Spam Filtering HOWTO For Microsoft Office 2003 The instructions below are for Microsoft Outlook 2003 users to set up SPAM e-mail filtering for their e-mail Inbox. If you are not sure which version of Microsoft Outlook you are using: Choose Help About Microsoft Office Outlook from the Outlook menu bar About Microsoft Office Outlook dialog box opens. The version you are using displays at the top of this dialog box 1 Junk E-mail folder Microsoft Outlook 2003 normally has a folder called Junk E-Mail that can be used to store SPAM e-mails before deleting them. This folder should display in your All Mail Folders list when your inbox is open. If you have a Junk E-mail folder it will display in the All Mail Folders list, under your Mailbox If the folder does exist, then please proceed to step 2 Save the Spam Filtering Rule on the next page. If the folder does not exist, then follow the steps a-g below: a) Right-click on your Mailbox in the All Mail Folders list in the Navigation pane b) Shortcut menu opens c) Click on New Folder in the shortcut menu
d) Create New Folder dialog box will open e) Type Junk E-Mail in the Name: box Type Junk E-mail in the name box f) Click on the OK button g) The Junk E-mail folder will now display in your All Mail Folders list 2 Save the Spam Filtering Rule a) Open the notification e-mail containing these instructions b) Right-click on the Spam2003.rwz attachment and choose Save As from the shortcut menu c) Save attachment dialog box opens navigate to a folder and save the file. It is important that you make a note of where you have saved this file, so you can proceed to the next step. 3 Import the SPAM Filtering Rule into Microsoft Outlook. a) Click on your Mailbox in the All Mail Folders list in the Navigation pane b) Outlook Today screen opens in the Content pane c) Choose Tools Rules and Alerts from the menu bar Then choose Tools, Rules and Alerts from the menu bar. Click on your Mailbox in your All Mail Folders list, to open Outlook Today
d) Rules and Alerts dialog box opens e) Check that the E-mail Rules tab is at the front of this dialog box f) Click on the Options button on the toolbar Check that the E- mail Rules tab is at the front of the dialog box, then click on the Options button g) Options dialog box will open. Click on the Import Rules button and navigate to the location where you saved the Spam2003.rwz file in step 2 on the previous page. h) Click on the Spam2003 file i) Click on the Open button, then click on OK in the options dialog box j) You are returned to the Rules and Alerts dialog box k) The top half will display the e-mail filtering rules that you already use l) The bottom half will display the imported spam rule description as shown in the example below. m) Click on the Spam folder link in the Rule description pane The imported spam rule will display in the description pane. Click on the Spam folder link.
n) A dialog box now opens displaying your mailbox folder list o) Click on the Junk E-mail folder p) Click on the OK button q) Look at the e-mail filtering rules in the top half of your Rules and Alerts dialog box and make sure that the X-Spam-Status:Yes rule displays a tick in its checkbox Check that the X- Spam-Status: Yes rule displays a tick in its checkbox. r) Click on the Apply button. (If you see the error incomplete rule or similar repeat steps m)-p) above) s) Click on the OK button to close the Rules and Alerts dialog box Important Notes about the SPAM filtering solution When you have imported the rule it will check e-mails as they come into your inbox and automatically move flagged spam e-mails to the Junk E-mail folder. If your inbox contained existing flagged spam e-mails prior to importing the rule, reopen the Rules and Alerts dialog box from the Tools menu, click on the Run Rules Now button on the toolbar. In the Run Rules Now dialog box, click in the checkbox for the X-Spam- Status rule. Existing spam e-mails will be moved to your Junk E-mail folder once you click on the Run Now button at the bottom of this dialog box. Click on the Close button and then the OK button to close the Rules and Alerts dialog box when finished. The SPAM e-mail filtering solution does not delete any e-mails; you are the only person who can do this. You must periodically empty the Junk E-mail folder. If the e-mails are not deleted from this folder, it could grow very large and impede the correct operation of Microsoft Outlook.
Sometimes, though rare, spam filters will mark a good e-mail as a spam e-mail. This is why you should always review SPAM e-mails before deleting them. Experience has shown that no spam filter is 100% perfect at marking all spam e-mails. Seeking Further Assistance. If further assistance is required in setting up and using SPAM e-mail filtering, contact the ITS HelpDesk on x2108 or your local IT section.