Filtering with Outlook

From ITS Wiki

Centre's Barracuda SPAM gateway uses a variety of tests to analyze mail message contents and tags messages suspected of being spam. Items that are determined to be SPAM are automatically deleted and items that "may be" SPAM are "tagged" and delivered to your inbox. Most of these "tagged" messages are SPAM and you may want to filter them off to a folder other than your inbox for later inspection. The messages that have been "tagged" have had the work "SPAM" added to the beginning of their subject lines to make filtering easier.

Below you will find instructions for automatically filtering these messages if you're using Outlook XP. These instructions will also work for later versions, but the screen shots presented are from the XP version of Outlook.

To set-up the Spam filter, Open up Microsoft Outlook XP.

1. Open Outlook
2. Create a New Folder called SPAM under your Inbox.
   1. Right click on your Inbox and choose "Create new folder" from the list.
   2. In the Name: field type SPAM and click OK at the bottom.
3. Next, go to Tools < Click on Rules Wizard.
4. Create a new rule by clicking on the New button. Choose Start from a Blank Rule and select the "Check messages when they arrive" option. Then Click Next.
5. On the "Which Conditions do you want to check" screen, scroll down the list and choose "with specific words in the message subject ". Once that is checked you will see a hyperlink in the text area below.
6. Click on the hyperlink named "specific words" and when a new dialog box appears type in: [SPAM]
7. Next Click the Add button and then Click OK. You can now Select the Next button and move on to the next screen.
8. In the "What do you want to do with the message" screen, Click the "move it to a specific folder" option and Select the SPAM folder as the "specified folder"
9. Then Select the Next button and Click Next again (because you don't want to add any exceptions to this rule).
10. Make sure you Select the "Run this rule on messages already in the Inbox" option and then Click Finish. You can now Click the OK button and you have successfully set-up your SPAM folder.

Note: Outlook's Junk Email is no longer necessary. All of your SPAM messages should be delivered to the SPAM folder and it is necessary to regularly clean out your SPAM folder. Failure to do so, will slow down your connection and also reduce the amount of space you have available on the mail server. Should you have any questions, please contact ITS at ext. 5575.