Create a Rule in Outlook Web Access to Manage SPAM E-mail

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.

This document provides the steps necessary to create a rule in Outlook Web Access to move e-mails to a folder, based on the content in the Subject line of an e-mail. This rule will be helpful in organizing possible SPAM e-mails into a folder other than your Inbox that you can check on a regular basis and then delete the items.

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 the Subject line tag from the e-mails you receive. See the SPAM at UW page (http://www.uwyo.edu/spam) for additional information.

NOTE: These instructions are specific to Internet Explorer 5.5 and above on a computer running the Windows operating system. The Rules option in OWA is not available in other browsers or from other operating systems.

Procedure

1. Creating a Rule to Move SPAM Tagged E-mail to your Junk E-mail Folder

   1. In Outlook Web Access, click Rules in the Navigation Pane on the left hand side of the page.
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   2. In the Rules pane, click New in the toolbar.
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   3. In the Rule Name (optional) box, type the name you would like to use for this rule.
       
   4. In the Subject contains box, type [SPAM-H].
      
      NOTE: To create a rule that encompasses all three UW Spam tag lines ([SPAM-H], [SPAM-M], and [SPAM-L]), in the Subject contains box, type [SPAM-. Be aware that this rule will apply to all UW Spam-tagged e-mails and may be a bit more restrictive than what was intended. This rule can always be edited at a later date to make it more or less restrictive.
       
   5. Select Move it to the specified folder, and click the underlined specified within that option.
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   6. In the Move/Copy Item window, select the Junk E-mail folder, and click OK.
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   7. Click Save and Close in the toolbar.
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   8. Complete steps A through G for e-mails containing the Subject line [SPAM-M] and [SPAM-L] if you choose.
      
      
    

2. Verifying the SPAM Tagged E-mail Rule is Working Correctly

   1. Send yourself a test message that includes [SPAM-H] in the Subject line of the e-mail.
       
   2. Once received, the e-mail should have been immediately moved to the Junk E-mail folder.
   
   

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). An exception rule cannot be created in Outlook Web Access.
    
2. A rule can be edited at any time after it has been created. To edit a rule, click Rules in the Navigation bar, select the rule you would like to edit, and click Change Rule in the toolbar.

Reviewed: 0606 By: CD