Ensure Spam Filtering Is Active & Set-Up: Microsoft Outlook

Ensure Spam Filtering Is Active & Set-Up Correctly in Microsoft Outlook

In today’s digital workplace, email remains a critical communication tool, but it’s also a prime target for spam and phishing attacks. While Microsoft Outlook offers robust built-in spam filtering, no system is perfect. Some unwanted messages inevitably slip through the cracks, cluttering your inbox and potentially posing security risks.

This guide walks you through two essential strategies to keep your inbox clean and secure:Ensuring Outlook’s spam filtering is active and properly configured.
Creating custom rules to catch and remove spam that evades automatic detection.

Whether you're using Outlook on the web, the new desktop version, or the classic interface, these steps will help you take control of your email environment. Outlook does however already use built-in spam filtering through Microsoft Exchange Online Protection (EOP) for enterprise accounts and Microsoft Defender for Office 365 for advanced protection.

 

Here's how to verify and adjust your spam settings:

✅ For Outlook on the Web (Office 365)

1. Click the Settings gear icon in the top-right corner.
2. Select Mail > Junk email.
3. Add trusted senders to the Safe senders and domains list.
4. Add known spam sources to the Blocked senders and domains list.
5. Save changes.

🧰 For Outlook Desktop App

Spam filtering is managed server-side, but you can:

1. Check Junk Email Options under the Home > Junk > Junk Email Options menu.
2. Choose your desired level of protection: Low, High, or Safe Lists Only.
3. Review and update your Safe Senders and Blocked Senders lists.

🧩 Create Custom Rules to Catch & Remove Spam in Outlook

Even with spam filtering enabled, some unwanted messages may sneak through. 

Here's how to create rules to catch them:

📥 Create a Rule in Outlook (New Version)

1. Right-click on a spam email.
2. Hover over Rules, then click Create Rule.
3. Choose conditions like:From a specific sender
4. Subject contains certain keywords
5. Choose actions:Move to Junk folder
6. Delete
7. Flag or categorize
8. Click More options to add exceptions or stop further rule processing.
9. Click Save.

📥 Create a Rule in Outlook Classic (Windows Desktop App)

1. Open Outlook and go to the Home tab.
2. Click on Rules in the ribbon, then select Manage Rules & Alerts.
3. In the Rules and Alerts window, click New Rule.
4. Under Start from a blank rule, choose:Apply rule on messages I receive (for incoming spam).
5. Click Next.
6. Set & Choose Conditions like:
   “From people or public group” → select known spam senders.
   “With specific words in the subject” → add spammy keywords (e.g., “free,” “urgent,” “winner”).
7. Click Next.
8. Choose Actions:
   “Move it to the specified folder” → select Junk Email or Deleted Items.
   “Delete it” or “permanently delete it” for aggressive filtering.
   “Flag it” or “assign a category” for tracking.
9. Add Exceptions (optional):
   For example, exclude emails from your contacts or safe senders.
10. Name Your Rule and check “Turn on this rule.”
11. Click Finish, then Apply and OK.

🛠️ Create a Manual Spam Filter Rule (Office 365)

1. Go to Settings > Mail > Inbox and Sweep Rules.
2. Click + to create a new rule.
3. Use conditions like:“It includes these words” in the message header
4. Set the action to move to Junk or delete.

Full Microsoft Guide

*Also check out the Wharton IT Guide: 
This guide from Wharton’s Finance Department walks users through setting up a custom spam filter rule using the message header to detect spam scores.

Spam emails are more than just a nuisance; they can be a gateway to phishing, malware, and data breaches. By enabling and fine-tuning Outlook’s spam filtering settings and creating targeted rules, you can significantly reduce the risk and improve your productivity.

Taking a few minutes to set up these protections today can save you hours of frustration tomorrow. Stay proactive, stay secure, and enjoy a cleaner inbox.

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