ITS

Information Technology Services
Information Technology Services

Managing your Junk Email Folder in Outlook 2013 & 2016

This tutorial teaches you how to manage your junk emails using the Junk E-mail Options...  in Outlook 2013 and Outlook 2016.


 Junk E-mail Options...

The Junk E-mail Options...  allows you to choose what incoming mail should be sent directly to your Junk E-Mail folder. You can filter by specific senders or entire domains (For example @queensu.ca is Queen's University's domain). Keep in mind the Network Administrators have pre-defined filters for all incoming mail in Office 365, so any senders you add to the Block or Allow lists will be in addition to the filters at the network level.

  1. To access your block and allow lists ensure you have Mail selected in the Navigation Pane
    • Under the Home tab, in the Delete grouping, click the Junk button
    • From the drop down menu select Junk E-mail Options...

    Access junk email options

  2. This will open the Junk E-Mail Options screen.
    • In the Options tab of the new window, you can choose from 4 different ways to automatically filter your incoming mail:
      • No Automatic Filtering. Mail from blocked senders is still moved to the Junk E-mail folder ? This means Outlook will not apply any automatic filtering. Only messages sent from your Blocked Senders list will be sent to your Junk E-Mail folder.
      • Low: Move the most obvious junk e-mail to the Junk E-mail folder? This feature will be selected by default. Outlook will use a built in filter that will send incoming messages that have a high likelihood of being spam to your Junk E-Mail folder.
      • High: Most junk e-mail is caught, but some regular mail may be caught as well. Check your Junk E-mail folder often.? This feature uses an automatic filter that will send most incoming messages that appear to be spam to the Junk E-Mail folder. This filter offers higher protection from spam but may accidentally move legitimate email messages to the Junk E-mail Folder.
      • Safe List Only: Only mail from people or domains on your Safe Senders List or Safe Recipients List will be delivered to you Inbox. This is the strictest automatic filter that Outlook offers. Outlook will send incoming email from every sender to your Junk E-Mail folder unless the user has specified otherwise on their Safe Senders or Safe Recipients list.
    • There are 3 more options to help protect you from junk emails. By default, you will have:
      • Permanently delete suspected junk e-mail instead of moving it to the Junk E-mail folder (note this option is not selected by default)
      • Disable links in phishing messages (this is option selected by default)
      • Warn me about suspicious domains names options checked (this option is selected by default)
    • Select the appropriate level of email protection you want
    • Click the OK button

    Junk Email Options Screen

Safe Senders List

Note: External address that are added to this list won't stay added until the old (JES) email service is permanently retired in Spring 2013.

  1. The Safe Senders and Recipients list is used to identify incoming email that is considered to be safe. Any sender or domain you add to the list will be treated as a Safe Sender. Any and all mail sent from these senders will be sent to your inbox.
    • Click the Add?button to add an email address or domain to your Safe Senders list.
    • Note that senders from the GAL (Global Address List) are automatically treated as safe.
  2. Outlook offers you the option of importing or exporting lists of Safe Senders, Safe Recipients as well as Blocked Senders.
  3. These two options allow you to automatically update your Safe Senders list.
    • You can choose to have your entire contact list treated as safe senders or
    • have anyone you email added to your Safe Senders list.

    Safe senders menu

Blocked Senders

  1. The Blocked Senders list is used to filter incoming emails. Any sender or domain you add to the list will be treated as a Blocked Sender.  Any and all email sent from these senders will be sent to your Junk E-Mail folder. You can add and remove names and domains to the list the same way you would to the other lists.
Blocked senders menu

International Options

International Options menu