Outlook – legitimate mail from the server is being blocked by Outlook…

emailmicrosoft-outlookspam-prevention

I have a website (kansaspublicradio.org) that has a Contact Us form. The form sends mail to our front desk lady through the email contact@kansaspublicradio.org (it may be important to note that contact@kansaspublicradio.org is then forwarded to another email account accessed through Microsoft Outlook), which is also listed on the contact page. That may have been a mistake because now we're getting spam mail.

The front desk lady marked the spam mail in Outlook as spam. Now she is not getting any mail at all from my web server!

I can get mail from the website. Front desk lady can not. I changed the contact form to send directly to her normal email account (the one that contact@kansaspublicradio.org forwards to) but she doesn't get those either!

Two questions:

  1. Do you think the mail is getting blocked by Outlook? The emails are not found in her "junk folder" but I don't know if there's another spam blocker or something.
  2. If so, then how can we reverse this? I added "no-reply@kansaspublicradio.org" to her list of "safe" addresses to recieve mail from, but it didn't work I guess.

The website is a Drupal cms, with the SMTP Authentication module installed, with SMTP Server setting set to: mail.kansaspublicradio.org

The "from" email address can be anything, but Outlook likely knows the domain name and has blocked that after she labeled enough of them as spam. That's my guess.

Help?

Best Answer

Outlook likely knows the domain name and has blocked that

  1. First check Blocked Senders.

  2. Then add the domain from where the email is forwarded from in the Safe Senders.

    • This will prevent the email being blocked in future.

    • You may need to add her "normal email address" here as well as kansaspublicradio.org

Instructions below.

How to configure junk e-mail filter settings in Outlook?

There are five different junk e-mail filter lists in the Junk E-mail Options that can determine whether the emails will be moved to the junk folder or not.

  • Safe Senders List: Email addresses and domain names of the senders in this list are never treated as junk.

  • Safe Recipients List: You can add addresses and domain names from the mailing lists and distribution lists to this list so that they will never be marked as spam.

  • Blocked Senders List: If you add an email address or domain to this list, messages will automatically sent to the Junk Email folder.

  • Blocked Top-Level Domains List: You can add country/region codes to this list to block messages from another country or region.

  • Blocked Encodings List: To block messages that contain special encoding or character set, you can add encodings to this list.

To set these junk e-mail filter lists, you can do as follows:

  1. Click Home > Junk > Junk E-mail Options in Outlook 2010/2013, and click Actions > Junk E-mail > Junk E-mail Options in Outlook 2007.

  2. In the pop up Junk E-mail Options dialog box, click Safe Senders tab, and click Add button to add the address or domain that you don’t want to treat as spams.

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Source How to configure junk e-mail filter settings in Outlook?

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