Outlook 2016 for Mac (aka Outlook for Mac for Office 365) has some changes compared to Outlook for Mac 2011 in regards to Junk Email Protection. This blog post will explain how Outlook 2016 for Mac handles Junk Email Protection. Please see the previous Blog post Junk Mail in Outlook for Mac 2011 for more information on how Outlook for Mac 2011 handles Junk Email Protection.
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The first item to understand is that there are two types of junk email filtering: sever-side and client-side. Server-side junk filtering takes place on the mail server (such as Exchange) as soon as email arrives in the mailbox. Client-side junk filtering takes place on the client (such as Outlook & Outlook for Mac) when the email is downloaded from the server to the client.
Outlook 2016 for Mac does not provide any client-side junk mail protection for any type of account (Exchange, POP, or IMAP). Instead, it relies solely on the mail server to perform all junk email filtering. Emails are not scanned client-side by Outlook 2016 for Mac to determine if they are junk email. Exchange servers provide server-side junk mail filtering, and most popular email providers, such as Hotmail, Outlook.com, Gmail, and Yahoo, provide server-side junk mail filtering, making client-side Outlook junk filtering redundant.
It’s important to understand that junk mail filtering and blocked senders are not the same thing, although they are often used in conjunction. Junk filtering is when emails headers and content is scanned for characteristics that makes the email likely to be junk. When you add an email address to the Blocked Senders list, emails from that email address are always moved to the Junk E-Mail folder. I’ll cover Blocked Senders in Exchange 2013 or later (including Exchange Online) and Blocked Senders for POP, IMAP or Exchange 2010 accounts in more depth later in this blog post.
Under the Outlook menu, Preferences, Junk in Outlook 2016 for Mac, you will find that there is no longer a Junk Email Protection Level setting, as there was in Outlook for Mac 2011. This is shown in the image below.
Outlook 2016 for Mac no longer has the 'Level' tab as Outlook for Mac 2011 did.
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Outlook for Mac in Office 365 and Alternatives When you download the Office 356 30-day trial you will have to give your credit card number in order to get it, but you can cancel anytime, or of course continue to use it for a monthly charge. Microsoft wisely replaced Entourage with Outlook. With Outlook for Mac 2011’s release, I was hopeful that a new standard was in hand. With Outlook for Mac 2011’s release, I was hopeful that a. Add Your Gmail Account to Microsoft Outlook for Mac Using IMAP. Step by step instructions easy to follow. How to Email in the 21st Century. Microsoft Outlook for Mac Add Your Gmail Account to Outlook 2011 Mac Using IMAP. To set up your Outlook client to work with Gmail. Click Forwarding and POP/IMAP; Select Enable IMAP. Configure your. Office 365 Commercial customers can get the new Outlook for Mac by accessing their Office 365 Portal, (Gear icon > Office 365 Settings > Software > Outlook for Mac icon) or visiting the Software page Office 365 consumer subscribers can get the new Outlook for Mac by going to their My Account page. Office updates have a habit of installing updates for Outlook, even if you are not using it, and then setting Outlook as the default email client, so not installing Outlook (or uninstalling Outlook later) is recommended to avoid the annoyance.
Note: While Outlook for Mac 2011 did contain the Junk Email Protection Level settings, when connected to an Exchange account, it did not perform any junk email scanning. It relied solely on the Exchange server to perform all junk email filtering.
Safe Senders
When connected to IMAP, POP or an Exchange 2010 mailbox, Outlook 2016 for Mac allows you to add safe senders. However, safe senders are client-side only and do not synchronize to the server. Because Outlook 2016 for Mac does not perform any junk mail filtering, client-side safe senders no longer have any use. To explain further, I’ll use an example. Imaging that you run Outlook 2011 for Mac with client-side junk mail filtering enabled. You receive a newsletter regularly that is always found to be Junk by the junk filtering and moved to the Junk E-Mail folder. This newsletter is not junk to you, so you add the senders email address to the Safe Senders list in Outlook. Outlook 2011 now knows that email from this sender is not junk and no longer moves the email to the Junk E-Mail folder. Next, you begin using Outlook 2016 for Mac, which has no local junk filtering. The same newsletter is no longer moved to the Junk E-Mail folder because it’s no longer scanned by the Outlook junk filter to determine if it’s junk, therefore you no longer need to have the senders address in Safe Senders.
On the other hand, if your mail server provides server-side junk filtering, the same newsletter may also be determined to be junk on the server before it is ever downloaded to the Outlook client. In this scenario, adding the senders address to the Safe Senders list in Outlook for Mac would not help. You would instead need to add the senders address to the Safe Senders list on the server.
When connected to an Exchange 2013 or later mailbox (including Exchange Online), Outlook 2016 for Mac does not allow you to add Safe Senders.
Blocked Senders for Exchange 2013 or later accounts (including Exchange Online)
You cannot manage Blocked Senders under the Outlook menu, Preferences, Junk, when connected to an Exchange account. If Outlook 2016 is connected to only Exchange 2013 or later accounts (including Exchange Online), you will see a message stating “This feature is not available for the accounts currently configured.” This appears because the client-side Safe & Blocked Senders feature is available only for POP, IMAP, or Exchange 2010 accounts.
If you are connected to an Exchange 2013 or later mailbox (including Exchange Online) with Outlook 2016 for Mac, you can add server-side Blocked Senders. Blocked Senders added using this method will be synchronized to the Exchange server and stored there. You cannot view the Blocked Senders list in Outlook 2016 for Mac, you must use OWA to view and manager you Blocked Senders, which is discussed in the Using OWA to manage junk email filtering, and Safe and Blocked Senders in Exchange section.
To add a server-side Blocked Sender when connected to an Exchange 2013 or later mailbox, select the email sent from the sender you wish to block, click Junk on the ribbon, and then click Block Sender. Alternatively, you can right-click the email, hover over Junk Mail, and then click Block Sender.
The next time this sender sends you an email, it will be directed into the Junk E-Mail folder.
Blocked Senders for POP, IMAP or Exchange 2010 accounts
Outlook 2016 for Mac allows you to add Blocked Senders for POP, IMAP and Exchange 2010 mailbox accounts. These are client-side blocked senders only, and they are not synchronized to the server. When you add a Blocked Sender in Outlook 2016 for Mac, email from that sender will be moved to the Junk E-Mail folder when the email is downloaded to Outlook.
Under the Outlook menu, Preferences, Junk, you find Safe Senders and Blocked Senders. If you have one or multiple POP, IMAP, and/or Exchange 2010 accounts configured, when you open the Junk Preferences, you will see a message stating which account(s) the settings apply to, because these settings only apply to these account types. If you also have an Exchange 2013 or later account configured along with the other accounts, the Exchange 2013 or later account would not be shown here and email arriving for that Exchange account would not be filtered based on this Blocked Sender list.
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Note: If you connect to an Exchange 2013 or later server mailbox using the POP or IMAP protocol, the behavior will be the same as any POP or IMAP account, such as Outlook.com. You will be able to add client-side Safe and Blocked Senders. However, adding the account as a POP or IMAP account instead of as an Exchange account will cause you to lose Exchange features.
Marking an Email as Junk Manually
Outlook Email
You can still mark an email as junk manually by clicking the Junk menu, and then Mark as Junk. This moves the email to the Junk E-Mail folder, however future emails that are similar or from the same sender are not automatically moved to the Junk E-Mail folder as well.
Note: In Outlook for Mac 2011, emails that were marked as junk would be assigned the Junk category. This category does not exist by default in Outlook 2016 for Mac and emails marked as junk are not assigned this category.
Using OWA to Manage Junk Email Filtering, and Safe and Blocked Senders in Exchange
When connecting Outlook 2016 for Mac to an Exchange account, it's recommended that you use OWA to enable or disable Exchange server-side junk email filtering and to manage your server-side Safe and Blocked Senders lists. To do so, login to OWA, click the Gear icon at the top right, then choose Options. Under Mail, Accounts, click Block or allow Netezza client tool for mac. , and then configure the options as you prefer.
Overall Comparison of Outlook for Mac 2011 and Outlook 2016 for Mac Junk Email Protection options
| Option/Feature | Outlook for Mac 2011 (14.3.2+) | Outlook 2016 for Mac |
| Performs Junk Email filtering for Exchange accounts | No | No |
| Performs Junk Email filtering for POP and IMAP accounts | Yes | No |
| Add Blocked Senders when connected to Exchange 2013 or later, including Exchange Online (Syncs to server) | Yes | Yes |
| Add Blocked Senders when connected to Exchange 2010 (client-side only) | Yes | Yes |
| Add Blocked and Safe Senders for POP and IMAP accounts (client-side only) | Yes | Yes |
| Mark email as Junk manually (any type of account) | Yes | Yes |
| Contains the Junk category by default and emails marked as junk are assigned it automatically | Yes | No |
There are many different types of email accounts you can add to Outlook, including Office 365, Gmail, Yahoo, iCloud, and Exchange accounts.
Some third-party email providers, like Gmail, Yahoo, and iCloud, require you to change some settings on their websites before you can add these accounts to Outlook.
These steps are the same whether you're adding your first email account or additional email accounts to Outlook.
Select File > Add Account.
What you see next depends on your version of Outlook.
For Outlook 2013 and Outlook 2010
Enter your name, email address, and password, and click Next.
If prompted, enter your password again, then select OK > Finish to start using your email account in Outlook.
If you need instructions for adding an email account using advanced settings, see Use advanced setup to add a POP or IMAP email account in Outlook for PC.
To update your email settings such as incoming and outgoing server names, see Update your email settings in Outlook for PC.
Outlook won't accept my password
If Outlook won’t accept your password and you know you’re using the password for your email account, you might have an email account that requires additional security.
Gmail, Yahoo, iCloud, Outlook.com, and AOL accounts all use two-factor authentication to help verify that you’re the person trying to access your email account.
To add your email account to Outlook, you’ll need an app password, also known as an application password. This is a different password than your regular email account password. One way you'll know you need an app password is if you see the following message: 2-factor authentication is set up for your account. Please sign in using your application password.
The steps to obtain an app password are different for each email provider. Select your provider in the drop-down for instructions.
- Select your email account
Gmail does allow you to add your account to Outlook without setting up two-factor authentication and using an app password, but you must turn on a setting that allows 'less secure apps' to connect to your account. We do not recommend this setting. We recommend turning on two-factor authentication and using an app password.
To turn on two-factor authentication and get an app password, use the following steps.
Go to Gmail from your browser, then select the Google apps icon in the upper right corner of the screen.
Select My Account. Under Sign-in & security, select Signing in to Google.
Under Password & sign-in method, if 2-Step Verification is OFF, click the > next to OFF. Otherwise, skip to step 4.
On the first screen, click CONTINUE.
If prompted, enter your Gmail password and then click NEXT.
Enter your phone number and select whether you want to receive your verification codes by text message or a phone call. Then click NEXT.
Enter the code you received and click NEXT.
Click TURN ON to finish setting up 2-step verification.
Return to the previous screen by clicking the left arrow at the top of the screen next to 2-Step Verification.
Under Password & sign-in method, select App passwords.
Enter your Google password and then select Sign in. At the bottom of the next screen, select Mail and Windows Computer from the drop-down lists, then select Generate.
Google will display an app password for you. Copy this password (without the spaces) and enter this password when Outlook prompts you for a password.
If you're using two-factor authentication for Outlook.com, use the following steps to generate an app password.
Go to https://outlook.com, click your initials in the upper right, and then select View Account.
Under Security, select Update.
Under More security options, select Explore.
Scroll down to the app passwords section, and then choose Create a new app password.
Your app password will be displayed on the next screen. Make a note of this password, as you'll need it when you add your account to Outlook.
Use the instructions at the beginning of this article to add your account to Outlook, but when Outlook asks for your password, enter your app password.
Go to the Yahoo website from your browser and select the settings icon in the upper right corner of the screen.
Select Account info > Account security. You may need to sign in again.
If Two-step verification isn't turned on, you'll need to do that before you continue. Then select Manage app passwords.
Select Outlook Desktop from the drop-down list, and then select Generate.
Yahoo will display an app password for you. Copy this password (without the spaces) and enter this password when Outlook prompts you for a password.
Go to the Apple ID website from your browser and enter your Apple ID and password.
If you've already turned on two-factor authentication, you'll receive a code on one of your devices. Enter this code to continue. Otherwise, turn on two-factor authentication.
In the Security section, under APP-SPECIFIC PASSWORDS, select Generate Password..
Enter a name for your password, such as Outlook, and select Create.
Apple will display an app password for you. Copy this password (without the spaces) and enter this password when Outlook prompts you for a password.
Note: AOL and Verizon customers who need to update their account settings after AOL's recent change to their server settings should see the section Update your email settings in Outlook for Mac. When checking your encryption settings, make sure they're set to SSL, SSL/TLS, or Auto and not TLS only.
Add a new account quickly
Most email accounts, including Office 365, Exchange server accounts, Outlook.com, Hotmail.com, Live.com and Google accounts can be set up in a few quick steps.
Select Outlook > Preferences > Account.
Click the plus (+) sign > New Account.
Type your email address > Continue.
Type your password > Add Account. (Your screen might look different from this one depending on the account you're adding.)
If adding a Yahoo, or other IMAP or POP account, you might be taken to those sites and asked to allow Outlook to access your mail, contacts, and calendars. Click Allow to continue.
If you are adding Gmail, you will get a prompt within Outlook to sign-in to your Google account. This is for users who are on Build 16.15.18070902 and higher.
Have you already added your Gmail account to Outlook then see, Improved authentication for existing Gmail users.
Select Done to start using Outlook 2016 for Mac.
Improved authentication for existing Gmail users
If you have a Google account added to Outlook for Mac earlier to the release of improved authentication experience for Google IMAP accounts, then you will need to sign-in using the browser to connect to your account.
Select Sign in to Google.
Choose an account.
You will be asked to allow Outlook to access your mail, contacts, and calendars. Choose Allow.
You will be asked to return back to Outlook. Choose Allow.
Select Done to start using Outlook 2016 for Mac.
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Update your email settings in Outlook for Mac
Select Tools > Accounts.
Select the email account you want to change.
Update your account description, personal information, username and password, or other settings, depending on the type of account you're editing.
When finished with your updates, select OK.
Add more accounts
After your first account is set up, follow these steps to add all subsequent email accounts.
Select Tools > Accounts.
Click the plus (+) sign > New Account.
Enter the email address of the account.
Follow the prompts to complete the account setup.
Set up two-factor authentication for Gmail
Two-factor authentication is an extra layer of security for your account. Each time you log in to your Gmail account from a new device, you'll receive a single-use code on your phone. Enter this code to complete the sign-in.
Go to Gmail from your browser, then select the Google apps icon in the upper right corner of the screen.
To set up Outlook 2016 for Mac: Note: we recommen d creating a new profile before setting up a new account. • Open Outlook and navigate to Menu Bar > Tools > Accounts • In the Accounts window, click the + sign in the lower left-hand corner and click New Account • In the new window, enter the email address and click Continue • In the new window, fill in the following fields: • Method: select Username and Password. Download outlook client for mac. Outlook 2016 can be installed and used alongside with Office/Outlook 2011 for Mac. Read the Knowledge Base article on for more information.
Select My Account. Under Sign-in & security, select Signing in to Google.
Select 2-Step Verification and follow the prompts.
Set up two-factor authentication for Yahoo
Configure Outlook For Mac
Go to the Yahoo website from your browser and select the settings icon in the upper right corner of the screen.
Select Account info > Account security. You may need to sign in again.
If Two-step verification isn't turned on, you'll need to do that before you continue. Then select Manage app passwords.
Select Outlook Desktop from the drop-down list, and then select Generate.
Yahoo will display an app password for you. Make a note of this password (without the spaces) and use this as the password when adding a new account to Outlook.
Set up two-factor authentication for iCloud
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Go to the Apple ID website from your browser and enter your Apple ID and password.
If you've already turned on two-factor authentication, you'll receive a code on one of your devices. Enter this code to continue. Otherwise, turn on two-factor authentication.
In the Security section, under APP-SPECIFIC PASSWORDS, select Generate Password..
Enter a name for your password, such as Outlook, and select Create.
Apple will display an app password for you. Make a note of this password (without the spaces) and use this as the password when adding a new account to Outlook.