How to Block Unwanted Emails

Edited 6 months ago by ExtremeHow Editorial Team

Email ManagementCommunicationSpamSecurityPrivacyInternetOnline ServicesProductivitySoftwareUser Guide

Receiving unwanted emails can be frustrating. This type of email is often called spam. Spam can clutter your inbox and make it difficult to find important messages. In this guide, we will explain different ways to effectively block unwanted emails. We will look at different tools and techniques you can use to keep spam out of your inbox.

1. Understanding unsolicited emails

Unwanted emails, or spam, are unsolicited messages sent in large quantities. They may be promotional ads, phishing emails, or malicious messages trying to scam you. Blocking these emails is important to maintain your email security and productivity.

2. Using the built-in email filters

Most email providers offer built-in filtering options to help you manage unwanted emails. Here's how you can use them:

2.1 Gmail

Gmail has a powerful spam filter that automatically moves spam emails to the Spam folder. However, you can create additional filters:

• Open Gmail.
• Click the gear icon and select "See all settings."
• Go to the "Filters and Blocked Addresses" tab.
• Click "Create new filter."
• Enter the criteria for the emails you want to block (for example, from a specific email address).
• Click "Create Filter."
• Select "Delete it" or "Mark as Spam."
• Click "Create Filter" again.

2.2 Outlook

Outlook provides options for setting up rules to filter email:

• Open Outlook.
• Click the gear icon and select "View all Outlook settings."
• Go to "Mail" > "Rules."
• Click "Add New Rule."
• Enter a name for the rule.
• Set conditions for the emails you want to block (for example, emails coming from a specific email address).
• Choose an action, such as "Move to Junk Email Folder" or "Delete."
• Click "Save".

3. Using email client filters

If you use an email client such as Microsoft Outlook or Mozilla Thunderbird, you can set up rules or filters in these applications to block unwanted emails.

3.1 Microsoft Outlook

To create a rule in Microsoft Outlook:

• Open Microsoft Outlook.
• Go to "Home" > "Rules" > "Manage Rules & Alerts."
• Click "New Rule."
• Select "Apply rule to messages I receive" and click "Next."
• Select the conditions (e.g., from a specific email address) and click "Next."
• Select "Delete it" or "Move it to the Junk Email folder" and click "Next."
• Click "Finish".

3.2 Mozilla Thunderbird

To set up filters in Mozilla Thunderbird:

• Open Mozilla Thunderbird.
• Select "Tools" > "Message Filters."
• Click "New."
• Enter a name for the filter.
• Set conditions for the emails you want to block (for example, emails coming from a specific email address).
• Choose an action, such as "Delete message" or "Move to junk".
• Click "OK".

4. Using a third-party anti-spam tool

There are many third-party anti-spam tools available that provide more advanced filtering options. Some of the popular ones are:

• SpamAssassin
• Mailwasher
• Spamsieve

These tools integrate with your email client and provide additional filters to block spam more effectively.

4.1 SpamAssassin

SpamAssassin is an open-source spam filtering tool that works with many email systems. It is usually set up on an email server by a system administrator.

<VirtualHost *:25> 
    ServerAdmin admin@example.com 
    DocumentRoot /var/www/html 
    <IfModule mod_spamassassin.c> 
        SpamAssassin on 
        SpamAssassin_LocalRules /etc/mail/spamassassin/local.cf 
    </IfModule> 
</VirtualHost>

If desired, adjust the configuration in /etc/mail/spamassassin/local.cf file for better control over spam settings.

4.2 Mailwasher

Mailwasher is a popular anti-spam tool for Windows and Mac:

• Download and install MailWasher.
• Configure your email account within MailWasher.
• Use its user-friendly interface to mark emails as spam and create custom filters.

4.3 SpamSieve

SpamSieve is an effective anti-spam tool for Mac:

• Download and install SpamSieve.
• Configure it to work with your email client (e.g., Apple Mail, Outlook).
• SpamSieve uses advanced machine learning algorithms to effectively filter spam.

5. Best Ways to Reduce Spam

While filters and tools are effective, it's also important to adopt some best practices to minimize spam:

• Don’t share your email address publicly: Avoid posting your email address on public forums, websites, or social media.
• Use a disposable email address: For subscriptions or sign-ups that might attract spam, use a disposable or secondary email address.
• Avoid spam emails: Don’t respond to spam messages, click on links, or open attachments.

6. Reporting spam and phishing emails

If you receive spam or phishing emails, reporting them can help improve spam filters:

6.1 Gmail

To report spam in Gmail:

• Open the email.
• Click the three-dot menu (More) next to the Reply button.
• Select "Report spam."

6.2 Outlook

To report a phishing email in Outlook:

• Open the email.
• Click on the three-dot menu (more options) next to the Reply button.
• Select "Report phishing".

7. Keep your software updated

Keeping your email client and anti-spam tools updated is important for effective spam filtering. Developers constantly release updates to address new spam techniques. Be sure to enable automatic updates if available.

8. How to unblock emails if necessary

Sometimes you might accidentally block an email address. Here's how to unblock it:

8.1 Gmail

To unblock an email address in Gmail:

• Open Gmail.
• Click the gear icon and select "See all settings".
• Go to the "Filters and Blocked Addresses" tab.
• Find the email address you want to unblock and click "Unblock".

8.2 Outlook

To unblock an email address in Outlook:

• Open Outlook.
• Click the gear icon and select "View all Outlook settings".
• Go to "Mail" > "Junk Email".
• Under “Blocked senders and domains,” find the email address and click the trash icon to delete it.

Conclusion

Blocking unwanted emails is key to maintaining a clean and organized inbox. Whether you use built-in filters, email client filters, third-party tools, or follow best practices, you can reduce spam substantially. Remember, a combination of these methods often works best. Keep your software updated, be careful about sharing your email address, and report spam when you receive it. By following these guidelines, you can effectively manage and block unwanted emails.

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