How to Manage Spam and Junk Email SLOCOE uses several technologies in an attempt to control spam. Due to the nature of how Spam is created and sent it is always a case of being one step behind. Nevertheless, there are some things you can do to help control Spam. Daily Email Summary All users get a Daily Email Summary delivered to their inbox. The Daily Email Summary is our first, and most effective, line of defense. The Daily Email Summary contains all Spam, Virus and Good messages received in the last 24 hours. The Subject line in your email will look like this: Opening this email you will see your Daily Email Summary: There are 3 main sections in your Daily Email Summary and each section has a different function: Spam Emails Received Virus infected messages received: Good Emails Received Spam Email Received The left side of the Spam Emails Recieved section details the sender, subject, date and reason the email was blocked. The right side shows the actions you can take; Deliver Once or Allways Allow.
Use the sender, subject, date and reason the email was blocked to determine if the message is spam. If it is spam then do nothing. If it is not spam then and you wish to always receive mail from the sender then click the Always Allow link. If you are unsure and would like see the email then click the Deliver Once link. If after reviewing an email you decide that it isn t spam then return to the Daily Email Summary and click the Always Allow link otherwise do nothing. Virus Emails Received This section is informational only and there are no actions that can be taken. If you believe there is a message in theis setion you need please contact Tech Services. Good Emails Received The left side of the Good Emails Received section details the sender, subject, date and reason the email was allowed. The right side shows the action you can take; Always Block. Use the sender, subject, date and reason the email was allowed to determine if the message is Good. If it is Good then do nothing. If you determine a Good message to be Spam or just do not want to receive further message from the sender then click the Always Block link. In addition to the above features the Daily Email Summary also allows you to view all spam messages received since the Daily Email Summary was last generated and for the last twenty-one days. In the top section of your Daily Email Summary click the link as shown: By clicking on this link you will be taken to a web page displaying all spam messages being held on the server.
If this is your first time clicking the link or you are on a computer other than your own you will need to login: Enter your full SLOCOE email address and password. Select SLOCOE from the Authentication Source drop down. Optionally check the Remember Me box if using your own computer or device. Click Login. By default the Spam Summary displays messages from today. By clicking the drop down menu you can select filters of Yesterday, Last 7 Days and Custom (up to 21 days back from today).
Listed from left to right the Spam Summary report details are the message Attachments, who the message is To, who the message is From, the message Subject, the reason the message was blocked (Details) and when the message was Received. Note: Clicking any column heading will cause the report to sort by that column. Use the To, From, Subject, Details and Received details to determine if the message is spam. If it is spam then do nothing. If it is not spam then select the check box in the far left column and from the drop down box that appears at the top of the column select an action. If you are unsure of the email select Forward Only to view the email. If you want to continue to receive emails from the sender then select Mark Not Spam. The email will be immediately delivered. Note: You can select muliple check boxes on the page before selecting an action. Lastly, you can use search box on the right side of the screen to find specific messages:
Junk E-mail In addition to the Daily Email Summary there is another spam control option available to all users the Outlook Junk Email filter. The Junk E-Mail folder contains email that our mail server has determined to be spam and is available to both Outlook client and Web Mail users. Note: This is an important folder to check when you can t find an email you were expecting. If there are unread messages in the Junk E-mail folder you will see a number in parenthesis to the right of the folder name. Outlook Client: Outlook Web Mail:
Open the Junk E-mail folder to view the messages. If a message is good then right-click the message and select Junk E-mail from the list. Next choose one of the three highlighted options: Add Sender to Safe Senders list: This option will move mail marked as Junk by the mail server to your inbox in this instance and all future instances. Add Sender s Domain to Safe Senders List: This will move all mail from the senders domain marked as Junk by the server to your inbox in this instance and all future instances. Mark as Not Junk: Messages marked as not junk are moved to your Inbox or to the folder in which they were stored previously. When you mark a single message as Not Junk, you are prompted to add the sender or mailing list name to your Safe Senders List or Safe Recipients List.
If all of the messages are spam you can right-click the Junk E-mail folder and select Empty Junk E-mail Folder. If you find junk or spam email in your inbox or any other folder don t just delete it. Always add junk or unwanted mail to the Blocked Sender s List. By adding unwanted or junk mail to the Blocked Sender s List you will build a personal list of these messages that Outlook will filter into the Junk E-mail folder for you.
You can also manage your Junk E-mail Options. In Outlook client right click any message and select Junk E-mail > Junk E-mail Options. In web mail choose Options > See All Options from the menu in the upper right. From the Options page choose Block or Allow.
On the Block or Allow page you can set your Junk Email Settings:
Panda The last of our various spam control tools is Panda. Panda is our Ant-Virus, Anti-Malware, Anti-Spam and Anti-Phishing software. For the purposes of spam control this software is only available on computers that use a network domain login. Additionally, you will only find Panda controls in Outlook client not Web Mail. Outlook client users will find a folder named Spam in their folder list. Like noted previously if there is a number next to this folder then you have unread spam. Open the folder to view the items Panda has marked as Spam. Using the Panda tools on your menu bar you can control your Spam. If the message in the folder is Spam then do nothing. If it is not Spam then click the green check mark. If you find spam in your regular mail folders click the red minus sign. Despite the use of these tools the important tool in preventing spam is you. A lot of spam is generated from lists of email addresses from unscrupulous sites. While it is not usually easy to identify these site a general rule would be that if it does not directly pertain to work then DO NOT give them your email address.