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6 ways to manage emails and manage spam in Outlook



Spam lives on, despite all our efforts to get rid of it – but Outlook has some features to slow it down. Here are some things everyone can do, plus some tips for working within a business Outlook system.

1. Use Block Sender Regularly

Use Outlook's Block Sender feature to add intrusive spam to your Block Sender List, then move it to the Junk E-mail folder. This works great if you receive less than a dozen emails a day.

Select the spam email, right click, choose Junk from the drop down menu and click Block Sender . Or select Home > Junk > Block Sender . Outlook highlights it and immediately moves it.

  00 Block Sender JD Sartain

Use Block Sender regularly to automatically add the senders to the Junk E-mail folder.

2. Set a list of blocked senders

If you get a lot of spam from a single ISP or country, or from a phishing group impersonating a legitimate organization, such as Yahoo6.com, epaypal.com, or an email from Wellsfargo with an EarthLink address (hbird80@earthlink.net), you can add these bad actors to your Block Sender list by company, group, country, ISP or other criteria. Select Home > Junk > Junk Email Options and click the Blocked Senders tab. Click the Add button and enter a country code, a group domain or even a fake company (epaypal.com).

As the examples in this dialog show, you don't need wildcards to block all email from a group or company. Just enter the group name, preceded by the @ sign, or the name only. Click OK > Apply > OK . Task completed.

  01 Block Senders List JD Sartain

Use Block Senders List to block groups, countries and fake companies.

If you try these techniques, if you still get spam from some of the companies or individuals you have preciously blocked, using wildcards may be the solution. This technique takes up the challenge that hackers are always inventing new email addresses to spam you. Instead of entering individual spam email addresses into your blocked senders list, just enter this & # 39; all-inclusive & # 39; email address at: *@*.com in the blocked senders list. Follow the instructions in the first three paragraphs of section 2 above and your spam problem should be resolved – or it will be, until the hackers write another program to bypass this solution.

3. Create Rules for Sorting, Moving, and More

Outlook has a feature called "Create Rule" that provides custom email management based on conditions you define in its virtual rulebook. Like macros, these rules automate repetitive tasks that you perform daily, such as telling Outlook which emails to show in specific windows, moving emails to other folders, and / or creating alerts with custom sounds.

Select the email you want to move to another folder. Select Home > Rules > Create Rule . In the dialog box, Outlook asks: When I receive e-mail with the selected conditions, (From, Subject, Sent to) do the following : Show in new item alert window , Play selected sound or Move item to folder. Outlook assumes you want to tick all three top boxes, but feel free to uncheck those that don't apply. In the bottom panel, check the boxes that perform the desired actions and then click OK .

In the following example (see image below): In example 1, this line says to mark all emails from: Comcast, with the subject line: "Your invoice is ready",
Sent to: xxx@chacha.com , then do the following: Play sound: Windows RingIn.wav and then Move to folder: Invoices must be paid. For Play Sound, click Browse navigate to the Windows / Media folder and then choose a sound from the list. For Move to Folder, click the Select Folder button and choose one from your hard drive's folder list.

In Example 2, all spam emails with subject: Jace and sent to: xxx@chacha.com are flagged and sent to the Junk Email folder. The subject line here contains too many words for a good match, so this box was unchecked.

  02 create rule JD Sartain

Use Create Rule for custom email management based on conditions you define. [19659024] 4. Rules Wizard (Advanced Options)

You can create rules that block spam – or set some other useful tasks – based on specific criteria you set.

For this example: UserKC receives many spam emails with attachments in its Inbox that are not addressed to its email address. In this case, the email was sent to someone named mikeal.victor98@gmail.com, but she received it. This is a common phishing scam that has escalated over time, so she decided to create a rule to automate a process that kills these spam attacks.

Select Home > Rules > Create rule . In the Create Rule dialog box, click the Advanced Options button.

In the dialog box Rules Wizard Outlook asks: “Which condition (s) do you want to check? Step 1: Select condition (s). "Scroll through the list and choose the conditions that apply to your unique situation. In this example, UserKC selected w here, my name is not in the To and w box which has an attachment Outlook specifies the conditions in the Step 2 box. Click Next .

  03 lines wizard1 create rule JD Sartain

Create rules that block spam, in addition to some other useful tasks, based on specific criteria you set. [19659015] In the second Rules Wizard dialog box, Outlook asks: What do you want to do with the message? Step 1: Select action (s). UserKC checked move it to the specified folder .

Note the underlined text here and in the Step 2 box: That means "click this link to complete this action" Click once, choose the folder "specified" ( junk e-mail) and then click OK. Outlook v adds this action to your rule and then redisplays the additional rule in a new Step2 box. Click on Next .

  04 lines wizard2 select action JD Sartain

Underlined text means that you click this link to complete this action.

In the third Rules Wizard dialog box, Outlook asks: Are there any exceptions? Step 1: select exceptions. UserKC decided to add a security exception: if the sender name / email address matches a record in my current address book, don't do anything. Check the exception box, click the underlined "specified" address book, select the contact list, and then click Add .

Note that the new Step 2 box contains all the lines you just created. If acceptable, click Finish . The Finish Rules Setup Wizard dialog box opens and asks you to provide a name for this rule (or actually a collection of rules). Enter a descriptive name, check the "Enable this rule" box, and click OK . Now all those mis-targeted phishing and spam emails go straight to your junk folder.

  05 rules wizard3 exceptions JD Sartain

Enter exceptions and name the rule.

5. Check spam folders often

Spam, phishing and blocking filters and the rules that apply to them are in multiple levels. In addition to the filters and rules that you create on your own computer, your email software, antivirus, Internet service provider, network administrator, individual supervisor, and possibly others, all have different systems to protect users from harmful and / or unsolicited communications. The often aggressive techniques that these systems use to filter out the trash can keep some legitimate emails from getting through.

Often check your spam folders at every level, especially if you expect communications that never appear. It is generally easy to access your spam folders at the ISP level, since most providers offer an email program with the service, including a spam folder. Individual company policies may not be as flexible or convenient. If you miss emails to determine if the contents of the spam folders are accessible and available to view, contact your network administrator. If not, ask your friends, colleagues and employees to follow their communication and call you if you don't respond in time. Or, if your company policy allows it, consider providing a second backup email address to track down those bums who stray into company traps.

This article was originally published March 12, 2015.

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