How to Stop Spam and Junk Emails in Outlook: A Guide for UK Businesses

Spam emails aren’t just annoying—they’re a serious security threat. For businesses across the UK, knowing how to stop spam and junk emails in Outlook is essential to safeguarding productivity, client trust, and data integrity.

Whether you're using Windows, macOS, or Linux—or migrating to the New Outlook—this guide offers practical steps, enterprise-friendly tools, and smart tips for email protection.

🛡️ Why Spam Prevention Matters More Than Ever

Phishing.

Malware.

Social engineering.

Today’s threats don’t knock at the door—they sneak in through your inbox.

A single missed spam filter can expose:

• Sensitive company data

• Client communications

• User credentials

With increasing compliance demands (hello, GDPR 👋) and the rise of AI-generated phishing, smart spam management is now a business-critical skill—not just an IT task.

🔧 Step-by-Step: How to Stop Spam and Junk Emails in Outlook

Outlook (both classic and new versions) offers a robust set of features to manage unwanted emails. Here’s how to use them effectively:

✅ 1. Use Outlook’s Native Junk Mail Filters

For Windows & macOS:

• Go to Home → Junk → Junk Email Options

• Set filter strength: Low / High / Safe Lists Only (depending on your IT provider, these may already be set for you)

• Add senders to Blocked Senders or Safe Senders

Outlook on the Web (OWA):

• Click the gear icon → Mail → Junk email

• Block domains, add safe addresses, manage auto-cleaning rules

🧠 Pro tip: Use “Safe Senders” for your clients and suppliers to ensure nothing important ends up in Junk.

🚨 2. Report Suspicious Emails (and Train Your Team)

Every time you click “Report”, you're not just protecting your own inbox—you’re helping Microsoft’s algorithms refine spam detection across the platform.

Here's how to make reporting and awareness part of your company's defence strategy:

📨 Encourage daily reporting:

• “Report Junk” for standard spam

• “Report Phishing” for impersonation attempts

• “Not Junk” for false positives (so Outlook learns faster)

This helps Outlook’s filter become more accurate over time—and reduces recurring junk traffic.

🧠 Train your team with built-in Microsoft tools:

Microsoft 365 includes Defender Attack Simulation Training, which lets you:

• Run safe, realistic phishing simulations company-wide

• Measure user responses and identify high-risk employees

• Deploy targeted training modules based on real behaviour

It’s a scalable, automated way to turn your employees into human firewalls—no manual setup needed.

🔐 Take it up a notch with pen testing:

If you have in-house IT or a trusted MSP, consider running:

• Email phishing penetration tests

• Social engineering assessments

• Credential harvesting simulations

This goes beyond awareness into actual resilience testing—and can highlight policy gaps or risky user habits before attackers do.

📣 Pro tip:

Include spam/phishing awareness in your onboarding and annual training. Make it part of your culture—not just an IT issue.

🔄 3. Automate with Rules & Filters

Take control with Outlook’s Rules to sort emails before they become a problem.

Example rules you can create:

• Auto-move emails with suspicious keywords (“crypto,” “urgent request”) to Junk

• Permanently delete messages from persistent spam domains

• Forward suspicious emails to your IT team or provider for review

✅ Set up via:

• Windows/macOS: Home → Rules → Manage Rules & Alerts

• Web/OWA: Settings → Mail → Rules

🧩 4. Enhance Protection with Third-Party Add-ons

Outlook’s built-in filtering is strong, but enterprise-grade threats require an extra layer of security.

We recommend Perception Point—a smart add-on that provides:

• Real-time scanning of links and attachments

• Zero-day threat detection

• Deep threat intelligence reporting

Other popular options include Ironscales and Proofpoint, but Perception Point’s lightweight integration and AI-based analysis make it ideal for agile teams and remote-first organisations.

🔄 What About the New Outlook?

Microsoft is migrating users to the New Outlook for Windows (also called "One Outlook")—and it's changing the game:

• 🌐 Web-based experience, similar to Outlook.com

• 🚫 No COM add-ins (yet), so legacy spam filters may not work

• 📁 Rules, Safe Senders, and Report options still exist—just in a new location

• 📦 Rollout is default for Windows 11 and newer Office installs

🛠️ Before migrating, ensure users:

• Know where to find spam settings

• Understand the new interface

• Aren’t reliant on legacy plugins or unsupported integrations

🖥️ Platform-Specific Advice

✅ Windows Users

Best for deep customisation—full access to rules, add-ins, and filters.

🍏 macOS Users

Outlook for Mac mirrors most of Windows’ core junk email tools, including:

• Junk filter settings

• Safe/Blocked lists

• Rules and automation

🐧 Linux Users

No native Outlook app—but the Outlook Web App (OWA) gives full access to spam controls, filters, and rule-based management via browser.

💡 Extra Tips for Business Email Hygiene

• Avoid public email exposure: Don’t list addresses in plain text on your website—use forms or obfuscation

• Use aliases for signups: Create separate email aliases for newsletters or external services

• Regularly audit junk folders: Even smart filters get it wrong—mark good emails as “Not Junk”

• Educate your team: Make spam awareness part of onboarding and IT training

Final Thoughts: Take Control of Your Inbox

Knowing how to stop spam and junk emails in Outlook is about more than ticking a security box—it’s about giving your team the confidence to communicate safely and efficiently.

Start with Outlook’s built-in tools. Layer on advanced filtering with Perception Point. Stay informed about Microsoft’s changes. And above all—empower your people to play an active role in email security.

🛡️ Your inbox is your frontline. Keep it secure.

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