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.
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 (email@example.com), 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.
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: firstname.lastname@example.org , 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: email@example.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.