You know that feeling when you open Outlook and see another email from that annoying sender? Yeah, me too. Last month I got 27 promotional emails from the same company after buying socks online once. Took me forever to figure out how to make it stop. Turns out learning how to block an email on Outlook takes under 60 seconds once you know the tricks.
Why Blocking Emails Matters More Than You Think
It's not just about avoiding spam. Last year my friend almost missed an important work email because it got buried under newsletters. Blocking clears the clutter. Plus, some senders get aggressive - I had one marketer who wouldn't stop even after unsubscribing. Had to block him cold turkey.
Here's what blocking actually does:
- Moves future emails straight to Junk folder
- Stops notifications from that sender
- Cleans up your inbox without manual deletion
- Protects against phishing attempts (that "Bank Security Alert" from [email protected])
Your Quick Reference Guide: Blocking Methods Compared
| Platform | Steps | Time Needed | Special Notes |
|---|---|---|---|
| Outlook Web (outlook.com) | 3 clicks | 15 seconds | Easiest method overall |
| Outlook Desktop (Windows) | 4 clicks | 25 seconds | Best for batch blocking |
| Outlook Desktop (Mac) | 5 clicks | 40 seconds | Most hidden option |
| Outlook Mobile (iOS/Android) | 4 taps | 30 seconds | Convenient for on-the-go |
Funny thing - I first tried blocking on my iPhone while commuting. Took 3 tries because I kept missing the tiny three-dot menu. Save yourself the frustration and use the web version if possible.
Step-by-Step: Blocking on Outlook Web Version
This is where Outlook shines. Microsoft's browser version makes blocking stupid simple:
From an Open Email
- Open the offensive email
- Click the three dots (...) at top-right
- Select "Block" > "Block [sender name]"
Done. Told you it was easy.
From Your Inbox
- Check the box next to any email from that sender
- Click the "Junk" dropdown in the toolbar
- Choose "Block Sender"
Bonus: This works for multiple senders at once. Check all the offenders and nuke 'em together.
Blocking in Outlook Desktop App (Windows)
Good news: The Windows app gives more control. Bad news: Microsoft buried the option like hidden treasure. Here's the treasure map:
Option 1: From the Ribbon Menu
- Right-click the email in your inbox
- Go to Junk > Block Sender
- Confirm with "OK"
Option 2: Permanent Blocklist
- Click Home > Junk > Junk E-mail Options
- Switch to "Blocked Senders" tab
- Click "Add" and type the full email address
- Hit OK twice to save
This method's gold for preventing future emails from known spammers. I keep a text file of addresses to paste in quarterly.
Annoyance alert: Outlook Desktop sometimes ignores your block if the sender changes capitalization (John@ vs john@). Solution? Use the permanent blocklist method above - it handles case variations.
Mac Users: Your Blocking Workaround
Okay Apple folks, this one's clunky. Outlook for Mac hides blocking behind like 5 menus. Why? No clue. But here's how to block an email on Outlook for Mac:
- Open the email
- Click "Message" in top menu
- Select "Junk"
- Choose "Block Sender"
Alternative path if that fails:
- Go to Tools > Blocked Senders
- Click the "+" button
- Type the full email address
Confession time: I gave up and switched to web version on my MacBook. The desktop app feels like it hasn't been updated since 2012.
Mobile Blocking: iOS & Android Tricks
Blocking while waiting for coffee? Yes please. Slightly different flows:
| Action | iOS Steps | Android Steps |
|---|---|---|
| From inbox list | Swipe left > More > Block | Long-press > Block sender |
| From open email | Top-right ⋯ > Block | Top-right ⋮ > Block |
| Block entire domain | Not possible | Not possible |
Important: Mobile blocking only works through Outlook app accounts. If you added Gmail via IMAP? Sorry, gotta use Gmail's blocking instead.
Advanced Tactics: When Basic Blocking Isn't Enough
So you blocked them... but their emails still appear? Happens more than Microsoft admits. Try these nuclear options:
Create a Kill-Folder with Rules
- Right-click your Inbox > New Folder (name it "Black Hole")
- Go to Rules > Manage Rules & Alerts
- Click "New Rule"
- Select "Apply rule on messages I receive"
- Add condition: "from [email address]"
- Add action: "move to [Black Hole] folder"
- Check "stop processing more rules"
This bypasses Outlook's flaky blocking. I made folders like "Time-Wasters" and "Political Rants" - now my morning inbox looks civilized.
Block Entire Domains
Tired of all @annoyingcompany.com emails? Here's how to block a whole domain on Outlook:
- Open Junk Email Options (Desktop only)
- Go to Blocked Senders tab
- Type: *@domain.com
- Save
Warning: Use sparingly. I once blocked *@amazon.com and missed a shipping notification. Oops.
What Blocking Actually Does (And Doesn't Do)
After helping dozens of clients block emails on Outlook, I've seen all the misconceptions:
- MYTH: "Blocking makes them stop sending" → Nope, they keep wasting bandwidth
- REALITY: Emails go to Junk folder automatically
- MYTH: "They get a notification" → Dead silence on their end
- REALITY: Existing emails stay in your inbox (gotta delete manually)
- MYTH: "Blocking works across devices" → Only if using same account settings
Biggest surprise? Blocked emails don't count toward storage limits. Microsoft still stores them in Junk. Sneaky!
Fixing Common Blocking Problems
| Problem | Solution |
|---|---|
| Blocked sender still emails me | Check if they used different address (e.g. sales@ vs info@) |
| "Block" option missing/greyed out | Move email from Junk to Inbox first |
| Blocked emails appear in Focused inbox | Turn off Focused inbox in Settings > Mail > Layout |
| Accidentally blocked important contact | Desktop: Junk options > Blocked Senders > Remove |
| Mobile block doesn't sync to desktop | Update Outlook app or re-add account |
When all else fails? My nuclear option: Create a rule that auto-deletes emails containing certain keywords. Got rid of a persistent "Nigerian prince" that way.
Your Burning Questions Answered
Will blocking an email on Outlook notify them?
Zero notification. They'll keep sending into the void. Think of it like blocking an ex on social media - they never know.
Can I block emails without opening them?
Absolutely. In web or desktop: Right-click in inbox list > Junk > Block Sender. Mobile: Long press email > Block.
How many addresses can I block?
Technically thousands. Practically? After 500, Outlook gets sluggish. Better to block domains (*@spamhaus.com) when possible.
Why do blocked emails still appear in search?
Because they're in Junk folder, not deleted. To purge: Right-click Junk folder > Empty folder.
Can I block emails from a country?
Not natively. Requires custom rules by domain extension (.ru, .cn) - risky since legitimate sites use these too.
Maintenance Mode: Keeping Your Blocklist Clean
After blocking hundreds of senders, I learned cleanup is crucial. Monthly routine:
- Open Blocked Senders list
- Sort by date added
- Remove addresses older than 6 months (most spammers change addresses anyway)
- Check for false positives (important senders accidentally blocked)
Pro tip: Export your blocklist quarterly. Desktop: File > Options > Mail > Junk Email > Export to .txt. Lifesaver if you switch computers.
Final thought? Outlook's blocking isn't perfect - sometimes legit emails get caught. But when that newsletter you never subscribed to finally stops? Pure bliss. Start blocking smarter today.
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