Dealing with Unwanted Email.....

Step-by-step instructions on how to set up a Rule to automatically filter unwanted messages into a separate folder, so you can check them easily before deleting them.

Before you do this, you should set up a folder in your Mailbox for unwanted email.

Create A Folder for Unwanted Email

1. Open OWA and make sure you can see your Folder list.

If not, click on the Show/Hide Folders button.

2. Highlight the top folder with your name on it. Right click on it, and select New Folder.

3. Give your new folder a name. For this example, we will name it Spam. Then click OK.

You will now see it in your folder list.

 

Create a Rule

Now set up a rule to send all unwanted messages directly to your Spam folder.

1. Click on Rules at the bottom left of the screen.

2. On the next screen, click the New button to create a new rule.

3. Enter a Rule name of 'Spam'.

4. In the Subject contains box, enter text that you often see within spam email subject lines. For this example, we are using *****SPAM*****.

5. Ensure 'Move it to the specified folder' is checked, then click on the word specified. A new window will open as below:

6. Highlight your Spam folder, then click OK.

7. When your screen looks exactly like this, click on Save and Close at the top left.

This rule will now send all new messages with *****SPAM***** in the subject line directly to your newly created Spam folder. You should check this folder regularly in case any genuine emails that you may need have been classified as Spam.

Remember to empty this folder regularly so that it doesn't fill up your space in your Mailbox on the server. To do this, highlight all the messages, and press Shift and Delete.

Filtering Junk Email

OWA2003 also allows you to "filter" unwanted messages. To turn on this feature, click the Options shortcut in the Navigation Pane. Under Privacy and Junk Email Prevention, check the Filter Junk Email box. Click the Save and Close button on the toolbar.

You can also specify addresses and domains that you want to receive messages from and those that you do not want to receive messages from by doing the following:

1. Click the Options shortcut in the Navigation Pane.

2. Under Privacy and Junk Email Prevention, check the Filter Junk Email box.

3. Click the Manage Junk Email Lists button.

4. In the View or Modify List box, do one of the following:
-To add addresses or domains that you want to receive messages from, select Safe Senders.
-To add addresses or domains that you do not want to receive messages from, select Blocked Senders. (Messages received from addresses or domains on this list will be sent to your Junk Email folder.)

5. Click the Add button.

6. Enter an email address or internet domain.

7. Click the OK button.

8. When you are finished, click the OK button.

9. Click the Save and Close button on the toolbar.