Setting up the Mail Sort Function in Outlook Web App

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1 Organization for Information Management and Communication Setting up the Mail Sort Function in Outlook Web App For Faculty and Staff You can set up certain behavioral patterns regarding how your Outlook Web App (OWA) deals with incoming mail. Customize these parameters using Inbox Rules. For instance, you can make it so that messages of a certain type are moved or copied to specific folders of your choosing. You can also specify in Inbox Rules that certain types of messages are automatically deleted. The following will describe how you can set up your OWA s Inbox Rules to automatically route mail labeled [SPAM] or [TRASH] into the folder of your choice. Although there are many ways you could customize this function, let's say you want to route your mails labeled [SPAM] and [TRASH] to the spam mail folder. Here s how you do it: First let's review the meaning of the labels [SPAM] and [TRASH] which the University System has already included in the subject headers of the mail it has deemed as junk mail. [TRASH]... Mail that the system thinks might be spam. [SPAM]... Mail that the system is pretty darn sure is spam. For more information regarding how the University Information System deals with spam mail, please refer to the Dealing with Spam and Other Unwanted Mail of the User s Guide section of the ICT System Information ( Points to Consider Regarding the Sorting of SPAM Mail The previous section described how to set up your OWA Inbox Rules to route mail labeled [SPAM] or [TRASH] into the Spam Mail folder. Although your initiation of Spam Mail sorting will direct any mails you receive from no on labeled [SPAM] or [TRASH] into your Spam Mail folder, it will not redirect any mails you received previously to setting up this function. All mail routed to your Spam Mail folder will remain there until you manually delete it. Before you delete the mail in your Spam Mail folder, we recommend you look over all messages to make sure you are not deleting anything of importance. If you find a mail that the University s automated junk mail labeling system mistakenly designated as [SPAM] or [TRASH], please bring it to the University s attention by writing to the following address: Setting up the Mail Sort Function in Outlook Web App <For Faculty and Staff> - 1 / 6

2 Select Options from the Gear menu. From under Options select organize . Click inbox rules and then the + icon. Within the + menu, select: Move messages with specific words in the subject to a folder. Setting up the Mail Sort Function in Outlook Web App <For Faculty and Staff> - 2 / 6

3 Click Enter words. Within the Text box, type "[TRASH]". Click the + icon. Make sure you are entering this in normal English text and not the full-width Romaji of the Japanese character set. Setting up the Mail Sort Function in Outlook Web App <For Faculty and Staff> - 3 / 6

4 In the list entitled "specify words or phrases", check to see that [TRASH] has been registered correctly. Next, set up the word [SPAM] by performing the same process you used to register the word [TRASH]. As with [TRASH], make sure you are entering [SPAM] in normal English text and not the full-width Romaji of the Japanese character set. Verify that the words [TRASH] and [SPAM] are both included in the list entitled "specify words or phrases". Click OK. Setting up the Mail Sort Function in Outlook Web App <For Faculty and Staff> - 4 / 6

5 Click Select one. To filter out spam mail from the rest of your Inbox, make a folder called Spam Mail. If you already have a folder for spam mail, you do not have to perform this step. Click on the heading labelled with your name (right above "Inbox"). Click on new folder. Setting up the Mail Sort Function in Outlook Web App <For Faculty and Staff> - 5 / 6

6 A text box to label the folder will appear. Label the folder "Spam Mail". Click OK. When the window pictured below appears, simply click save. If you followed all of the above steps correctly, your system should now be configured so s labeled [TRASH] and [SPAM] will be routed automatically into your Spam Mail folder. Setting up the Mail Sort Function in Outlook Web App <For Faculty and Staff> - 6 / 6

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