In this video, Jess Stratton shows users how to mark and unmark messages as junk, add senders to whitelists, and ignore unwanted conversations.
- [Jess] Spam and junk mail are unavoidable parts of having an email account. Select the email that you wanna mark as junk, and you can right-click on the email, select Junk, and then Block Sender. You can also do this from the Home ribbon tab. Click Junk from the top of the list and Block Sender. The sender of the message will be added to the Blocked Senders list and the message will be moved into the Junk Email folder. If you don't ever wanna get dialog boxes like this again, you can click Don't show this message again, and the next time you go through this process, you won't get this confirmation dialog box.
I'll click OK. And now we can go see the message. Depending on who your email provider is, the folder may be called something different. It's commonly called Junk, Junk Mail, or Spam. In this case, because I have a Gmail account, it's called Spam. Let's go to this folder, just to make sure there's nothing else in there that's really not spam. To find it, I'm going to expand this Gmail folder. Here's where I can see all my other standard Gmail-issued folders like Sent Mail and Trash. Here's Spam.
Here's what we just added. But here's something in here that's very clearly not spam. I'll right-click on the message, select Junk, and then I'll choose Not Junk. Again, you can do the same thing from the Home ribbon tab by clicking Junk and then Not Junk. The message will be moved back into the Inbox folder, and I can choose to always trust email from this person. This way it will never get marked as junk again. I'll click OK. And the next time I go back to my Inbox, I'll see the email in the right date spot that it was supposed to be in.
At any time, you can go into your junk email settings and either add people to your block list or remove them from your block list. From the Home ribbon, select Junk, and then choose Junk E-mail Options. The first thing that you can decide is the level of automatic junk email protection you'll start with. Outlook defaults to not filtering any junk mail for you, meaning you have to right-click the message and select junk mail itself. However, you can go through these options and choose the one that you're the most comfortable with.
I like Low, meaning it automatically flags things that are very obviously junk messages. From here, I can change to the Safe Senders tab. This is a white list of email addresses that Outlook will always accept incoming mail from. I can manually add somebody to this list at any time by clicking Add, and I can remove somebody by selecting their name and clicking Remove. Just like there's a Safe Senders list, there's also a Blocked Senders list. This is a list of people that it will always block messages for.
If you have the same address on both lists, Outlook will use the Safe Senders list first. I can highlight this name from the Blocked Senders list and choose Remove. I'll click OK. And now I'm brought back to my Inbox. Now we know how to deal with junk mail, let's deal with unwanted conversations. I'm going to scroll up and go back to the Inbox of my Exchange account. Here I have a long conversation thread. In this conversation thread, I ask if we wanna get Leslie Richardson involved in the conversation.
Jenny does. She gets Leslie involved, and then the two of them have a conversation that I don't need to keep getting emails about. I don't need to be part of this conversation anymore. Outlook can let me ignore this, that is, automatically remove any future replies to this conversation into the Trash. I'll select the conversation in the view, and from the Home ribbon tab, I'll click Ignore. I'll be prompted that it's going to apply to all items in the selected conversation. I'll click Ignore Conversation.
And it will get moved into the Trash, and any future replies that I'm involved in will be moved to the Trash also. If at any time I decide that I'm done ignoring the messages or I shouldn't have clicked Ignore in the first place, I can go back and reset that. I'll change to my Deleted Items folder, find the messages, and I'll click this icon. It's the Ignore Conversation with no text. It's smaller. But if I click on it again, I can tell it to stop ignoring the conversation.
It's going to move it out of Trash, back to my Inbox, which I'll go now, and now any future replies will come through like they should.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data