Create a Spam Rule in Outlook 2010
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1 Create a Spam Rule in Outlook 2010 Last Revised 11/30/2010 By Jonathan Payne
2 Introduction This spam rule will filter messages sent to your mailbox and direct them to a specific folder based on certain criteria. This handout outlines how to create a spam rule in Outlook 2010 based on the spam score assigned by the mail filter, which uses the letter s to indicate how likely a message is spam. The more times the letter s appears in the spam score, the more likely it is to be spam. For example, a message with a spam score of sssss is more likely to be spam than a message with a spam score of sss. This rule will also filter messages that have been tagged as {SPAM?}. View Message Header Information A message header is used to trace the path a message takes from when it is sent to when it is received and can be useful when dealing with spam messages. To view the header information of a message follow these steps: 1. Open the Outlook client and login. 2. Double-click on a message to open it. 2. Double-click Here 3. Left-click on the File button. 3. Left-click Here Page 2
3 View Message Header Information (cont.) 4. Left-click on Properties. 4. Left-click Here A Properties window will appear similar to the screenshot below. The Internet headers section at the bottom of the window contains all of the message header information. Page 3
4 View Message Header Information (cont.) 5. Left-click on the scroll buttons to locate the SPAM score. Note: To locate the SPAM score look for X-TAMU-CC-MailScanner- SpamScore: and look at how many times the letter s appears. This message got a spam score of ssss. 5. Left-click Here Page 4 End of Section
5 Create a Spam Rule 1. Open the Outlook client and login. 2. Left-click on the File button. 2. Left-click Here 3. Left-click on Manage Rules & Alerts. 3. Left-click Here Page 5
6 Create a Spam Rule (cont.) 4. Left-click on New Rule. 4. Left-click Here 5. Left-click on Apply rule on messages I receive. 6. Left-click on Next. 5. Left-click Here 6. Left-click Here Page 6
7 Create a Spam Rule (cont.) 7. Left-click on the check box next to with specific words in the message header. 8. Left-click on specific words in the Step 2 section. 7. Left-click Here 8. Left-click Here 9. Type the following: X-TAMU-CC-MailScanner-SpamScore: sss Note: This text is case-sensitive and needs to be typed exactly as it is shown above. Also note that there is a single space after the colon. 10. Left-click on Add. 11. Left-click on OK. 9. Enter Text 10. Left-click Here 11. Left-click Here Page 7
8 Create a Spam Rule (cont.) 12. Left-click on Next. 12. Left-click Here 13. Left-click on the check box next to move it to the specified folder. 14. Left-click on specified in the Step 2 section. 13. Left-click Here 14. Left-click Here Page 8
9 Create a Spam Rule (cont.) 15. Left-click on the Junk folder. 16. Left-click on OK. 16. Left-click Here 15. Left-click Here 17. Left-click on Finish. 17. Left-click Here Page 9
10 Create a Spam Rule (cont.) 18. Left-click on Apply. Note: This rule will apply to new incoming messages. If you have messages that you have already received you can left-click on the Run Rules Now button. If not, left-click on OK. 18. Left-click Here If you left-clicked on the Run Rules Now button the Run Rules Now window will appear. 19. Left-click on the check box next to X-TAMU-CC-MailScanner-SpamScore: sss to make sure the rule is selected. 19. Left-click Here Page 10
11 Create a Spam Rule (cont.) 20. If necessary, left-click on the drop down menu and select All Messages. 21. Left-click on Run Now. 20. Left-click Here (if necessary) 21. Left-click Here After left-clicking on Run Now, a progress bar will display indicating how much time it will take to run the rule. Note: Depending on how many spam messages you have in your inbox this could take a few minutes. Page 11
12 Create a Spam Rule (cont.) 22. Left-click on Close. 22. Left-click Here 23. Left-click on OK. 23. Left-click Here Page 12 End of Section
13 Empty the Junk Folder Since most spam messages will be filtered to the Junk folder after applying this spam rule it is important to empty this folder periodically. It is also important to browse through the Junk and Deleted Items folders before emptying them to make sure that a valid did not get flagged as spam. 1. Left-click on Mail. 1. Left-click Here 2. Right-click on the Junk folder. 3. Left-click on Empty Folder. 2. Right-click Here 3. Left-click Here Page 13
14 Empty the Junk Folder (cont.) 4. Left-click on Yes. 4. Left-click Here Items emptied from the Junk folder will be placed in the Deleted Items folder, which can be emptied the same way. Emptying the Deleted Items folder is also very important. Page 14 End of Section
15 View this and other helpful documents online: Direct Any Questions or Work Orders to the Faculty/Staff Computer Help Desk at extension 2692 Page 15
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