Can I troubleshoot email delivery issues in Microsoft 365 Business Standard?

Yes, you can troubleshoot email delivery issues in Microsoft 365 Business Standard using tools like the Exchange Admin Center, Message Trace, and built-in diagnostics. Common issues include misconfigured DNS records, spam filtering, or incorrect recipient addresses.

Steps to Troubleshoot Email Delivery Issues

1. Verify DNS Settings
   • Ensure DNS records (MX, SPF, DKIM, and DMARC) are configured correctly.
   • These records allow Microsoft 365 to send and receive emails securely.
2. Check the Message Trace Tool
   • Use the Message Trace tool in the Exchange Admin Center to track email flow.
   • This helps identify delivery status (delivered, deferred, or failed) and errors.
3. Review Spam or Quarantine Folders
   • Emails might be mistakenly flagged as spam or quarantined.
   • Ask recipients to check their junk or quarantine folders.
4. Validate Recipient Address
   • Ensure the recipient’s email address is correct and active.
   • Confirm that the domain of the recipient’s email is not misconfigured.
5. Check for Email Forwarding Rules
   • Review inbox rules that might redirect or delete incoming emails.
   • Disable any unnecessary forwarding or filters.
6. Verify Sender Policies (SPF, DKIM, DMARC)
   • Misconfigured SPF, DKIM, or DMARC records can lead to email rejection or spam classification.
   • Correct any inconsistencies in these records.
7. Review Email Size Limits
   • Microsoft 365 has default limits on email size (up to 150 MB).
   • Reduce attachment sizes or use OneDrive for file sharing.
8. Check User Licenses and Quotas
   • Ensure the sender has a valid Microsoft 365 Business Standard license.
   • Verify that the mailbox storage is within the quota limit.
9. Monitor Service Health
   • Check for service outages or disruptions in the Microsoft 365 Admin Center.
   • Temporary outages may affect email delivery.
10. Use Remote Connectivity Analyzer

• Test email configuration and connectivity issues using diagnostic tools.
• These tools can identify misconfigurations in mail flow settings.

Common Issues and Quick Fixes

Issue	Possible Cause	Solution
Emails not delivered	Incorrect MX records or blacklisting	Correct DNS settings and check blacklists.
Emails marked as spam	Poor sender reputation or SPF/DKIM issues	Adjust SPF/DKIM and improve email content.
Delayed email delivery	Server congestion or deferred emails	Trace messages and monitor server health.
Email bounce-back errors	Incorrect recipient address or full inbox	Verify address and ensure sufficient quota.

When to Escalate the Issue

• Persistent Failures: If delivery issues persist after troubleshooting.
• Complex Errors: For errors like 550 or 554 SMTP rejection codes.
• Security Concerns: If email accounts are compromised or blocked.

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