Dealing with Spam in Google Workspace

Spam is an unfortunate reality every email system has to deal with, but with the right tools and habits, it can be minimized. Google Workspace offers solid spam filtering by default, but fine-tuning user behavior and admin settings makes a big difference.

For End Users: How to Manage Spam in Your Inbox

Google Workspace users can take proactive steps to limit the number of spam emails that reach them:

1. Mark Spam — Don’t Just Delete :
   

   Use Gmail’s built-in spam reporting feature by clicking the “Report Spam” (🚫) icon. This helps train Google’s algorithm and improves spam detection across all users.

   🔄 The more consistently you report spam, the better Gmail becomes at filtering similar messages in the future.

2. Be Cautious with Unsubscribe Links :
   

   Legitimate newsletters or promotional emails typically have an Unsubscribe link at the top.

   ✅ Use it for known senders like online stores or services.
   ❌ Avoid clicking unsubscribe in emails from unknown or suspicious sources — this could alert spammers that your email address is active, making things worse.
   
   

3. Block Persistent Senders :
   

   To block repeat offenders

• Open the email
• Click the three-dot menu (⋮) in the top-right
• Select “Block [Sender]”This automatically sends future emails from that address to spam.

4. Create Gmail Filters :
   

   If spam emails are coming from specific domains or include recurring keywords, you can set up filters:

• Go to Settings > Filters and Blocked Addresses > Create a new filter
• Enter criteria (e.g., email address, subject, keywords)
• Choose actions like Delete, Skip Inbox, or Mark as SpamFilters are powerful tools for automating your inbox hygiene.

5. Don’t Share Your Email Publicly

   Spammers often scrape websites, social media, and forums for email addresses. Protect your contact info by:

• Using contact forms instead of displaying email addresses on websites
  
• Masking your email (e.g., user [at] domain [dot] com) when sharing publicly 
  
  
  

For Admins: Strengthen Spam Protection for Your Entire Organization

Admins on Google Workspace Starter Edition have access to several controls via the Admin Console to reduce spam risks and protect users at scale.

1. Enable Advanced Gmail Security Settings
   

   In the Admin Console, navigate to:
   Apps > Google Workspace > Gmail > Spam, Phishing, and Malware

   We recommend enabling:

• ✅ Enhanced Pre-Delivery Message Scanning
• ✅ Protect against spoofing and authentication errors
• ✅ Scan inbound emails for malicious links and attachments
• ✅ Quarantine suspicious messages instead of delivering to inboxesThese settings create a strong first layer of defense.

2. Set Up Content Compliance Rules
   

   Admins can define rules to block or reroute emails that:

• Contain specific words (e.g., “free crypto,” “urgent invoice”)
• Are from known spam domains
• Include suspicious file types
  
  Path: Admin Console > Gmail > Compliance > Content Compliance > Add Rule
  These rules help tackle spam that bypasses standard filters.

3. Check User-Level Filters & Forwarding
   

   Sometimes, users unknowingly create filters or enable forwarding that leads to inbox clutter or spam exposure. As an admin, you can:

• Review user settings for unusual rules
• Ensure that mail is not being forwarded to external services
• Encourage users to change their password if anything looks suspicious

   

4. Implement SPF, DKIM, and DMARC
   

   Email authentication protocols help reduce spoofing, phishing, and impersonation attempts:

• SPF (Sender Policy Framework): Validates email sources.
• DKIM (DomainKeys Identified Mail): Adds a digital signature to outgoing mail.
• DMARC (Domain-based Message Authentication): Provides instructions for how Gmail should handle emails that fail SPF/DKIM checks.These settings improve your domain’s reputation and email delivery while reducing incoming and outgoing spam risks.

5. Educate Users Regularly
   

   Spam threats evolve constantly. Consider holding short training sessions or sharing tips with your team on:

• Identifying phishing attempts
• Avoiding suspicious links or attachments
• Reporting spam and security threats
  
  

  User awareness is your organization’s first line of defense.