How to stop spam reaching your company email inbox

Too much spam in your company inbox usually means filtering happens too late. Outlook and Gmail can move spam to a Junk folder and block senders, but the mail still arrives. A filter on the mail server checks each email before it reaches your mailbox. Start with the steps below, and if spam keeps coming, ask your email provider what server filtering you have.

Why do I still get spam when I block senders?

Spammers change their sending address all the time, so blocking one address only stops that one address. Microsoft says plainly that the Outlook Junk Email Filter does not stop junk email from being delivered. It only moves suspected spam to the Junk Email folder. The email has already used your mailbox space and your staff's attention by then.

What can I do in Outlook?

• Block a sender: right-click the email, then select Block > Block Sender. Future mail from that address goes straight to Junk Email.
• Block a whole domain: on the Home tab, open Block > Junk E-mail Options, then the Blocked Senders tab, and add the domain, for example @example.com. Use this for spam domains, never for big providers like gmail.com.
• Look through the Junk Email folder once a week. Real customer emails sometimes land there.

What can I do in Gmail?

Select the email and click Report spam. Google says the more spam you report, the better Gmail gets at spotting similar mail. If a real email lands in Spam, open it and click Not spam, or add the sender to your contacts.

When is a filter on the mail server worth it?

A server-side filter checks incoming mail against spam lists and known bad senders before it reaches anyone's inbox. One setting protects every staff member, on phones and laptops alike. It is worth asking about when:

• several staff get the same spam every day,
• fake invoices or payment requests are getting through,
• mailboxes fill up with junk and real mail starts bouncing.

What to do

1. Do not reply to spam or click "unsubscribe" in emails you never signed up for. A reply confirms your address is in use.
2. Block repeat senders in Outlook, or report them in Gmail.
3. Check the Junk or Spam folder weekly so you do not miss real customers.
4. Ask your email provider whether your mail has server-side spam filtering and a quarantine you can check.
5. Teach staff the signs of a fake invoice. Our guide on how to spot a fake invoice email shows what to look for.

If your own emails are the ones landing in other people's spam, that is a different problem. See why your emails go to spam and how to fix it.

How SyncTech can help

Our anti-spam email hosting for Malaysian businesses filters incoming mail on the server before it reaches your staff. Already with us and still getting too much spam? Contact our support team and we will check your filter settings.

Source and credit

We are sharing information from Microsoft and Google help pages. This guide is written by Synctech in our own words.

• Block a mail sender in Outlook, Microsoft Support: https://support.microsoft.com/en-us/outlook/block-a-mail-sender-in-outlook
• Report spam in Gmail, Google Gmail Help: https://support.google.com/mail/answer/1366858?hl=en

Retrieved 30 October 2026. Microsoft, Outlook, Google and Gmail are trademarks of their owners. Synctech is not connected with them. This is general information, not legal, tax or financial advice. If anything here is wrong, email support@synctech.com.my and we will correct it.