Adding eSUB to your Safe Sender List – eSUB Fusion

User Personas: Admin | Project Manager | Field User

eSUB Fusion sends email you need: new user activation links, password verification codes, and the document emails and transmittals your team sends out of a project. Mail filters do not always know that, so those messages can land in a junk folder or be blocked before they arrive. Adding eSUB to your safe sender list tells your mail client to let them through.

If your company runs Microsoft 365, one administrator can do this once for everyone. See Allow eSUB for the Whole Microsoft 365 Tenant and you can skip the per-user steps.

Use the links below to jump to a topic:

What to Allow
Allow eSUB for the Whole Microsoft 365 Tenant
Outlook
- New Outlook
- Classic Outlook
Gmail
Yahoo Mail
Permissions and Access
FAQ
I allowed the domain and eSUB mail is still going to spam.
My mail client is not listed here. What do I do?
Do I need to do this if my company already allowed esubcloud.com tenant-wide?
A new user says they never got their activation email. What now?

What to Allow

Add both values below. The domain covers eSUB mail generally, and the address covers the automated messages.

Value	What it covers
esubcloud.com	The eSUB sending domain. Allowing the domain is the broader of the two and is what a Microsoft 365 administrator adds tenant-wide.
noreply@esubcloud.com	The address that sends user activation emails and the six-digit password verification codes.

Do this before you invite new users, not after. An activation email that lands in junk is the most common reason a new user reports that they never received their invitation.

Allow eSUB for the Whole Microsoft 365 Tenant

This is the efficient option for companies on Microsoft 365 with Exchange Online. A Microsoft 365 administrator adds esubcloud.com to the domain-wide allow list once, and no individual user has to change a mailbox setting.

Sign in to the Microsoft Defender portal at https://defender.microsoft.com/antispam as a Microsoft 365 administrator.
Open your anti-spam inbound policy.
Add esubcloud.com to the allowed senders and domains list.
Save the policy.

Outlook

Outlook ships in two interfaces and the steps differ. Use the section that matches what you see.

New Outlook

Select the gear icon in the top right corner.
Select Mail, then select Junk Mail.
Under Safe senders and domains, select + Add.
Enter esubcloud.com and press Enter.
Select + Add again and enter noreply@esubcloud.com, then press Enter.
Select Save.

New Outlook image.png — Both values added under safe senders and domains.

Classic Outlook

Select the Home tab.
Select Junk, then select Junk E-mail Options.
Select the Safe Senders tab.
Select Add.
Enter the domain @esubcloud.com, then select OK.
Select Add again, enter noreply@esubcloud.com, then select OK.
Select Apply.

2_SL-Outlook 2.png — Junk E-mail Options under the Junk button.

3_SF-Outlook 4.png — The Safe Senders tab and the Add button.

4_SF-Outlook 5.png — Entering the eSUB domain.

Gmail

Gmail has no safe sender list. You get the same result with a filter that keeps eSUB mail out of spam.

Select the gear icon at the top right of the screen.
Select See all settings.
Select Filters and Blocked Addresses.
Select Create a new filter.
Enter noreply@esubcloud.com in the From field, then select Create filter.
Check Never send it to Spam, then select Create filter.
Create a second filter the same way, entering esubcloud.com in the From field

Entering the eSUB address in the From field.

Selecting Never send it to Spam before creating the filter.

Yahoo Mail

Yahoo Mail treats saved contacts as trusted senders, so you add eSUB to your contacts.

Select the address book icon under the Yahoo Mail logo.
Select Contacts, then select + Add a new contact.
Fill in the fields, using the email address noreply@esubcloud.com.
Select Save.
Repeat the steps and add a second contact for esubcloud.com.

Permissions and Access

No eSUB Fusion permission controls anything in this article. What you need is access to the mail system.

Action	What you need
Add eSUB to your own safe senders, filters, or contacts	Access to your own mailbox settings. No eSUB permission and no administrator involvement.
Add esubcloud.com to the Microsoft 365 domain-wide allow list	Microsoft 365 administrator access to the Defender portal. This is your company's IT role, not an eSUB role.

FAQ

A new user says they never got their activation email. What now?

Have them check their junk or spam folder first, then add eSUB to their safe senders using the section for their mail client and resend the invitation. If your company runs Microsoft 365, the tenant-wide allow list prevents this for everyone at once.

Do I need to do this if my company already allowed esubcloud.com tenant-wide?

No. The tenant-wide allow list covers every mailbox in the tenant.

My mail client is not listed here. What do I do?

The concept is the same in every client: find the safe senders, allowed senders, or trusted contacts setting and add both values from What to Allow. If your mail is filtered by a separate security gateway, your IT team may need to allow the domain there instead.

I allowed the domain and eSUB mail is still going to spam.

Mail is often filtered before it reaches your mailbox, by a security gateway or an anti-spam policy your mailbox setting cannot override. Ask your IT team to allow esubcloud.com at that layer.

See also: Update Your User Profile for password reset and verification code emails, and Users and Crew Members for inviting and activating users.