Your email client's spam filter serves a good purpose, protecting you from annoying and possibly malicious spam emails. But, if you don't have the correct settings in the spam filter, it can keep you from seeing important emails such as those from ProofHQ: proof email notifications, newsletters, and special communications. To make sure that your ProofHQ emails are always routed to your inbox instead of your spam folder, you might need to provide the following for the spam filter:

White listing ProofHQ email server IP address

The admin who maintains your email client's spam filter can prevent this problem by adding our mail server IP address to the spam filter. 

ProofHQ "from" email addresses

• Your contacts list
• Your safe senders list
• A filter that you create to deliver emails from those addresses to your inbox

• Aol
• Gmail
• Microsoft Outlook 2003 - 2007
• Windows Live Hotmail
• Yahoo Mail

The ProofHQ "from" email addresses to copy

To make sure that your ProofHQ emails reach your inbox, you will need to add two ProofHQ email addresses separately to your email client's spam filter:

•  The general support address, support@proofhq.com, from which ProofHQ sends out many email communications
• A notification address from which ProofHQ sends proof notification emails to the proof creator and the reviewers with links to the proof. This might be a general address, notification@support.proofhq.com, or a specific address if you have a customised subdomain or a white label domain.

1. Copy the general ProofHQ support "from" email address (support@proofhq.com) and paste it into the field indicated for your email client.
   
   
2. Copy the appropriate one of the following ProofHQ "from" email addresses and paste it SEPARATELY into the field indicated for your email client:

• notification@support.proofhq.com if you do NOT have a customised subdomain or a white label domain
  
• notification@yoursubdomain.proofhq.com if you have a customised subdomain; substitute your subdomain name in this address
  
• notification@yoursubdomain.yourdomain.com if you have a white label domain; substitute your subdomain name and domain name in this address

Aol

• Add the two ProofHQ "from" addresses to your Aol Address Book
• Remove any existing ProofHQ emails from the Aol Spam Folder and any ProofHQ "from" addresses from the blocked address list in the Aol Spam filter

For new ProofHQ emails

1. Click the Mail menu.
2. Select Address Book.
3. Click the Add button at the bottom of the Address Book window.
4. In the Address Card for New Contact window, copy and paste the first "from" address into the Other E-Mail field and check the Primary E-Mail radio button next to that field.
5. Click Save.
6. For the second "from" address, repeat steps 3-5.

For existing ProofHQ emails

1. Click the Mail menu.
2. Select the Spam Folder.
3. If there are any ProofHQ emails in the folder, open each email one at a time and click the This Is Not Spam button.
4. You will now find those ProofHQ emails in your inbox.

1. Go to Aol Keyword: Mail controls to display the Spam Settings page.
   NB: The Aol Keyword is a feature only of Aol software. If you need instructions for accessing the Spam Settings page from Aol Webmail or Aol Desktop, see the Aol help.
2. If the Block mail from addresses I specify option is selected in the Sender Filter field and any ProofHQ addresses or domain names are included in the list of blocked addresses, simply delete each of those addresses from the list.
3. Click Save.

Gmail

• Add the two ProofHQ "from" addresses to your Contacts list in Gmail or create filters to prevent Gmail from routing emails from those addresses to your Spam folder
• Remove any existing ProofHQ emails from your Spam folder and change any filters that route ProofHQ messages to the trash

For new ProofHQ emails

1. Click Contacts below Mail in the top left corner of any Gmail page.
   Note: You might need to click a plus (+) sign after Mail to display Contacts and Tasks. If the plus sign doesn't appear, move your cursor to Mail, and the plus sign will appear.
2. Click the Add to "My Contacts" button above your list of contacts and their email addresses.
3. Copy and paste the first "from" address into the unlabeled email address dialog box.
4. Click Add below the dialog box. The address is added to your list of contacts.
5. For the second "from" address, repeat steps 2-4.

1. Click Create a filter next to the Search buttons at the top of any Gmail page.
2. Copy and paste the first "from" address into the From field in the Create a Filter dialog box.
3. Click the Next Step button.
4. From the Choose action list, select the Never send it to Spam tick box.
5. Click the Create Filter button. The filter is added to your list of filters on the Settings page.
6. For the second "from" address, click Create a filter at the bottom of the Settings page and repeat steps 2-5.

For existing ProofHQ emails

1. Click Spam in the folder list on the left side of any Gmail page.
2. If there are any ProofHQ emails in your Spam folder, check the tick box in front of each one.
3. Click the Not Spam button above the Spam list.
4. You will now find those ProofHQ emails in your inbox.

1. Click Create a filter next to the Search buttons at the top of any Gmail page.
2. Click Show current filters at the bottom of the Create a filter dialog box. The existing filters are listed on the Settings page by field (from) and name or address.
3. If the Do this action for an existing ProofHQ address filter is Delete it, click edit.
4. Click the Next Step button.
5. Uncheck the Delete it tick box and check the Never send it to Spam tick box.
6. Click the Update Filter button. The Settings page is redisplayed. 
7. If additional ProofHQ address filters are listed, repeat steps 3-6 for each one.

Microsoft Outlook 2003 - 2007

• Add the two ProofHQ "from" adresses to the Safe Senders list in Outlook
• Remove any existing ProofHQ emails from your Junk E-mail folder and any "from" addresses from the Blocked Senders list

For new ProofHQ emails

1. Click Options on the Tools menu.
2. Click Junk E-mail under E-mail on the Preferences tab.
3. Click Add on the Safe Senders tab.
4. Copy and paste the first "from" address or just the domain name (the rest of the name after the @ sign) in the Add Address or domain box.
5. Click OK. The address is added to the list.
6. For the second "from" address, repeat steps 3-5.

For existing ProofHQ emails

1. Click the Junk E-mail folder in the Navigation Pane.
2. If there are any ProofHQ emails in the folder, right-click each email, select Junk E-mail, and then click Mark as Not Junk.
3. You will now find those ProofHQ emails in your inbox.

1. Click Options on the Tools menu
2. Click Junk E-mail under E-mail on the Preferences tab.
3. Click the Blocked Senders tab.
4. If any ProofHQ addresses are in the list, click each one and then click Remove.

Windows Live Hotmail

• Add the two ProofHQ "from" addresses to the Safe Senders list in Windows Live Hotmail
• Remove any existing ProofHQ emails from the Junk e-mail folder and any "from" addresses from the Blocked Senders list

For new ProofHQ emails

1. Click Options in the top right corner of your mailbox page.
2. Click More options.
3. Click Safe and blocked senders under Junk e-mail.
4. Click Safe Senders.
5. Copy and paste the first "from" address or just the domain name (the rest of the name after the @ sign) into the Sender or domain to mark as safe field.
6. Click the Add to list button. The address appears in the list.
7. For the second "from" address, repeat steps 4-6.

For existing ProofHQ emails

1. Click Junk under Folders on the left side of the page.
2. If there are any ProofHQ emails in this folder, open each email and click the Not junk link.
3. You will now find those ProofHQ emails in your inbox.

1. Click Options in the top right corner of your mailbox page.
2. Click More options.
3. Click Safe and blocked senders under Junk e-mail.
4. Click Blocked Senders.
5. If any ProofHQ addresses are in the list, select each one and click the Remove from list button.

Yahoo Mail

• Add the two ProofHQ "from" addresses to filters to have Yahoo Mail send ProofHQ email to your inbox
• Remove existing ProofHQ emails from the Spam folder

For new ProofHQ emails

1. Click Options in the top right corner of the Mail page.
2. Click More options.
3. Click Filters on the left side of the page.
4. Click Create or edit filters.
5. Click Add on the Filters page.
6. Give the filter a name.
7. For the From header rule, select the contains option and copy and paste the first "from" address or just the domain name (the rest of the name after the @ sign).
8. Click Choose Folder and select Inbox.
9. Click the Add Filter button. The filter appears in the Filters list.
10. For the second "from" address, repeat steps 5-9.

For existing ProofHQ emails

1. Select the Spam folder from the left side of the Mail page.
2. If there are any ProofHQ emails in the folder, select each email and click the Not Spam button.
3. You will now find those emails in your inbox.

1. Click Options in the top right corner of the Mail page.
2. Click More options.
3. Click Spam on the left side of the page.
4. If any ProofHQ addresses or domain names appear in the Blocked Email Addresses section of the Spam page, select each entry and click the Remove button.