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Support & Assistance: Email Filtering

Mail Filtering For Microsoft Outlook

This document will show you how to create "filtering rules" in Outlook Express or Outlook. This will allow Outlook to automatically send certain types of e-mail into folders that you can choose. This may be useful to help you to deal with SPAM or Virus infected messages.

Launch Outlook and on the menu bar select "Tools", "Rules Wizard".

Step 1

Select the type of rule you wish to create. In this example, we wish to filter emails as they arrive to your inbox, so we select "Check Messages when they arrive".

Select which e-mail condition to which you wish to apply the new rule. This example will direct all e-mails containing the word "{SPAM?}" in the subject to be sent to a folder named "Spam". Click in the box next to the line "with specific words in the subject".

To add words or phrases that we want to use, click on the underlined text entitled "specific words". This will open a box that allows us enter the words we wish to use to filter out Spam and Virus infected email. We therefore add the following keywords: {Spam?}, {HighScoreSpam?} & {Virus?}.

You should now have a list of terms as in the below example. Click OK.

When we click next, we are now asked what we wish to do with the messages that will be filtered out. We recommend one of three options:
1) Move the messages to a Spam folder that you review and empty as often as you wish
2) Delete it, placing the message in the Deleted Items folder
3) Permanently delete the message, removing it fully from your email program

Despite our best efforts, there is always the possibility that a genuine message is marked as Spam by accident, and we therefore recommend that you move the messages to a "quarantine" folder for a week or two before deleting them to avoid the complete loss of an important email.

Click on the "specified folder" link and select the appropriate folder for your messages. If you do not have a folder already created, you can do so now. Click OK.

You can add exceptions to this filtering rule at this stage. It is not necessary, but if you are finding certain emails that, (from a particular sender for example) are being marked as Spam, you can add a condition whereby messages from that sender are not placed in your quarantine folder.

You now need to give your rule a name and switch it on. To test it out, you can check the "Run this rule now..." option which will filter any emails already downloaded.
We recommend you monitor your quarantine folder carefully for the first week or so to ensure the filtering is working as expected.

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