--- title: "Exclude calls and emails from Gong" slug: "exclude-calls-and-emails-from-gong" updated: 2026-02-18T15:08:22Z published: 2026-02-18T15:08:22Z --- > ## Documentation Index > Fetch the complete documentation index at: https://help.gong.io/llms.txt > Use this file to discover all available pages before exploring further. # Exclude calls and emails from Gong > **Who can use this**: Tech admin > > **Available on**: Any Gong plan > **Where to go:**Admin center > Settings > Data protection & privacy Set up exclude lists to define which web conference calls and emails Gong does not record or import. These lists help prevent internal, private, or non-business conversations from being imported to Gong. Exclude lists are evaluated before Gong records calls or imports emails. ### Define internal domains Internal domains identify which domains belong to your company so Gong can recognize employees across calls and emails, even when they use different company domains. **To define internal domains:** 1. Go to **Admin center > Settings > Data capture > Data protection & privacy**. 2. In **Internal domains**, enter each internal domain on a new line. 3. Click **Save**. #### How internal domains are used - **For emails:** When all participants belong to internal domains, Gong does not import the email. - **For web conferences:** Gong evaluates the email addresses of meeting participants. Internal domains help Gong determine whether a meeting is internal and should not be recorded. ### Configure exclude lists for web conference calls Exclude rules for web conferences prevent Gong from recording and importing meetings that match defined criteria. These rules are evaluated before a meeting is recorded. **Exclude web conference calls and telephony calls:** 1. Go to **Admin center > Settings > Data capture > Data protection & privacy**. 2. In **Meetings and calls to exclude from capture**, click **Edit** and add to the following lists: #### Email domains Enter each domain on a new line or separated by a comma. Meetings aren’t recorded when: - A participant has an email domain included in the list. - A participant has a part of a domain included in the list. For example, if you add [acme.com](http://acme.com) to the list, and a participant’s email address is [user@sub.acme.com](mailto:user@sub.acme.com), the meeting won’t be imported. - The list is case insensitive. #### Email addresses Add email addresses to the list as follows: - Enter a full email address to exclude meetings that include that address. - Enter a suffix without a period to exclude all email addresses with that suffix, for example `gov` to exclude meetings that include participants with `.gov` email addresses. This applies to both recorded and non-recorded calls. - If the participant with the excluded email address is BCCd, the email will be imported. #### Words in meeting title Define the list as follows: - Add words or phrases on a new line or separated by a comma. - Use quotation marks (“) to match whole words. For example, adding **HR** also matches words like **three**, so meetings with **three** in the title won’t be recorded. Adding “HR” excludes only meetings with the exact term HR. Meetings aren’t recorded when: - A word in the meeting title exactly matches a word in the list. Matching is not case sensitive. - The word appears in the meeting title. > [!NOTE] > Note: > > Ad hoc recordings bypass exclude rules and are always recorded. ### Exclude emails Scroll to **Emails to exclude from import**, click **Edit** and define the following: #### Domains Add domains on a new line or separated by a comma. Emails aren’t imported when: - The email domain of at least one participant has a domain or part of a domain that is listed. For example, if you add [acme.com](http://acme.com) to the list, and a participant’s email address is [user@sub.acme.com](mailto:user@sub.acme.com), the email won’t be imported. - Mark **Exclude known non-business related domains** to exclude emails with domains in Gong’s built-in domain list, in addition to your custom list. This list has more than 150 domains and is useful if you’re a B2B company that communicates exclusively with work emails. > [!NOTE] > Note: > > If this option is checked, any emails from these domains that were already imported will be deleted. #### Email prefixes - Add each prefix on a new line. Emails with these prefixes won’t be imported to Gong. - Check **Exclude known non-business related domains** if you don’t want emails with a prefix from Gong’s built-in list of prefixes to be imported to Gong. #### Email addresses Add each email address you don’t want to import emails from to a new line. #### Words in email subject - Add words to exclude emails with these words in the subject from being imported to Gong. Add each word on a new line. Phrases can have one or more words, and will match “as-is” with a phrase found in the subject. This field is not case sensitive. - Use quotation marks (“) to match whole words (same “HR” example as above). For example, if you enter **please ignore**, Gong will not import emails with the following subjects: - Please ignore - Confidential - please ignore - Please ignore this message However, Gong will import emails with the following subjects: - Ignore - Please look into this - Please do not ignore ### How matching works - Gong scans only the subject line - Matching is not case sensitive - Phrases must match exactly as entered ### Default email exclusions Gong excludes certain emails automatically such as: - Bounced email notifications - Emails marked as not to import - Emails sent only between internal domains - Outlook emails marked as Personal or Private - Emails from system or spam-related prefixes ### How changes to exclude lists are applied #### When adding to exclude lists - Gong immediately stops importing matching emails - Previously imported emails that match are removed - Future scheduled meetings are not recorded - Existing recorded or live meetings are not removed #### When removing from exclude rules - New emails and meetings are evaluated using updated rules - Existing emails are not reprocessed - Web conference cache refresh can take up to 1.5 hours During cache refresh, meetings that should be recorded may be missed. 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