Say goodbye to email chaos. Whether you’re running a business, managing client communications, or just tired of missing important messages, mastering the art of email filtering can save you time and stress.
In this guide, we’ll show you exactly how to whitelist (allow) or blacklist (block) email addresses so you can:
- Ensure important emails reach your inbox
- Eliminate annoying spam and unwanted messages
- Strengthen your inbox security from phishing attempts
Why Whitelisting & Blacklisting Matter for You
Let’s face it, our inboxes are flooded daily. But when important messages get lost in spam, or you’re buried in junk, it’s more than just an inconvenience as it can hurt your productivity or even your business.
Whitelisting and blacklisting are simple but powerful tools to ensure your inbox works for you, not against you.
What Is Whitelisting?
Whitelisting means marking an email address as trusted, so messages from that sender always land in your inbox, no more digging through spam folders for that invoice or lead.
What Is Blacklisting?
Blacklisting does the opposite. It blocks emails from unwanted senders whether it’s spam, scammers, or persistent promotions, keeping your inbox clean and focused.
How to Whitelist an Email (Gmail, Outlook, Thunderbird & Apple)
Gmail:
1. Go to Settings > See all settings
2. Click Filters and Blocked Addresses > Create a new filter
3. Enter the sender’s email address
4. Click Create filter, then tick Never send it to Spam
5. Confirm by clicking Create filter
Outlook:
1. Click the gear icon > View all Outlook settings
2. Go to Mail > Junk email
3. Under Safe senders and domains, click Add
4. Enter the email and click Save
Thunderbird:
Open Thunderbird and click on the menu icon (≡) in the top right corner.
Go to Tools > Message Filters (or press ALT to show the top menu if hidden).
Click New to create a new filter.
Name your filter (e.g., “Whitelist [sender]”).
Under “Apply filter when,” choose Checking Mail or Manually Run.
In the condition area:
Set: From > is > [sender@example.com]
In the action area:
Set: Move Message to > Inbox (or specify a folder).
Click OK to save.
Apple Devices (iPhone/iPad – iOS Mail):
How to Blacklist an Email (Gmail, Outlook, Thunderbird & Apple)
Gmail:
1. Open the unwanted email
2. Click the three-dot menu
3. Select Block [Sender Name]
Outlook:
1. Go to Settings > Junk email
2. Under Blocked senders and domains, click Add
3. Type in the address or domain to block
Thunderbird:
Open an email from the unwanted sender.
Click the flame icon or right-click and choose Mark > As Junk.
Future messages from the same sender will be sent to Junk.
Troubleshooting Tips
Still seeing spam from whitelisted contacts?
Manually mark emails as “Not spam” to retrain your filters.
Accidentally blocked someone?
Visit your blacklist/blocked list and remove them easily.
Final Thoughts
Managing your email doesn’t have to be overwhelming. With simple tools like whitelisting and blacklisting, you can boost your productivity, improve communication flow, and protect your digital space. Like what you read? Subscribe to our blog for more productivity tips and tech how-tos.
Need help with your business email setup or looking for smarter digital solutions?
Contact our team using the form below! We’re here to help you streamline your workflow and stay ahead in the digital game.
