Create a Rule in Microsoft Outlook to Manage SPAM E-mail (based on Internet Header information)

Introduction

SPAM has grown into a massive problem nationally, as well as at the University of Wyoming (UW). It is estimated that SPAM now represents 40 to 60% of all e-mail.  In order to help combat SPAM for University students, staff, and faculty, Information Technology (IT) reviewed several SPAM filtering software alternatives.  Based on available support, features, and costs, PureMessage from ActiveState was selected to help manage the flow of SPAM e-mail at UW.

Although SPAM filtering software is well developed, even the most sophisticated software will occasionally label legitimate messages as SPAM. Therefore, you will notice some e-mail messages that are tagged as SPAM are e-mails you want to receive (e.g. magazine and newspaper updates, travel updates, and other subscribed services). Therefore, it is recommended that you review tagged messages before deletion. And, to avoid over-quota problems with your e-mail account, remember to periodically delete the unwanted SPAM messages after review.

The PureMessage filtering software applies a series of tests to each incoming e-mail. This series of tests determines the probability that a particular message is SPAM. E-mails with a probability of 50% or greater are tagged in the message's Subject line as such: [SPAM-L] for low probability, [SPAM-M] for medium probability, and [SPAM-H] for high probability that the message is SPAM. Additionally, e-mails with a probability rate of at least 20% displays this information in the Internet Headers section of each e-mail. The Internet Headers section of each e-mail lists the probability that an e-mail may be SPAM in percentage format (i.e. 50%) and as a series of X's, with each X representing 10% (i.e. XXXXX for 50%).

This document provides the steps necessary to create a rule in Microsoft Outlook 2000, 2002, and 2003 to move e-mails to a folder, based on the probability information (number of X's) located in the Internet Header section of each e-mail. This rule will be helpful in organizing possible SPAM e-mails based on any rate you choose regardless of whether the Subject line tag has been triggered or not. For information on creating a rule to move and organize e-mails based on their Subject line content, go to How to Create Folders and Rules for Moving Messages in Microsoft Outlook (www.uwyo.edu/askit/displaydoc.asp?askitdocid=227&parentid=1).

Users may opt-out of SPAM filter tagging at any time by e-mailing spam-filter-opt-out@uwyo.edu. Choosing to opt-out of UW SPAM filter tagging will remove both the Subject line tag from the e-mails you receive as well as the Internet Header information. Go to the SPAM at UW page (http://www.uwyo.edu/spam) for additional information.

Procedure

1. Creating a Folder in Microsoft Outlook 2000, 2002, and 2003

   NOTE: In Outlook 2003, you will likely already have a folder called Junk E-mail that is used by the Outlook 2003 internal junk e-mail filters. If you do, skip to section 2 of these instructions. If you do not, complete the steps in section 1 before proceeding to section 2.

   1. In Microsoft Outlook, select the File menu, point to New, and then select Folder.
       
   2. In the Create New Folder window, in the Name box, type in the name you would like to use for this folder.
      
      NOTE: To best illustrate these steps, the folder will be named Junk E-mail and will be  referred to as such throughout these instructions.
       
   3. In the Folder contains box, verify that Mail Items (or Mail and Post Items in Outlook 2002) is shown.
       
   4. In the Select where to place the folder box, click to highlight Mailbox - Your Name to place it at the main level on the Exchange server, or select any other location if you choose.
      
      NOTE: To prevent this folder and its contents from counting towards your quota on the e-mail server, it is recommended that you place the new folder within a Personal Folder which is located on your local computer and not on the server. For information on how to first create a Personal Folder in Microsoft Outlook, see How to Create Personal Folders in Microsoft Outlook(www.uwyo.edu/askit/displaydoc.asp?askitdocid=226&parentid=1).
       
   5. Click OK.
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      NOTE: To see the folder that has just been created, in the main Outlook window, you may need to select the View menu, and click Folder List.
   
   

2. Creating a Rule to Move SPAM E-mail to a Folder (based on Internet Header information)

   1. In Microsoft Outlook, select the Tools menu, and select Rules and Alerts (or Rules Wizard).
       
   2. In the initial Rules and Alerts (or Rules Wizard) window, click the New Rule (or New) button.
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   3. In the next Rules Wizard window, select Start from a blank rule (this step applies to Outlook 2002 and 2003 only).
       
   4. In the first box, click to highlight Check messages when they arrive, and click Next.
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   5. In the Which condition(s) do you want to check? box, select the with specific words in the message header check box.
       
   6. In the Rule description (click on an underlined value to edit it) box, click specific words.
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   7. In the Search Text window, type the exact word or phrase that you would like to relate the rule to, click Add, and click OK.
      
      NOTE: To best illustrate these step, all e-mails that have a 60% or greater probability of being SPAM will be moved to the folder. Therefore, the words Gauge=XXXX is used (XXXX = 40%).
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   8. Notice that Gauge=XXXX has now replaced specific words in the Rule description box. Click Next.
       
   9. In the next Rules Wizard window, in the What do you want to do with the message? box, select the move it to the specified folder check box.
       
   10. In the Rule description (click on an underlined value to edit it) box, click specified.
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   11. In the Choose a folder box, click to highlight the Junk E-mail folder, and click OK.
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   12. Notice that Junk E-mail has now replaced specified in the Rule description box. Click Next.
        
   13. In the Add any exceptions (if necessary) window, determine if there are any exceptions to this rule that you would like to make, and click Next.
       
       NOTE: You may want to exclude specific e-mail addresses or an entire address book from being affected by this rule regardless of their content. For instance, your manager or office associates, your friends and family, the entire UW Global Address List, etc.
        
   14. In the final window, in the Specify a name for this rule box, type a name to help you to recognize the rule you have created.
        
   15. Select the Turn on this rule check box.
        
   16. If you currently have messages in your Inbox that you would like this rule to apply to, select the Run this rule now on messages already in "Inbox" check box, and click Finish.
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   17. Click OK in the original Rules Wizard window. The rule will now be activated and if you selected it to, it will run against current messages in your Inbox.
   
   

3. Verifying the SPAM E-mail Rule is Working Correctly

   1. Open an e-mail that has been moved to the Junk E-mail folder. Select the View menu, and click Options. Browse through the Internet Headers section of the window to locate  Gauge= followed by a number of X's. Verify that there are at least four X's.
       
   2. Repeat these steps on a few e-mails that have been moved automatically to the Junk E-mail folder as well as a few e-mails that have not been moved to the Junk E-mail folder to verify the rule is working correctly.

Tips

1. Though the creation of general rules are very helpful to organize and sort your e-mails, it is possible for an e-mail that you would rather not have processed in that manner, to inadvertently get moved as well, based on the rules that you have created. To prevent specific e-mails with a commonality (i.e. from a specific person) from being moved or processed by your rules, an exception rule can be created. For instructions on creating an exception rule, go to How to Create an Exception Rule in Microsoft Outlook (www.uwyo.edu/askit/displaydoc.asp?askitdocid=230&parentid=1).
    

Reviewed: 0107 By: CD