Junk mail (spam) - UBmail (Exchange Online)

Learn how to find and restore missing messages mis-labeled as junk, and how to report junk mail and phishing attempts.

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Find missing messages mis-labeled as junk

If you are missing messages, and they are not in your Junk folder, check these two additional locations.

UB Mail Management Tool

  1. Go to https://mailmgt.buffalo.edu
  2. Locate the message you wish to restore
  3. Tick the box in its row
  4. Click Deliver Message. The selected messages are released from the quarantine and delivered to your mailbox.

Microsoft quarantine

  1. Go to  https://protection.office.com/quarantine
  2. Login with your UB email, UBITName password
  3. Authenticae with Duo
  4. Locate the message you wish to restore
  5. Tick the box in its row
  6. Click Release the message

Outlook settings and tips

Follow these best practices to prevent desired email from being mis-labeled as spam.

Turn off scanning for junk mail

Scanning for junk mail is on by default, but has proven unpredictable.

  1. Open Outlook
  2. Go to Home > Junk > Junk email options
  3. Set to No automatic filtering

Setting up distribution list rules

Review and verify Inbox rules and filters to see if a rule is created using a Distribution list in the From and filtering to a specific folder.

  1. In Outlook, select Advanced Options
  2. On the Rules Wizard screen, under Which conditions do you want to check?
    • Select “with specific words in the sender’s address”
    • Click on the specific words
    • Enter a string or phrase within the distribution list name to filter messages from
  3. Click Next
  4. If you wish the rule to move matches to a specific folder:
    • Select Move to a specific folder condition and select the desired folder.
  5. Continue building the rule.

Do not select the “From distribution_list@buffalo.edu” condition. You may find emails from individuals on the distribution list filtered into the selected folder.  

See also

Mark a message as junk (or not junk)

Marking and reporting junk email helps improve the accuracy of email filters.

Outlook and Outlook on the web

  1. Select the message
  2. Click the Junk icon near the top of the window
  3. Click Junk or Not junk

Make sure a specific email address or domain is not marked as junk

  1. Sign into Office 365.
  2. Choose Outlook.
  3. At the top of the page, select Settings [gear icon] > View all Outlook settingsMail .
  4. Select Mail > Accounts > Block or allow.
  5. To add an entry to Safe Senders and Recipients, enter the email address or domain that you want to mark as safe in the Enter a sender or domain here text box.

Report junk or a phishing attempt

Outlook

  1. Click the Report message icon near the top of the window
  2. Select Junk or Phishing
  3. Follow the onscreen prompts

Another email client

  1. Create a new, blank email message with the one of the following recipients:
  2. Drag and drop the junk or phishing message into the new message. This will save the junk or phishing message as an attachment in the new message. Don't copy and paste the content of the message or forward the message (the original message is required so the message "headers" can be inspected, which contain important information about the email's origin).

Note

You can attach multiple messages in the new message. Make sure that all the messages are the same type: either phishing messages or junk email messages.

  1. Leave the body of the new message empty.
  2. Use either .msg (default Outlook format) or .eml (default Outlook on the Web format) formats for the attached messages.
  3. When you're finished, click Send.

See also

Still need help?

Contact the UBIT Help Center.