinds of businesses across various industries, provides companies with a reliable and feature-rich platform. However, it's not uncommon to encounter issues where your emails are suddenly blocked, preventing them from reaching their intended recipients. This can be frustrating, especially when you're unsure why it's happening or how to fix it. It’s additionally heart-breaking if your lead and revenue generation is dependent on it.

Our  experience

Everything was set up. The domains have been warming for two weeks. The copy and its variations were ready. The leads were segmented into their respective campaigns. DMARC, DKIM, and SPF have been configured to comply with email service provider standards. So to our complete, utter surprise, come launch day, we found out all our emails were being blocked. Not one was sent. We felt like we were burning brand new domains, wasting leads, and draining our time and energy.

We double checked everything and saw nothing wrong. In this case and at our wits’ end, our last resort was to reach out to Microsoft and ask what was happening. It was under our nose: it was because we were on a trial period for Microsoft business account and have plugged it into an automation tool. We were informed that we’re required to purchase the account to use it to its full potential. So we complied.

In this article, we'll explore the possible reasons why your Outlook emails are being blocked and offer ten detailed steps to help you troubleshoot and resolve the issue, so you can continue sending your email campaigns smoothly.

Reasons Your Outlook Emails are Being Blocked

1. Spam Filters
   
   2. Blacklisted IP Address
   
   
   3. Misconfigured SPF/DKIM/DMARC Records

Spam filters are automated systems that identify and prevent unsolicited or malicious emails from reaching inboxes. They scan email content, sender reputation, and attachments to determine whether an email is potentially harmful.If your email resembles spam (e.g., includes promotional language, suspicious links, or attachments), spam filters might block it or send it to the recipient's junk folder.

SPF: Sender Policy Framework ensures that only authorized servers can send emails on behalf of your domain.DKIM: DomainKeys Identified Mail allows email recipients to verify that an email was sent and authorized by the domain owner.DMARC: Domain-based Message Authentication, Reporting, and Conformance combines SPF and DKIM to detect fraudulent emails.

Misconfigured SPF/DKIM/DMARC records can cause email providers to reject your emails, as they might see them as unauthorized or fraudulent.


4. Recipient's Junk Mail Settings

5. High Email Sending Volume

6. Phishing Content

7. Malware Concerns

8. Policy Violations

9. Outdated Outlook Version

10. Technical IssuesSome recipients may have stringent spam or junk mail settings, resulting in legitimate emails being marked as spam. If a recipient has marked your email address or domain as junk, your emails will continue to land in their junk mail folder or be blocked outright.

To fix the causes above, here are 10 detailed steps that would ensure your emails will be sent to your intended inboxes.

Check Your Spam/Junk Folder

Go to your Junk Email folder to see if your emails have been moved there.If emails are in the Junk Email folder, mark them as "Not Junk" to restore them to your Inbox.

 Verify SPF, DKIM, and DMARC Records

Ensure that your domain’s SPF, DKIM, and DMARC records are correctly configured.Use tools like MXToolbox or DMARC Analyzer to validate your records.Add or correct these records in your DNS settings if necessary.

Review Email Content for Spam-like Characteristics

Avoid excessive use of promotional language, all-caps, and exclamation marks.Include a clear subject line and personalized greetings.Ensure your email contains an unsubscribe link if it's a marketing email.

Update Your Outlook Client

Make sure you have the latest version of Microsoft Outlook.Go to "File" > "Office Account" > "Update Options" > "Update Now" to check for updates.

Scan Your System for Malware

Run a comprehensive antivirus scan on your computer.Use specialized tools like Malwarebytes to detect and remove malware.

Check Your IP Address Blacklist Status

Use tools like MXToolbox or MultiRBL to see if your IP address is blacklisted.If blacklisted, follow the de-listing process provided by the blacklist provider.

Reduce Email Sending Volume

Avoid sending too many emails in a short period.If sending newsletters or marketing emails, use a verified email marketing service.

Request to be Whitelisted

Ask your recipients to whitelist your email address or domain.Provide instructions on how to add your email to their safe sender's list.

Contact Microsoft Support

Reach out to Microsoft Support via their Support Page.Provide details like error codes, bounce-back messages, and screenshots.

Adjust Your Outlook Account Settings

Go to "File" > "Options" > "Trust Center" > "Trust Center Settings."Review and modify your privacy and security settings to suit your needs.

Conclusion

Having your Outlook emails blocked can be a distressing experience, particularly when you rely heavily on email communication for your business processes and growth. The issue often stems from spam filters, authentication errors, or technical glitches. By understanding the potential causes and following the ten troubleshooting steps outlined in this article, you can identify and resolve the problem effectively, allowing you to continue sending emails without interruption.

If the issue persists despite following these steps, consider reaching out to Microsoft Support or consulting a professional to ensure your Outlook email client is correctly configured and secure.