Learn How to Block Senders in Outlook

Understanding Outlook's Blocking Features

Microsoft Outlook offers several built-in tools to manage unwanted email senders. Blocking senders in Outlook prevents their messages from reaching your inbox and helps reduce email clutter. Unlike deleting emails, which removes messages after they arrive, blocking stops messages before they typically appear in your main inbox. The blocked sender's messages either go to your Junk folder or are completely hidden, depending on your Outlook version and settings.

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Outlook's blocking system works across multiple platforms, including Outlook on the web (formerly Outlook.com), Outlook desktop applications for Windows and Mac, and mobile versions for iOS and Android. Each platform has slightly different interfaces, but the core blocking functionality remains consistent. When you block a sender, Outlook adds that email address or domain to a blocklist stored in your account settings. This means the blocking persists across all your devices when you use the same Microsoft account.

The blocking feature distinguishes between individual email addresses and entire domains. You can block a single sender like "sender@example.com" or block all mail from "example.com" if you want to prevent any messages from that entire company or organization. This flexibility matters because some spam operations use multiple email addresses from the same domain. Understanding this distinction helps you target your blocking strategy to what you actually need.

Outlook stores blocked senders in a list you can view and manage at any time. If you accidentally block someone or change your mind about a sender, you can remove them from your blocklist in just a few steps. This reversibility means you don't need to worry about permanently blocking someone—the block is only as permanent as you want it to be.

Takeaway: Blocking in Outlook prevents unwanted mail from cluttering your inbox and works across all your devices using that email account. You can block individual addresses or entire domains, and you can unblock senders whenever needed.

Blocking Senders in Outlook on the Web

Outlook on the web is the browser-based version accessible at outlook.live.com or outlook.office.com. This version represents how most people interact with Outlook in 2024. To block a sender in Outlook on the web, start by locating an email from the person or organization you want to block. You don't need to open the email—you can block directly from your inbox view.

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Find the email from the sender you want to block and look for the three-dot menu icon (⋯) on the right side of the email. Clicking this icon opens a dropdown menu with several options. Select "Block" or "Block sender" from this menu. Outlook will then confirm that you've blocked this sender and automatically move any existing emails from them to your Junk folder. Going forward, new messages from this sender will skip your inbox and go straight to Junk.

If you prefer to block the sender while reading the email, you can also access blocking from within the email itself. Open any message, then look for the sender's name or address at the top of the email. Click on the three-dot menu near the sender's information, and you'll see the blocking option there as well. This method works identically to blocking from the inbox—the result is the same regardless of which interface location you use.

For bulk blocking, Outlook on the web allows you to select multiple emails from the same sender and block them simultaneously. This can be useful if spam has already filled your inbox. Select the checkbox next to each email you want to address, then use the toolbar options to block. Some users find this approach helpful for clearing out unwanted messages from a particular sender before activating the block.

It's worth noting that Outlook on the web's blocking feature occasionally differs slightly based on whether you're using a personal Outlook.com account or a work account through Microsoft 365 or Exchange. Work accounts may have additional filtering options controlled by your organization's administrator. Check with your IT department if you're working with a business email and need clarification on blocking capabilities.

Takeaway: In Outlook on the web, locate any email from the sender you want to block, click the three-dot menu, and select "Block" to send their future messages to Junk.

Blocking Senders in Outlook Desktop Application

The Outlook desktop application for Windows and Mac provides robust blocking functionality through a slightly different interface than the web version. If you use Outlook as a standalone program installed on your computer, here's how to block senders. Open any email from the person or company you want to block, or select it in your inbox without opening it.

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In Outlook for Windows, look at the top toolbar when the email is selected or open. Click on the "Home" tab if it's not already active. You'll see a "Block" option or "Junk" button with a dropdown menu. Click on the Junk button dropdown and select "Block Sender" or look for a dedicated Block option in the toolbar. Once you confirm, Outlook moves existing emails from that sender to your Junk folder and prevents future messages from reaching your inbox.

For Outlook on Mac, the process is similar but uses Mac-specific interface elements. Select or open the email from the sender you want to block. In the top menu bar or toolbar, look for the "Junk" button. Click it or click the dropdown arrow next to it to reveal options. Select "Block Sender" from the menu. Mac users may also find a block option by right-clicking on the sender's name or address within an email.

A useful feature in desktop Outlook is the ability to block by domain rather than just individual addresses. After you select "Block Sender," you may see options to block just that email address or to block the entire domain. Choosing to block the domain prevents any emails from anyone at that organization from reaching your inbox. This proves valuable when dealing with spam from large companies or domains that send from multiple addresses.

The desktop versions also maintain a visible blocklist. You can access this through Outlook's settings or options menu. Look for "Junk Email" or "Blocked Senders" settings, where you'll see a list of all blocked addresses. From here, you can add senders manually if you know an email address you want to block without waiting for an email from them, or remove senders from the block if you want to receive their emails again.

Takeaway: In Outlook desktop applications, select an email from the unwanted sender and click the Junk button or use the Block Sender option from the toolbar menu to prevent their messages from reaching your inbox.

Blocking Senders on Outlook Mobile Apps

Whether you use Outlook on an iPhone, iPad, or Android device, blocking senders on mobile works through mobile-optimized interfaces. Mobile blocking functions identically to desktop versions—messages from blocked senders go to your Junk folder—but the steps differ because mobile screens have less space for full menus.

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For Outlook on iOS (iPhone and iPad), open your inbox and locate the email from the sender you want to block. Swipe left on the email. Several action buttons will appear. One of these buttons is typically "Block" or may appear as a prohibition symbol. Tap this button to block the sender. Outlook will confirm the block, and future messages from that sender will go to Junk. If swiping doesn't reveal the block button, try swiping left more completely or look for a three-dot menu on the email that contains blocking options.

On Android devices, the process is similar but uses Android interface conventions. Open an email from the sender you want to block or select it from your inbox. Look for a menu button, typically represented by three vertical dots (⋮) in the upper right corner of the email. Tap this menu button to open a list of actions. Select "Block sender" or similar wording from this menu. The Android version will confirm your action and add the sender to your blocklist.

Mobile Outlook also includes a settings area where you can manage blocked senders if you need to unblock someone or view your complete blocklist. In the app, navigate to Settings or Preferences (this location varies by device), then look for "Junk Email," "Blocked Senders," or similar sections. Here you can see everyone you've blocked and remove blocks if needed. This comes in handy if you discover you've blocked someone by mistake.

One consideration with mobile blocking: because mobile screens are smaller, sometimes menu options aren't immediately visible. If you can't find a block option through swiping, try long-pressing on the email or sender's name to see if additional options appear