Edit

Share via

Configure junk email settings on Exchange Online mailboxes

Tip

Did you know you can try the features in Microsoft Defender for Office 365 Plan 2 for free? Use the 90-day Defender for Office 365 trial at the Microsoft Defender portal trials hub. Learn about who can sign up and trial terms on Try Microsoft Defender for Office 365.

In Microsoft 365 organizations with mailboxes in Exchange Online, organizational anti-spam settings are controlled by Exchange Online Protection (EOP). For more information, see Anti-spam protection in EOP.

But, there are also specific anti-spam settings that admins can configure on individual mailboxes in Exchange Online:

  • Move messages to the Junk Email folder based on anti-spam policies: When an anti-spam policy is configured with the action Move message to Junk Email folder for a spam filtering verdict, the message is moved to the Junk Email folder after the message is delivered to the mailbox. For more information about spam filtering verdicts in anti-spam policies, see Configure anti-spam policies in EOP. Similarly, if zero-hour auto purge (ZAP) determines that a delivered message is spam or phish, the message is moved to the Junk Email folder for Move message to Junk Email folder spam filtering verdict actions. For more information about ZAP, see Zero-hour auto purge (ZAP) in Exchange Online.

  • Junk email settings that users configure for themselves in Outlook or Outlook on the web: The safelist collection is the Safe Senders list, the Safe Recipients list, and the Blocked Senders list on each mailbox. The entries in these lists determine whether the message is moved to the Inbox or the Junk Email folder. Users can configure the safelist collection for their own mailboxes in Outlook or Outlook on the web (formerly known as Outlook Web App). Admins can configure the safelist collection on any user's mailbox.

EOP is able to move messages to the Junk Email folder based on the spam filtering verdict action Move message to Junk Email folder or the Blocked Senders list on the mailbox, and prevent messages from being delivered to the Junk Email folder (based on the Safe Senders list on the mailbox).

Admins can use Exchange Online PowerShell to configure entries in the safelist collection on mailboxes (the Safe Senders list, the Safe Recipients list, and the Blocked Senders list).

Note

Messages from senders that users added to their own Safe Senders lists skip content filtering as part of EOP (the SCL is -1). To prevent users from adding entries to their Safe Senders list in Outlook, use Group Policy as mentioned in the About junk email settings in Outlook section later in this article. Policy filtering, Content filtering, and Defender for Office 365 checks are still applied to the messages.

EOP uses its own mail flow delivery agent to route messages to the Junk Email folder instead of using the junk email rule in the mailbox. The Enabled parameter on the Set-MailboxJunkEmailConfiguration cmdlet has no effect on mail flow for Exchange Online mailboxes. EOP routes messages based on the actions set in anti-spam policies. The user's Safe Senders list and Blocked Senders list continue to work as usual.

What do you need to know before you begin?

  • You can only use Exchange Online PowerShell to do the procedures in this article. To connect to Exchange Online PowerShell, see Connect to Exchange Online PowerShell.

  • You need to be assigned permissions in Exchange Online before you can do the procedures in this article. Specifically, you need the Mail Recipients role (which is assigned to the Organization Management, Recipient Management, and Custom Mail Recipients role groups by default) or the User Options role (which is assigned to the Organization Management and Help Desk role groups by default). To add users to role groups in Exchange Online, see Modify role groups in Exchange Online. Users with default permissions can do these same procedures on their own mailboxes, as long as they have access to Exchange Online PowerShell.

  • In hybrid environments where EOP protects on-premises Exchange mailboxes, you need to configure mail flow rules (also known as transport rules) in on-premises Exchange. These mail flow rules translate the EOP spam filtering verdict so that the junk email rule in the mailbox can move the message to the Junk Email folder. For more information, see Configure EOP to deliver spam to the Junk Email folder in hybrid environments. The Exchange transport rules allow a mail flow rule to be stored in the cloud.

    Tip

    Once the rule is stored in the cloud (after you manually create it in Microsoft 365 to match the rule in Exchange) the rule replicates in hybrid environments.

  • Safe senders for shared mailboxes aren't synchronized to Microsoft Entra ID and EOP by design.

Use Exchange Online PowerShell to configure the safelist collection on a mailbox

The safelist collection on a mailbox includes the Safe Senders list, the Safe Recipients list, and the Blocked Senders list. By default, users can configure the safelist collection on their own mailboxes in Outlook or Outlook on the web. Admins can use the corresponding parameters on the Set-MailboxJunkEmailConfiguration cmdlet to configure the safelist collection on a user's mailbox. These parameters are described in the following table.

Parameter on Set-MailboxJunkEmailConfiguration Junk Email Options in Outlook Junk email settings in Outlook on the web
BlockedSendersAndDomains Blocked Senders tab Blocked Senders and domains section
ContactsTrusted Safe Senders tab > Also trust email from my Contacts Filters sections > Trust email from my contacts
TrustedListsOnly Options tab > Safe Lists Only: Only mail from people or domains on your Safe Senders List or Safe Recipients List will be delivered to your Inbox Filters section > Only trust email from addresses in my Safe senders and domains list and Safe mailing lists
TrustedSendersAndDomains* Safe Senders tab Safe senders and domains section

* You can't directly modify the Safe Recipients list by using the Set-MailboxJunkEmailConfiguration cmdlet (the TrustedRecipientsAndDomains parameter doesn't work). You modify the Safe Senders list, and those changes are synchronized to the Safe Recipients list.

  • In Exchange Online, whether entries in the Safe Senders list or TrustedSendersAndDomains parameter work or don't work depends on the verdict and action in the policy that identified the message:
    • Move messages to Junk Email folder: Domain entries and sender email address entries are honored. Messages from those senders aren't moved to the Junk Email folder.
    • Quarantine: Domain entries aren't honored (messages from those senders are quarantined). Email address entries are honored (messages from those senders aren't quarantined) if either of the following statements is true:
      • The message isn't identified as malware or high confidence phishing (malware and high confidence phishing messages are quarantined).
      • The email address, URL, or file in the email message isn't in a block entry in the Tenant Allow/Block.
  • In standalone EOP with directory synchronization, domain entries aren't synchronized by default, but you can enable synchronization for domains. For more information, see Configure Content Filtering to Use Safe Domain Data: Exchange 2013 Help | Microsoft Learn.

To configure the safelist collection on a mailbox, use the following syntax:

Set-MailboxJunkEmailConfiguration <MailboxIdentity> -BlockedSendersAndDomains <EmailAddressesOrDomains | $null> -ContactsTrusted <$true | $false> -TrustedListsOnly <$true | $false> -TrustedSendersAndDomains  <EmailAddresses | $null>

To enter multiple values and overwrite any existing entries for the BlockedSendersAndDomains and TrustedSendersAndDomains parameters, use the following syntax: "<Value1>","<Value2>".... To add or remove one or more values without affecting other existing entries, use the following syntax: @{Add="<Value1>","<Value2>"... ; Remove="<Value3>","<Value4>...}

The following example configures the following settings for the safelist collection on Ori Epstein's mailbox:

  • Add the value [email protected] to the Blocked Senders list.
  • Remove the value [email protected] from the Safe Senders list and the Safe Recipients list.
  • Configure contacts in the Contacts folder to be treated as trusted senders.
Set-MailboxJunkEmailConfiguration "Ori Epstein" -BlockedSendersAndDomains @{Add="[email protected]"} -TrustedSendersAndDomains @{Remove="[email protected]"} -ContactsTrusted $true

The following example removes the domain contoso.com from the Blocked Senders list in all user mailboxes in the organization:

$All = Get-Mailbox -RecipientTypeDetails UserMailbox -ResultSize Unlimited; $All | foreach {Set-MailboxJunkEmailConfiguration $_.Name -BlockedSendersAndDomains @{Remove="contoso.com"}}

For detailed syntax and parameter information, see Set-MailboxJunkEmailConfiguration.

Note

The Outlook Junk Email Filter has additional safelist collection settings (for example, Automatically add people I email to the Safe Senders list). For more information, see Use Junk Email Filters to control which messages you see.

How do you know that you've successfully configured the safelist collection on a mailbox?

To verify that you've successfully configured the safelist collection on a mailbox, use any of the following procedures:

  • Replace <MailboxIdentity> with the name, alias, or email address of the mailbox, and run the following command to verify the property values:

    Get-MailboxJunkEmailConfiguration -Identity "<MailboxIdentity>" | Format-List trusted*,contacts*,blocked*

    If the list of values is too long, use this syntax:

    (Get-MailboxJunkEmailConfiguration -Identity <MailboxIdentity>).BlockedSendersAndDomains

About junk email settings in Outlook

To enable, disable, and configure the client-side Junk Email Filter settings that are available in Outlook, use Group Policy. For more information, see Administrative Template files (ADMX/ADML) and Office Customization Tool for Microsoft 365 Apps for enterprise, Office 2019, and Office 2016.

When the Outlook Junk Email Filter is set to the default value No automatic filtering in Home > Junk > Junk E-Mail Options > Options, Outlook doesn't attempt to classify messages as spam, but still uses the safelist collection (the Safe Senders list, the Safe Recipients list, and the Blocked Senders list) to move messages to the Junk Email folder after delivery. For more information about these settings, see Overview of the Junk Email Filter.

Note

In Microsoft 365 organizations, we recommend that you leave the Junk Email Filter in Outlook set to No automatic filtering to prevent unnecessary conflicts (both positive and negative) with the spam filtering verdicts from EOP.

When the Outlook Junk Email Filter is set to Low or High, the Outlook Junk Email Filter uses its own SmartScreen filter technology to identify and move spam to the Junk Email folder. This spam classification is separate from the spam confidence level (SCL) that's determined by EOP. In fact, Outlook ignores the SCL from EOP (unless EOP marked the message to skip spam filtering) and uses its own criteria to determine whether the message is spam. Of course, it's possible that the spam verdict from EOP and Outlook might be the same. For more information about these settings, see Change the level of protection in the Junk Email Filter.

Note

In November 2016, Microsoft stopped producing spam definition updates for the SmartScreen filters in Exchange and Outlook. The existing SmartScreen spam definitions were left in place, but their effectiveness will likely degrade over time. For more information, see Deprecating support for SmartScreen in Outlook and Exchange.

So, the Outlook Junk Email Filter is able to use the mailbox's safelist collection and its own spam classification to move messages to the Junk Email folder.

Outlook and Outlook on the web both support the safelist collection. The safelist collection is saved in the Exchange Online mailbox so that the changes to the safelist collection in Outlook appear in Outlook on the web, and vice-versa.

Limits for junk email settings

The safelist collection (the Safe Senders list, the Safe Recipients list, and the Blocked Senders list) that's stored in the user's mailbox is also synchronized to EOP. With directory synchronization, the safelist collection is synchronized to Microsoft Entra ID.

  • The safelist collection in the user's mailbox has a limit of 510 KB, which includes all lists, plus other junk email filter settings. If a user exceeds this limit, they receive an Outlook error that looks like the following message:

    Cannot/Unable add to the server Junk E-mail lists. You are over the size allowed on the server. The Junk E-mail filter on the server is disabled until your Junk E-mail lists have been reduced to the size allowed by the server.

    For more information about this limit and how to change it, see KB2669081.

  • The synchronized safelist collection in EOP has the following synchronization limits:

    • 1024 total entries in the Safe Senders list, the Safe Recipients list, and external contacts if Trust email from my contacts is enabled.
    • 65535 total entries in the Blocked Senders list and the Blocked Domains list.

    When the 1024 entry limit is reached, the following things happen:

    • The list stops accepting entries in PowerShell and Outlook on the web, but no error is displayed.

      Outlook users can continue to add more than 1024 entries until they reach the Outlook limit of 510 KB. Outlook can use these extra entries, as long as an EOP filter doesn't block the message before delivery to the mailbox (mail flow rules, anti-spoofing, and so on).

  • With directory synchronization, the entries are synchronized to Microsoft Entra ID in the following order:

    1. Mail contacts if Trust email from my contacts is enabled.
    2. The Safe Senders list and the Safe Recipient list are combined, deduplicated, and sorted alphabetically whenever a change is made for the first 1024 entries.

    The first 1024 entries are used, and relevant information is stamped in the message headers.

    Entries over 1024 that weren't synchronized to Microsoft Entra ID are processed by Outlook (not Outlook on the web), and no information is stamped in the message headers.

As you can see, enabling the Trust email from my contacts setting reduces the number of Safe Senders and Safe Recipients that can be synchronized. If this reduction is a concern, we recommend using Group Policy to turn off this feature:

  • File name: outlk16.opax
  • Policy setting: Trust e-mail from contacts