Sickles Insight

Spam filtering will never be 100% accurate, but we can sure try to keep on top of the ugly situation! More than three people asked me questions this weekend pertaining to Microsoft Outlook and the built in junk e-mail filtering, so I thought it best that I jot down some quick notes concerning this topic.

Unsolicited emails (commonly referred to as spam) quickly become a nuisance and time waster in regular day to day business. Regardless of what email system you use, spam will inevitably find its way to you! Email systems are commonly supplied with a system designed to keep this spam from reaching you, but lets face it - spam filtering will never be completely accurate. The following are guidelines and instructions on how to configure junk email filtering within Microsoft Outlook 2003.

Remember, with any email system you should routinely check the mailbox where you are placing the suspected spam for legitimate messages that were incorrectly filtered. And now, moving on - How to configure Outlook’s Junk E-mail filter:

1. Launch Outlook, select the Actions menu and choose Junk E-mail then Junk E-mail options.
   • The Options tab allows you to choose the level of protection you want.
     • No Automatic Filtering - Junk E-mail filtering is turned off.
     • Low - This is the default level. While this level may not catch all of the junk e-mail, it is less likely to accidently send legitimate emails to the Junk folder.
     • High - This option will catch most junk e-mail but also has a high potential of sending legitimate emails to the Junk E-mail folder.
     • Safe Lists Only - This is the most restrictive option. It will only accept messages from people that you specify as being “safe” (see details below). All other messages will be treated as Junk E-mail.

     Warning! - The checkbox labeled Permanently delete suspected junk e-mail… will send messages that are considered to be junk directly to the Trash instead of the Junk E-mail folder. It is strongly recommended that you DO NOT USE this option.

   • Safe Senders-
     • This tab allows you to add email addresses or domain names (ex. ‘company.com’) of people that you trust as being “Safe”. This means that any email from one of these addresses or domains will never be treated as junk e-mail.
     • By default, persons in your Contacts list will be treated as “Safe Senders”.
   • Safe Recipients-
     • If you belong to any mailing lists, this tab enables you to add those addresses or domain names so that messages sent to those addresses are never treated as junk.
   • Blocked Senders-
     • Entering email addresses or domain names on this tab will treat any message from those addresses as junk.
     • If an email address or domain name is in both your Safe Sender/Recipient list and your Block Sender list, the “Safe” list takes precedence. This is to minimize legitimate messages from being considered junk.
   • All messages that are treated as Junk are automatically moved to the Junk E-mail folder.

Dealing with messages that are incorrectly filtered

1. If a junk email message is not caught by the filter
   1. Select the message in your mailbox, choose the Actions menu then Junk E-mail.
   2. Select the option that best fits your situation.
      • Add Sender to Blocked Senders list
      • Add sender to Safe Senders list
      • Add sender’s Domain (ex. ‘@company.com’)to Safe Senders list
      • Add Recipient to Safe Recipients list
2. If a legitimate message is marked as junk:
   1. Select the message in the Junk E-mail mailbox, choose the Actions menu then Junk E-mail.
   2. Select the option that best fits
      • Add Sender to Blocked Senders list
      • Add sender to Safe Senders list
      • Add sender’s Domain (ex. ‘@company.com’)to Safe Senders list
      • Add Recipient to Safe Recipients list
      • Mark as Not Junk
        • Selecting this option will move the message to your Inbox.
        • You will be asked if you want to always trust emails from that sender. In addition, you may be asked if you want to trust other addresses. These addresses maybe other individuals that received this message.

NOTE: Use the Microsoft Office Updates site to download the latest junk mail filtering updates for Outlook. The updates improve significantly on Outlook’s ability to filter unwanted e-mail.

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