Keep spam out of your team's inboxes
How incoming mail is filtered, how to teach each mailbox with Report spam and Not spam, and the settings that stop spam at the door.
Every message that reaches an iResendly mailbox is checked before anyone sees it. Most of the work happens without you lifting a finger, but a few habits and settings make a real difference, both to how much spam your team sees and to how safely they handle the rest.
What happens to incoming mail#
| Message | Where it goes |
|---|---|
| Looks like spam | The Spam folder. |
Fails its sender's DMARC policy with p=reject | The Spam folder. |
| Carries a virus | Discarded. It's never delivered. |
| From a blocked sender or domain | Not delivered at all, and it doesn't appear in Spam. |
| Everything else | The Inbox. |
Spam keeps messages until you delete them, so check it now and then for anything that ended up there by mistake. It has an Empty option for clearing it out in one go.
Teach each mailbox#
- Report spam on a message blocks its sender, or their whole domain, for that mailbox. Future mail from them isn't delivered.
- Not spam marks the sender as safe, so their mail reaches the Inbox from then on.
- Both are per mailbox, so each person's choices affect only their own mail.
Manage blocked and safe senders#
In webmail, open Settings → Blocked & safe senders to see and edit both lists. Block a single address for one persistent sender, or a whole domain when the mail comes from many addresses at the same place. Remove an entry if you blocked someone by mistake.
Don't invite spam in#
A catch-all that delivers mail for any address on your domain is a magnet for spam, because spammers guess addresses. Leave your domain's Catch-all set to Drop it unless you have a real need, and use aliases for the specific extra addresses you want.
Forwarding is safe in this respect: spam is never forwarded, and auto-replies only answer mail that lands in the Inbox, not spam.
Safe habits for your team#
- Images in received mail stay hidden until you choose Show images. Leave them hidden for mail you weren't expecting, so senders can't tell when you've opened it.
- Be wary of messages that ask you to sign in, pay an invoice or change bank details, even when they look familiar. Check with the sender another way first.
- Use a strong, unique password for each mailbox. After 5 wrong passwords, a mailbox is locked for 15 minutes, which slows down anyone trying to guess.
- If a password may have been seen by someone else, change it in webmail under Password & devices. Changing it signs out your other devices.
Protect your own domain too#
Spam that pretends to come from your domain can reach your customers. Make sure the domain's DNS tab shows SPF and DMARC in place as well as MX: they help receivers tell your real mail from forgeries. The daily and hourly sending limits on every mailbox also stop one compromised account from damaging your domain's reputation.