Understanding the Spam Button: How and When to Use It

Every email service includes a "Report Spam" button. It looks simple, but it's one of the most powerful tools that email systems use to learn what users want — and what they don't. When used correctly, it helps keep your inbox clean and secure, but when used carelessly, it can damage the reputations of legitimate senders — making it more difficult for you and others to send and receive legitimate emails.
Understanding what the spam button does (and doesn't do) helps you keep your inbox tidy without accidentally hurting trustworthy senders.

What the Spam Button Actually Does

When you click "Report Spam" or "Junk" on an email, your mail provider records that action and shares it with its filtering systems. The next time similar messages are received — from the same sender, domain, or with similar content — those messages are more likely to go to spam automatically.

In many cases, this data also feeds into larger spam reputation networks. If enough users mark a sender as spam, that sender's domain or mail server can be downgraded globally. Because major providers such as Gmail, Outlook, and Yahoo react quickly to negative signals, even a handful of reports can lead to reduced deliverability.

In short: every spam click is a signal that affects filtering for everyone, not just your own inbox.

What the Spam Button Doesn't Do

Reporting spam does not unsubscribe you from a mailing list. The sender does not get notified that you reported their message. It also doesn’t block any future emails from that sender unless your mail provider happens to treat it that way internally.

Think of it as a feedback form for the filtering system — not communication to the sender. The email provider learns, but the business or person who sent the email usually never knows.

When You Should Use the Spam Button

The spam button is the right choice when an email is clearly unwanted, deceptive, or suspicious. Examples include:

• Phishing attempts or fake login requests
• Messages from senders you've never interacted with
• Promises of prizes, companionship, cryptocurrency, or easy money
• Emails that pretend to be from banks, shipping companies, or support teams but use unusual domains

These reports help filters stay accurate and may protect other more vulnerable users from similar scam and spam messages.

When You Shouldn't Use the Spam Button

It's normal to feel tempted to hit "Spam" just to stop repeated or annoying emails — but that's not always the right move. If you previously subscribed to a mailing list, signed up for a contest, filled out a form, or interacted with a particular business in any way, the sender is likely legitimate. Using the spam button against them sends false data to filtering systems and can cause deliverability issues for their other customers who do want their emails.

Instead, use the unsubscribe link that is legally mandated to appear in all marketing and newsletter emails within North America and Europe, along with many other parts of the world. This link is often located at the bottom of emails, such as in the footer. This properly tells the sender's email service to remove you from their mailing list. This ensures your opt-out isn't mistaken for negative filtering data, which can occur when the spam button is used instead.

If the unsubscribe link doesn't work, is missing, or isn't easily visible, then reporting the email as spam is appropriate.

What About the "Not Spam" Button?

The "Not Spam" or "Move to Inbox" option does the opposite. It teaches your email provider that a message or sender is legitimate and wanted.

If you find an important email in your spam or junk folder, mark it as "Not Spam." Doing this improves future delivery not just for you but for other recipients using the same provider. By sending a positive signal instead of ignoring the issue, you increase the likelihood that future legitimate emails land in your inbox where they belong.

Using the Spam Button Responsibly

Healthy spam button use comes down to intent. Ask yourself:

• Did I sign up for this email?
• Do I recognize the sender?
• Is it fraudulent, or just something I don't want anymore?

If it's malicious or unexpected, report it. If it's simply unwanted, unsubscribe instead.

Responsible spam reporting helps everyone — users receive less junk, legitimate businesses maintain clean reputations, and filters stay accurate without blocking good communication.

Keeping a Healthy Inbox

Most modern email systems are good at separating unwanted messages automatically, but user feedback still drives the process. Treat the spam button as a tool for safety, not convenience. Use unsubscribe links for routine opt-outs, and mark real mail as "Not Spam" when it's caught by mistake.

The rule of thumb is simple: report real spam, unsubscribe from what you no longer want, and rescue legitimate mail when necessary. When everyone follows this pattern, filtering improves, inboxes get cleaner, and fewer good messages go missing.

For more, visit the email support tips and articles section of our blog