We all know how simple it is to set a rule in Outlook to automatically block unwanted emails. But what if you want to block the Domain on your own.
There are some email domains that send out spam emails to everyone who signs up or subscribes to their newsletters. They will also try to sell fake services/products or promote affiliate links.
To stop receiving these unwanted emails, you should create a rule which blocks certain emails before they reach your inbox, in this tutorial, you will learn the steps to block a domain in Outlook, once you complete this tutorial, you will be able to block unwanted Domains in Outlook using the rule function.
In this article, you will learn step-by-step methods to Block Domain in Outlook Webmail and Application using the rule function, Instructions in this article apply to Outlook 2019, 2016, 2013, and 2010, as well as Outlook for Microsoft 365 and Outlook.com webmail.
Block Domain in Outlook web using Rule Function
Blocking and sending emails received from specific domains to junk folders is relatively simple with the inbuilt features in Outlook web. How about most of the users like to trust the rule function.
Let’s dive in and understand how it works:
Step 1: Open Outlook Web.
Step 2: Click on Settings (gear icon) from the top right corner of the screen >> View all outlook settings.
Step 3: Select Mail from the left navigation section >> click on ‘Rules’ from the extended section.
Step 4: Here comes the rule makeover section, here you can create your own customized rule which helps to block all your emails received from a specific Domain.
Step 5: Click Add new rule.
Step 6: Next Name Your Rule, for instance (Block Domain).
Step 7: Next step is “Add a Condition” when you click to select a condition arrow, you will see numerous options, you must be careful to select the condition, your rule functionality depends on this section >> Click ‘Recipient address includes”
Most of the readers wondering, why I have selected the Recipient address includes, because we need to block all emails received from a specific domain, the email address includes the domain name, which I am targeting in this scenario.
Step 8: Once you select ‘Recipient address includes‘, another input box appears, which required your input, for instance [magicbricks.com].
You can further add another condition if necessary.
Step 9: Further click on “Add an action“, after you select the condition next step is to act on it. [Refer: Image], there are if options matching the condition, like ‘Move to‘ or ‘Delete‘.
- You can move those emails to a specific customize folder, which you can later delete the folder.
- Or simply Delete those emails.
Step 10: I personally prefer “Delete“, So select Delete.
Step 11: In case you need to add an additional action click on “Add another action”, you can also add exceptions like adding a specific email address of the same domain you blocked, which allows those emails to land in the inbox.
Step 12: Click the checkbox “Run Rule Now“. and Click Save.
All set you can check the rule added in the list, which indicates clearly “If a recipient address contains the words “magicbricks.com” delete the message and stop processing more rules on this message.“
How to Edit/Disable and Delete the rule in Outlook Web?
You can easily Edit/Disable or remove the rule from the list of rules very easily. Open Outlook >> click setting >> View all Outlook settings >> Mail >> Rules. A list of active rules appears.
- For Disable the rule: Turn off the toggle.
- For Edit: Click on the pencil logo to edit the rule.
- For Deleting: Click on the delete button next to the rule.
Block Domain in Outlook App using Rule Function
Blocking spam can be quite a nuisance. Most email providers have an option that allows you to block a certain domain from sending messages to your email account, and Microsoft Outlook is no exception.
But there are circumstances where you’ll want to ‘block a domain using the rule function’ from sending messages even though it isn’t spamming.
For example, you may want to block unwanted messages from a political candidate, or an address that belongs to a website.
Here is the step-by-step guide “Block Domain in Outlook App using Rule Function“.
Step 1: Open Outlook Application.
Step 2: Under ‘Home Tab’ Click on Rules >> Expand Rules and click on “Manage Rules and Alerts“.
Step 3: Rules and Alerts dialog box appears, on the top of the box you must select the email address to which you like to apply the rule, in case you are running a single email address in outlook, the email selection dropdown list won’t appear.
Step 4: Click on New Rule >> Rules Wizard dialog box appears >> there are their types of templates (two of them are fixed and one is customized or blank) you can create your rule setup. Click ‘apply rule on the messages I receive.’ >> Click Next.
Step 5: Which condition(s) do you want to check, Outlook application consists of more selection as compared to Outlook Web. In this scenario, you must select “with specific words in the recipient’s address.“, once you select this option, it will be added in the step 2 section, where you need to click on the ‘specific word’ hyperlink, that will open another dialog box – you need to enter the words, for instance, domain name [magicbricks.com], & Click add >> Ok to close the box and click Next to move forward.
Step 6: “What do you want to do with this message“, the purpose is, that you need to get rid of all the email messages received from this domain. select ‘delete it‘ or ‘permanently delete it‘, in both the actions the email message will not be delivered to your inbox.
Selection of ‘Permanently delete it‘ choice act what it says, notification flash “All messages deleted by this rule will be gone from your mailbox with no way to retrieve them. Are you sure you want the permanent delete action“.
Click Yes if you want permanent delete action, or simply select ‘Delete It‘, Click Next.
Step 7: Are there any exemptions: Usually leave this option as it is, but in case you like to allow a specific email address to pass and landed in your inbox, with the same domain name, you can add that email address to the exception section.
Step 8: Final Rule setup: consists of a three-step process:
- Specify the name for this rule.
- Setup rule option, click on the check box, “Run this rule now on messages already in “Inbox“, which means the rule will also apply to the emails already available in the inbox.
- Create this rule on all accounts and click the checkbox in case you will comply.
- Finally, review the rule description.
Click Finish to close and activate the rule Block Specified Domain. The rule is added to the rule list.
How to Edit and Delete Existing Rule in Outlook application?
Once your rule is added to your rule list, you can easily edit or delete it from the rule list. Open Outlook Application >> Home tab >> Rules from the move section >> Manage rules and alerts >> Manage rules and alerts dialog box appears, select your rule listed, and click delete in case you need to remove the rule.
To Edit and Rename the rule in the Outlook application, Click Change rule from the “Rules and Alerts” Dialog box. You can edit and rename the rule very easily by clicking on these two options below:
Keyboard Shortcut key for open Rules and Alert dialog box.
Alt + HRRL will open the Rules and Alerts dialog box, still, you need to use your keyboard, use arrows, and the tab key.
In conclusion, we need to use “block domain” in the outlook application using the rule function. The Block Domain rule feature can be used to block domains from sending unwanted emails or messages from a mailbox. If set up correctly, this feature could eliminate a lot of spam or phishing emails.
In this article, we have covered all the tiny steps to make you understand ‘How to Block emails received from specific Domain in Outlook Web/App‘.