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Setting up Email Spam Filters using Microsoft Outlook
The following is a summary for using message rules to help manage SPAM by sorting incoming Email using Microsoft Outlook. Note: If you are using MS Outlook Express, the two programs are very different so click here to see the correct instructions.
This example was done using Microsoft Outlook 2000. Your procedure may vary due to version differences.
- Click 'Tools' at the top of Microsoft Outlook, then select 'Rules Wizard.'
- The 'Rules Wizard' window will appear. Click 'New.'
- 'Check messages when they arrive' should be highlighted by default. Make sure that it is, and click 'Next.'
- Do not select anything on this screen. Just click 'Next' and see the next step.
- A box will appear asking "This rule will be applied to every message you receive. Is this correct?" Click 'Yes.'
- Select 'move it to the specified folder.'
Then scroll down to the bottom of the list and select 'stop processing more rules.'
Now click 'specified' in the 'Rule description' box, and it will ask you to choose a folder.
- 'Personal Folders' should be selected by default. Click 'New' to create a new SPAM folder.
- Type the word 'SPAM' in this window, and click 'OK.' See the next step.
- A window may appear asking 'Would you like a shortcut to this folder added to your Outlook Bar?' You will most likely want to select 'No.'
- You should now see the same window from Step 7, but with the added 'SPAM' folder. Click 'OK.'
- Your window should now look like this. Click 'Next.'
- At the moment, this SPAM rule will catch all of your email, and move it from your Inbox into the SPAM folder. We need to tell it which email is okay to keep in your Inbox so that you can read it easily.
Click "except with specific words in the recipient's address," then in the 'Rule description' box below, click where it says 'specific words.' Proceed to the next step.
- In the 'Search Text' box, enter '@berkshire.net'. This will keep any mail addressed to your email address @berkshire.net in your Inbox for easy reading. This will also keep important announcements which are sent to all members of BerkshireNet, in your Inbox. All other unwanted mail will be moved into the SPAM folder.
Note: If you also use email through your website (email@example.com), or any other email address using Microsoft Outlook, follow the instructions at the end of this page.
- Now to specify a name for this rule, type 'SPAM' in the first box. If you currently have a lot of junk mail in your Inbox, select the option to "Run this rule now on messages already in 'Inbox'." This should clear it all out into the SPAM folder when you click 'Finish.'. Make sure that your 'Rule description' matches what is shown below, and that there is a check mark beside 'Turn on this rule.'
- Now, if you also use email through your website (firstname.lastname@example.org), or any other email address using Microsoft Outlook, follow the instructions below.
If BerkshireNet is your only email address, and you only have one account with us, simply click 'OK' and your SPAM filter will be ready to go.
The above system will help distinguish E-mails that have been sent directly to you, from most of the SPAM.
WARNING - There is a possibility that messages you DO WANT to read could be moved to the SPAM folder. You may want to check the messages in the SPAM folder on occasion to see if you did actually want one or more of them.
You should find that there are few that fall into this category, such as mailing lists you intentionally subscribed to. Additional filters can be set up to organize those as well.
Now that you have a feel of how a message rule is created, you can create others. You can have several active rules on your mail program. Here are some ideas for other message rules:
- Where the subject contains MORTGAGE move it to the Deleted Items folder.
- Where the from line contains SOMEONE@WHATEVER.COM move it to the specified folder (i.e. To separate mail from your family, friends, or business)
- Where the message body contains 'OFFENSIVE WORDS' move it to the Deleted Items folder.
- If you have multiple e-mail accounts set up on the same computer:
Where the To or CC line contains Account1@berkshire.net move it to Folder1.
Where the To or CC line contains Account2@berkshire.net move it to Folder2.
Setting up filters for multiple email addresses with Microsoft Outlook.
The above instructions will work for as many email addresses you have set up @berkshire.net. However if you also use email through your website (email@example.com), or any other non-BerkshireNet email address using Microsoft Outlook, follow these instructions.
- You should still see the window shown below. If this window is not still open, please click on Tools, then select 'Rules Wizard' (as shown at the top of the page).
Currently, this message rule will filter out all email not addressed to you @berkshire.net, and move it to the SPAM folder. To duplicate this for other email addresses, click 'Copy' and a second rule, 'Copy of SPAM' will appear below it.
- Now select the 'Copy of SPAM' and click 'Rename.' Type in the new name for your second rule, such as 'SPAM2' which we will use in this example.
- Click 'OK', then click the check box beside 'SPAM2' to activate the new rule.
- Now, click on @berkshire.net and box will come up. Replace 'berkshire.net' with the name of your domain, so it now reads '@your-domain.com' for example.
- Click 'OK' and your new rule will be complete. It should look like this.
Click 'OK' again, and your new rule will be saved. Now, all email that is not addressed to either @berkshire.net or @your-domain.com will be moved to the SPAM folder. Be sure to check the SPAM folder once in a while to make sure any email you DO want does not end up there.
If you have additional website or other email addresses to set up, repeat the last 5 steps for each.
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