The spam folder is the dedicated storage space provided by your email to segregate unwanted emails. These emails fail to reach your primary inbox, and filters used by Email Service Providers (ESPs) ensure that users are not inundated with unwanted messages.
Also known as a “Junk Folder” or “Bulk Folder,” this function is critical to keeping your inbox clean and providing a better user experience.
How do spam folders work?
Spam folders rely on spam filters to identify unwanted emails that cybercriminals and marketers may send without a user’s permission. They rely on vast databases that use known names, addresses, locations, words, and more to identify unwanted and dangerous content. If an ESP’s spam filter is triggered, the message is automatically sent to your spam box.
These databases are constantly updated using data provided by users. If you receive a message in your primary inbox that you believe is unwanted, you can flag it as email spam, and future communications will be redirected to your spam inbox.
The email can be viewed by entering your spam folder and clicking on the message. Messages are automatically deleted after a set period.
What type of messages are sent to your spam email folder?
Each ESP uses a unique methodology to filter out spam communications, but they mainly work in the same way.
Today’s spam identification processes are enormously complex, but you can expect the following messages to be automatically sent to your inbox:
- Spoofed Addresses – Emails sent from addresses designed to look like another email address. For example, swapping out the number “0” for the letter “o.”
- No Content – No content messages are a common method for spammers to test whether an email is valid and active so they can spam it later.
- Phishing Emails – Phishing scams are the most common email scams. Messages from unknown senders that appear to ask for your details are filtered and redirected to your spam box.
- Scam Flagged – Any contacts who sent messages you previously marked as spam will be redirected to your junk mail folder.
- Unconfirmed Sender – If your ESP cannot confirm the message came from the sender, they will send it to your spam box as a precaution.
Where is the spam folder?
Spam folders are kept separate from the other parts of your inbox. Depending on the ESP, it may be visible on a sidebar, header, or via a separate menu. Check the instructions provided by your ESP to find out where your spam messages are stored.
How to report spam emails
Reporting spam emails is an opportunity to tell your ESP that you don’t want to receive emails from a particular sender. Most ESPs do a fantastic job at detecting junk and malicious content, but they sometimes make mistakes.
To mark an email as spam, select your message and click the “Report” button. This method works with all major email providers, including Outlook, Gmail, and Yahoo.
How to prevent emails from going to your spam folder
Checking your spam folder is considered best practice because sometimes ESPs make mistakes and mark messages as spam from important contacts and newsletters you may have subscribed to. Not checking at all puts you at risk of missing out on vital communications from your network.
If you notice that emails in your junk mail folder should have gone to your primary inbox, here are some ways to prevent that.
Flag the email as not spam
Select a junk message and flag it as not spam. Most ESPs use the same process as marking a message as spam, but the button changes from “Report Spam” to “Not Spam.”
For example, Gmail includes a header at the top of every junk message you open that gives you the option to flag the message as not spam.
Use inbox filters and rules
ESPs may provide filters and rules to enable you to tailor your inbox and prevent messages from certain addresses and companies from entering your spam folder.
Installing special inbox filters and rules works like ESP spam filters, building on top of them and enabling you to tweak your preferences accordingly.
Add the sender to your contacts list
Your contacts list acts as a virtual address book for your email inbox. Nearly all spam filters have an exception stating that if the sender has been manually added to your contacts list, you want to receive messages from that person.
Look for an “Add Sender to Contacts” button when clicking on a message. Note that this button may be hidden behind a separate menu.