Email can be flagged because of its content, how it was sent, or settings on either account. Check whether it affects everyone or only some people.

Check Junk or Spam and note any error. At Little Fight NYC, we can review sender checks, mailbox rules, account access, and Microsoft 365 shared-mailbox permissions. Leave domain settings alone until the cause is clear.

Tell us what happened and the sending address. Never include passwords, sign-in codes, or private customer messages.

Replies can go missing when a shared inbox has unclear forwarding rules, access settings, or no one assigned to check it.

Test it from an outside email account. Check which address the customer sees, where the reply lands, and who can read it. Give each public address a person who checks it. Little Fight NYC can trace where replies land and check who can read them.

Share the address customers use and where replies should arrive.

Keep a clear record of where you bought the domain, who runs your email, and who gets each renewal notice.

Check the payment method and recovery details before a bill is due. Make sure the business can reach the person allowed to renew or change the account. At Little Fight NYC, we can help untangle who controls what.

Start with the domain name and latest renewal notice.

Microsoft 365 separates user accounts, shared-mailbox permissions, licenses, and administrator roles. Before adding, removing, or changing access, record the business administrator, the mailbox that customers use, the shared mailboxes involved, and the license that keeps the work running.

Use the smallest administrator role that can do the job. When someone leaves, reset their password and select Sign out of all sessions first. That shuts them out without deleting their mail or files. Then save what the business needs, and test the new owner’s access before you remove the old license or delete the account.

• Name the business administrator and a second person who can reset that administrator’s sign-in, so one lost phone or one departure does not lock the business out.
• Keep shared-mailbox ownership separate from a person’s private inbox.
• Check mail, files, and customer replies after an access change.

• Check whether one recipient or many are affected, and send a plain test to an outside inbox.
• Ask your email provider to confirm SPF, DKIM and DMARC for your domain. These settings tell receiving servers that mail from your domain is genuine.
• In Microsoft 365, message trace in the Exchange admin center shows whether a message left your system and which server took it. In Google Workspace, Email Log Search does the same. For mail sent to outside addresses, Delivered only means the other side’s server accepted it, so ask the recipient to check their spam folder.
• If Sent shows messages you did not write, treat the account as taken over. From a trusted device, change the password, sign the account out of all sessions, and check its two-step sign-in methods. Then remove any forwarding, inbox rules (filters in Gmail), or connected apps you do not recognize.
• Hold off on bulk sending until the cause is clear.