Upcoming Gmail changes may impact email delivery

In an attempt to reduce phishing and spam threats, Google will implement new email security checks and adjust the way email is accepted starting Feb. 1. Once Google activates these additional security checks, any mail that does not meet its new standards may be sent directly to spam folders.

Other mail services, including Yahoo and AOL, are making similar changes, but their time frames are not yet known.

Those who send messages from either a @case.edu or @cwru.edu address should review University Technology’s Google Mail Authentication Change FAQ page to ensure compliance.

In addition, any service that sends automated emails—such as Canvas or even an online form—is affected.

What does this mean for me?

I send/receive email via webmail.case.edu or an email client like Thunderbird.

If you use webmail.case.edu (CWRU’s version of Gmail) or an app such as Thunderbird that is configured to use Google’s built-in connector, your mail should not be impacted by these changes if your app is properly configured. Please see the Google Mail Authentication Change FAQ to ensure your email client is properly configured.

I use a third-party email service like Mailchimp or ConstantContact and/or have automated emails set up through a third-party system.

If you or your department use a service to send email for university business, you will need to verify that the service or application follows Google’s email sender guidelines to ensure it continues to work properly going forward. These services may be mail hosting services like Mailchimp or ConstantContact or any other service that can send mail out with a from address of @case.edu or @cwru.edu (e.g., Automated messages that come from filling out forms or when an action is taken, such as registering for an event or making a purchase).

Third-party service providers who do not follow Google’s email sender guidelines will have the emails they send quarantined or rejected by Google and other major internet service providers. This will have a major impact on your ability to ensure business continuity if you rely on the email service they provide. 

To find out if the service you use is compliant, reach out to the service provider (e.g., Mailchimp) and have them verify compliance with these guidelines. Refer them to Google’s Email sender guidelines and ask to confirm that their service is or will be ready for the changes Google is making in February 2024. 

This issue will need to be addressed directly by the email providers; it is not within the university’s purview to fix these issues.

See the Google Mail Authentication Change FAQ for more information.

I send/receive email using my own mail server.

If you run your own mail server, you are responsible for making it compliant. Please refer to Google’s guidelines for support.

To learn more about whether you need to take any action, please read [U]Tech’s Google Mail Authentication Change FAQ page. For more information, you also can read Google’s announcement and further guidance/FAQ.

For assistance with any technology product or service at Case Western Reserve University, contact the University Technology Service Desk at help@case.edu or 216.368.HELP (4357) or visit help.case.edu.