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How to reject an email to the sender

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How to reject an email to the sender: Sometimes it can happen to receive unwanted emails from one or more senders and to be particularly annoyed by this phenomenon, commonly known by the term spam : fortunately, however, in most cases this kind of unpleasant situations is solved in the bud by applying the appropriate antispam filters, now provided by most e-mail services.

In other situations, however, you may need to take more decisive and resolute actions to express your disappointment at receiving such unsolicited messages: you have therefore decided to go to work to understand how to reject an email to the sender . Basically, your desire is to make sure that those in charge of the shipment are aware of your refusal upon receipt, similar to what happens with traditional mail.

I have therefore decided to meet your needs, creating a guide to illustrate the most effective solutions made available by some of the main online services and e-mail clients. Just spend a few minutes of your precious time reading the next paragraphs and you will soon be able to activate those features that I believe are particularly suitable for this type of situation on your favorite email service. So, are you ready? Perfect! I just have to wish you good reading and good continuation.


Preliminary information

There are some messages in the email that just don’t go down: you think it’s time to stop receiving them and, at the same time, certify to the sender that the email has been ignored and trashed. Of course, you can refer to the tips contained in my articles on how to block spam and how to unsubscribe from advertising newsletters. This, however, will not allow you to resend the emails to senders (the messages will simply be blocked and will not appear in the Inbox) and will not allow you, therefore, to let them know that the emails they sent are for you unwanted.

In light of the above, what you should do is implement more specific rules in your service or e-mail client that, in addition to eliminating unwanted messages, are able to automatically send a reply to the sender.

The first thing I recommend you do, in essence, is to create an email template that you will use as a default response to certain senders for whom you deem it necessary to implement this type of action.

Secondly, it is possible to apply rules capable of pre- filtering incoming messages: in this way, therefore, you could select only those that report a certain address in the From: field and, subsequently, implement an automatic reply . Within the same rule you can simultaneously command the movement of the message to a specific folder.

How do you say? Do you feel like there are too many steps to take to get this done? Don’t worry: I assure you it’s harder said than done! In the next chapters, however, I will show you in detail the various operations to be performed on the most popular services and clients.

How to reject an email to the sender: Gmail

enabling Gmail templates

If you have activated an account on the Google e-mail service, I immediately want to reassure you that it is absolutely not difficult to understand how to reject an email to the sender Gmail : in the famous webmail, in fact, in addition to blocking the addresses from which you receive unwanted emails, you can perform a simple configuration to send an automatic reply at the same time.

First of all, therefore, connected to the main page of the service from your favorite browser and, if you are not already authenticated, press the Login button , at the top right. On the next screen, select your profile, then, in the following window, type the password in the appropriate field and press the Next button .

You are now on the main screen related to your Gmail mailbox. Press the gear symbol located at the top right to access the settings and, from the panel that appears, click the View all settings button .

On the following page, locate the Advanced item among the tabs proposed in the header and click on it, then find the Templates option and press the button on the right called Enable , to activate this feature.

Now you need to create the template that you will use as a default response to unwanted messages: click on the Write button , at the top left and, in the relative email composition form that appears at the bottom right, type only the communication you want to send to the sender in the field of text below the object.

Subsequently, press on the three dots you see at the bottom right and select the items Templates> Save draft as template> Save as new template from the menu that opens. Then type the title of the model in the box that is proposed to you and click on the Save button to complete the operation.

Gmail adjusts

The last step is the one related to the creation of a rule capable of filtering the messages coming from a particular user and responding automatically with the template just created. To do this, click on the email you want to reject, in order to open it, and press the three dots symbol on the right, then press on the item Filter messages of this type .

You will be shown a new form in which you will find the From: field already filled in with the relevant sender’s email address: press the Create Filter button and then select the Send model option , then press the drop-down menu on the side and click on the name of the previously created model. Press the Create Filter button again to apply the rule.

If you want to use the Gmail app from your smartphone to reject an email to the sender, I must inform you that, unfortunately, the mobile version does not offer these features . The automatic responder present in the settings of the Gmail app does not allow, in fact, to perform filters by sender.

How to reject an email to the sender: Outlook

outlook model creation

If you have chosen Microsoft Outlook as your default mail client, even in this case you will not find it difficult to understand how to reject an email to the sender in Outlook . Thanks to its multiple functions, in fact, it is possible to implement rules to perform this operation in a simple and intuitive way.

To start, create the email template you want to send to senders following the receipt of an unsolicited message, by clicking on the New email message button located at the top right. In the form to compose the email, then type the text of the communication in the relevant field, then click on the File menu, at the top left, and select the Save as option from the opened menu.

In the next window, assign a title to the model, typing it in the File Name field ; then, in the field below named Save as , press the down arrow and select the Outlook Template option .

Outlook creating rule

Next, locate the message you want to reject and press on it with the right mouse button, and then select the items Rules> Create rule from the context menu. A dialog box will open in which you will find the From: and To: fields automatically filled in with the information found from the previously selected email.

If you wish, from this screen you can archive the message in a specific folder by clicking on the box adjacent to the wording Move item to folder : in the new window that appears, you can select an existing folder from the central pane, or create a new one, by pressing the button New and typing its name in the next step. At the end, click on the OK button to confirm your choice.

To continue, click on the Advanced Settings button , in order to interact with a new window in which you will have several filters that you can apply to unwanted messages. Then select the first field named sent by , in order to insert a check mark in the relevant box and then press the Next button .

outlook adjusts with pattern

In the next step you must indicate the action that the client must perform on the messages that meet the previously provided criteria: click, therefore, on the box next to the item Reply using a specific template and press on the underlined wording, a specific template , in the box below.

You will be offered a new screen where you can select the template: click on the Search in drop-down menu and select the item User templates in the file system , in order to view those created by you. Then press on the previously created model and press the Open button .

You will be sent back to the previous window, where you will have to click on the Next button to access a screen where, if you wish, you can also set exceptions , an operation that can be performed in the same way as for the previous filters. Then press the Next button twice to finish the operation.

Would you like to understand if it is possible to operate in the same way also on the Outlook mobile app ? Unfortunately, I must inform you that these features have not been replicated on the relative app, on which it is only possible to report the emails as unwanted: to do this, you need to press on the message you no longer want to receive, to open it, then press on the symbol of the three dots placed in top right and tap on the option Report spam in the menu that opens.

It is also not possible to act from the webmail service , which does not offer filters capable of setting automatic replies to received messages.

How to reject a mail to the sender: Thunderbird

Thunderbird template creation

Thunderbird is certainly one of the most popular free and open source mail clients, also due to the presence of various features that allow, for example, to set filters and rules useful for the purpose set by this guide. So let ‘s see how to reject an email to the Thunderbird sender .

Also in this case, the first essential step for the correct success of the procedure is to create an email template that will be used as a default response to senders of unwanted messages. Once the program has been started, then, click on the Write button , at the top left, and from the message composition form, type in the text field the communication you want to send to the sender of the unwanted emails. Finally, to save, click on the arrow on the side of the Save menu and press the Model option , then press the [X] at the top right, to return to the main screen.

Now, I highly recommend you to install an extension like quickFilters , which greatly facilitates the mail filtering process by automatically importing the parameters of the selected messages. To do this, click on the ☰ symbol at the top right and click on the Add- ons item .

In the new screen, type quickfilters in the search form at the top and press the magnifying glass symbol : you will be redirected to a new page where, in correspondence with the extension in question, you will find the Add to Thunderbird button . Press on it, then click on the Add item in the next window.

Quickfilters Thunderbird selection

Next, click on the Inbox tab at the top right to go back to your inbox and locate the message you want to reject, then right-click on it. You will find, among the various options of the contextual menu that will be proposed to you, also the item quickfilters: creating filter from the message , which you will have to press to access the relative extension window.

From here, select the Based on Sender item , then click on the Create Filter button . In the next window click on the box next to Manually to remove the check mark. In the box below, labeled Do these actions , click on the first field that is set by default as Move message to and select the option Reply with a template .

Then press on the field immediately to the side and select the model previously created. If you want you can create other actions, for example to move the message to a specific folder. Press the Ok button to apply the filter and the rule, then, in the next step, press the X symbol located at the top right.

How to reject an email to the sender: Apple Mail

Apple Mail regulates unwanted messages

Do you have an Apple computer and your favorite email client is Mail ? In this case you will not find it difficult to understand how to reject an email to the Apple Mail sender , using some simple features present in this program.

First of all, you need to create a rule that filters unwanted messages based, for example, on the sender, then storing them in a specific folder set up for this type of mail, and simultaneously sends an automatic reply .

To do this, click on the Mail menu , at the top left, and click on the Preferences item in the latter. In the new window that is proposed to you, click on the tab called Rules and press the Add button below .

Now, first of all, assign a title to the rule by typing it in the Description field and, subsequently, indicate the condition that will lead to its activation through the fields in the If section . For example, press the first field and select the From condition and repeat the operation in the next one by entering the wording is equal to .

Finally, in the third field, enter the email address of the sender of unwanted messages. To complete the rule go to the last section called Perform the following actions and, in the same way as for the previous section, select the item Move message in the first field, then, on the next one, click on the unwanted option .

You can add another action by clicking on the [+] symbol , on the right: a new line will be created in which, proceeding in the same way as previously, you should select the Reply to message action . Then click on the next field Reply with a text message to open a dialog box in which you can enter the communication you want to send to the sender.

Press the OK button , then press OK again , to permanently set the rule, and click Apply if you want it to be activated on messages already in the mailbox (vice versa, click the Do not apply button ).

Finally, I inform you that the Mail app for iOS does not provide the same features offered by the mail client installed on the Mac. If, therefore, you are using the mobile version, you can only move the mail you no longer want to receive in the appropriate folder by holding down the message, selecting the item Mark and, finally, pressing the option Move to Unwanted .