Emails in Sent Folder I Didn’t Send

TL;DR

Yes, emails can appear in your sent folder even if you didn’t send them directly. This usually happens due to compromised accounts, email rules/filters, or problems with email clients and servers. Here’s how to check and fix it.

1. Check for Account Compromise

1. Change your password immediately: Use a strong, unique password that you don’t use anywhere else.
2. Enable two-factor authentication (2FA): This adds an extra layer of security to your account. Most email providers offer this – Google, Microsoft, Yahoo etc.
3. Review recent activity: Check your email provider’s security settings for a log of recent logins and activity. Look for any suspicious locations or devices you don’t recognise.

2. Investigate Email Rules & Filters

Email rules can automatically copy (and sometimes move) emails to your sent folder, even if you didn’t initiate the send.

1. Check your email provider’s settings: Look for a section called “Rules”, “Filters” or something similar.
2. Review each rule carefully: Pay attention to rules that might be copying emails based on sender, subject, or other criteria.
3. Disable suspicious rules: If you find any rules that are causing the problem, disable them temporarily to see if it fixes the issue.

3. Examine Email Client Settings (Outlook, Thunderbird etc.)

Sometimes, your email client might be configured incorrectly, leading to emails being sent without your direct action.

1. Check “Send Later” options: Some clients allow you to schedule emails to be sent at a later time. Make sure no emails are scheduled that you don’t remember creating.
2. Review Auto-Reply settings: An auto-reply could be sending responses and appearing in your sent folder. Disable it if not needed.
3. Check for third-party add-ins or extensions: Some add-ins can send emails automatically. Try disabling them one by one to see if any are the cause.

4. Server-Side Issues (Less Common)

In rare cases, there might be a problem with your email provider’s server.

1. Check your email provider’s status page: See if they are reporting any known issues or outages.
2. Contact support: If you suspect a server-side issue, contact your email provider’s support team for assistance.

5. Check for Malware

Malware on your computer could be sending emails without your knowledge.

1. Run a full system scan: Use a reputable antivirus program to scan your computer for malware.
2. Update your antivirus software: Make sure your antivirus definitions are up-to-date.

6. Forensic Investigation (Advanced)

If you’re technically inclined, you can examine email headers to trace the origin of suspicious emails.

1. View Email Headers: Most email clients allow you to view the full email header. Look for information about the sending server and IP address.
2. Trace the IP Address: Use an online IP lookup tool to find the location associated with the sender’s IP address. This can help identify if the email originated from a suspicious source.
   Example of viewing headers in Gmail:

   Open the email > Click the three vertical dots (More) > Show original

7. Report Phishing Attempts

If you believe the emails are part of a phishing attack, report them to your email provider and any relevant authorities.