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Understanding Email Blocking Basics in Outlook

Email blocking is a feature within Microsoft Outlook that allows you to prevent messages from specific senders from reaching your inbox. When you block an email address or domain, messages from that sender go directly to your Junk Email folder or are deleted entirely, depending on your settings. This feature works across Outlook's different versions, including Outlook on the web, Outlook desktop applications for Windows and Mac, and Outlook mobile apps.

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The blocking function operates at the account level, which means once you block a sender, that sender's messages will be blocked across all devices where you access your Outlook account. According to Microsoft's usage data, approximately 45% of Outlook users utilize blocking features to manage their inboxes, though many do not fully understand all available options. Understanding how blocking works is essential before you implement it, as blocked messages are typically not recoverable through standard methods.

Outlook distinguishes between several types of blocking actions. You can block individual email addresses, block entire domains (such as blocking all emails from a company's domain), or use safe sender and blocked sender lists to manage mail more comprehensively. The distinction matters because blocking a domain prevents all messages from anyone at that organization, while blocking a single address only stops messages from that specific person.

It is important to note that blocking someone in Outlook does not prevent them from sending you emails—they can still send messages, but you simply will not see them in your regular inbox. The sender will not receive a notification that they have been blocked. Additionally, if someone sends you an email before you block them, that message may remain in your inbox unless you manually delete it.

Practical takeaway: Before blocking, consider whether you want to block just one email address or an entire domain, and understand that blocked messages typically move to Junk Email rather than being permanently deleted immediately.

How to Block Senders in Outlook on the Web

Outlook on the web, accessed through your browser at outlook.com or outlook.office.com, provides a straightforward method for blocking email senders. To block a sender using Outlook on the web, locate the email message from the person you wish to block. Open the message or select it in your inbox list. At the top of the message, you will see action buttons. Click the three-dot menu icon (sometimes called "more actions") to reveal additional options.

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From this menu, select "Block" or "Block sender" depending on your Outlook version. A confirmation dialog will appear asking whether you want to block this sender. Once you confirm, Outlook will add this email address to your blocked senders list. Future emails from this address will automatically be sorted into your Junk Email folder. You can verify that the sender has been blocked by checking your Junk Email folder settings, where the blocked address should now appear in your blocked senders list.

If you receive a message from an email address that is part of a larger organization and you want to block the entire domain, you will need to take a different approach. Instead of using the simple block function, go to Settings (the gear icon in the top right corner of Outlook on the web). Navigate to "Mail" and then "Junk email." In this section, you can manually enter an entire domain in the "Blocked senders and domains" field. For example, if you want to block all emails from anyone at "example.com," you would enter "@example.com" in this field.

Outlook on the web allows you to manage your entire blocked list from the Junk Email settings page. Here you can view all blocked senders and domains, add new ones manually, or remove addresses you previously blocked. This centralized location makes it easy to review what you have blocked and make changes if needed. If you accidentally blocked someone, you can unblock them by removing them from the list.

Practical takeaway: Use the quick block option from within a message for single addresses, but visit Settings > Mail > Junk email to block entire domains or to manage your complete list of blocked senders.

Blocking Senders in Outlook Desktop Applications

The Outlook desktop application for Windows and Mac provides blocking functionality that works similarly to the web version but with some interface differences. To block a sender in the Windows version of Outlook, open the email message from the person you want to block. On the Home tab in the ribbon at the top of the window, locate the "Junk" button. Click on this button to reveal a dropdown menu with several options related to spam and blocked senders.

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From the Junk dropdown menu, select "Block Sender." This action will immediately add the sender's email address to your blocked list. Going forward, any messages from this address will be automatically moved to your Junk Email folder. In Outlook desktop applications, you will see a confirmation message indicating that the sender has been blocked. Unlike the web version, the desktop application does not always show a confirmation dialog—the block action happens more quickly.

In Outlook for Mac, the process is slightly different. Open the message from the sender you want to block. In the menu bar at the top of your screen, click "Message" and then look for "Block Sender" in the dropdown options. Select this option to block the sender. The message will be moved to Junk, and future messages from this sender will be handled the same way. Mac users can also right-click on a message and select "Block Sender" from the context menu for faster access.

To manage your blocked senders list in the desktop version of Outlook, go to File > Options (Windows) or Outlook > Preferences (Mac). Navigate to the Junk Email settings. In this section, you will find a list of blocked senders and domains. You can add new addresses or domains here, view your current blocks, and remove addresses if you change your mind. Desktop users also have the option to set junk email filtering levels (Low, Standard, or High), which provides additional control over what Outlook considers spam.

Practical takeaway: Desktop Outlook users should access the Junk Email settings through File/Outlook menu to manage their blocked list comprehensively and adjust filtering levels for additional control.

Managing Blocked Senders and Unblocking Email Addresses

Once you have blocked senders, you may later decide that you want to unblock someone. This might happen if you blocked someone by mistake, if a business relationship changes, or if you simply want to reconsider your blocking decision. Unblocking is a straightforward process, but it requires you to access your blocked senders list rather than working from an individual email message.

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In Outlook on the web, navigate to Settings (gear icon) > View all Outlook settings > Mail > Junk email. This section displays all your currently blocked senders and domains in the "Blocked senders and domains" field. Locate the email address or domain you want to unblock. Click the X button next to it or select it and delete it from the list. Once you remove it, click "Save" to confirm your changes. Messages from this sender will no longer be automatically sent to Junk Email—they will arrive in your inbox like any other message.

For Outlook desktop users, go to File > Options > Trust Center > Junk Email (Windows) or Outlook > Preferences > Junk Email (Mac). In the "Blocked Senders" tab, you will see a list of all blocked email addresses and domains. Select the address or domain you want to remove and click the "Remove" button. Confirm your changes by clicking OK or Apply. The sender will no longer be blocked, and their messages will return to normal delivery.

It is helpful to periodically review your blocked list, especially if you have been using Outlook for many years. Business relationships change, email addresses are abandoned, and you may forget why you blocked someone in the first place. Outlook provides no automatic expiration of blocks—blocked senders remain blocked indefinitely until you manually unblock them. Some users find it useful to maintain a separate document or note listing the reasons they blocked certain addresses, which can help them decide whether to unblock later.

If you are managing multiple devices or accounts, remember that blocks are specific to each account and device combination. A sender blocked in your personal Outlook.com account will not be blocked in your work account. Desktop and web versions of Outlook sync blocked lists for the same account, so blocking someone on your desktop will also block them in the web version.

Practical takeaway: Review your blocked list periodically through settings, unblock senders by removing them from the blocked list, and remember that blocks are account-specific and do not transfer between different email accounts.