Email and Spam Filters (Outlook 2000/XP)

Email filters can separate spam from your messages, or direct specific messages to specific folders. For example, newsletters and mail from discussion lists often contain content that fits enough rules to be tagged as spam. If you add filters to send newsletters and discussion group mail to their respective folders before filtering for spam, it will be easier for you to find those messages where you expect them. Here are general instructions for creating email filters in Outlook.

Creating a Spam Filter

  1. Click the Tools menu and select Rules Wizard....
  2. Click the New... button.
    Click the New... button.
  3. Select "Start from a blank rule." (Outlook XP only)
    Select 'Start from a blank rule.' (Outlook XP only) Highlight Check messages when they arrive. Click Next.
  4. Highlight "Check messages when they arrive." Click Next.
  5. Check "with specific words in the message header".
    Check 'with specific words in the message header'. Click 'specific words' in the Rule description box.
  6. Click "specific words" in the Rule description box.
  7. Enter "Gauge=XXXXX" in the text box (Enter one X for each 10 percent probability an email is spam. This example is for 50 percent probability.) and click the Add button. Click OK. Click Next.
    Enter 'Gauge=XXXXX' in the text box (Enter one X for each 10 percent probability an email is spam. This example is for 50 percent probability.) and click the Add button. Click OK. Click Next.
  8. Check "move it to the specified folder".
    Check 'move it to the specified folder'. Click 'specified' in the Rule description box.
  9. Click "specified" in the Rule description box.
  10. Select or create a new folder to move the messages to. Click OK. Click Next.
    Select or create a new folder to move the messages to. Click OK.
  11. Add any exceptions that you feel are needed. Click Next when finished.
  12. Name the rule and make sure the "Turn on this rule" box is checked. Click Finish.
  13. Click OK.

Creating Other Filters

  1. Click the Tools menu and select Rules Wizard....
  2. Click the New... button.
  3. Select "Start from a blank rule." (Outlook XP only)
  4. Select the type of rule you wish to create. Usually, rules are used to "check messages when they arrive." Click Next.
  5. Select the condition(s) you wish to check for. If you checked a condition that requires a value, click the underlined text in the rule description box in the lower half of the window. Enter the value(s) you wish to filter on. Click Next.
  6. Select the action(s) you wish to take with the message. If you checked an action that requires a value, click the underlined text in the rule description box in the lower half of the window. Enter the desired value. Click Next.
  7. Add any desired exceptions. This is optional. If you checked an exception that requires a value, click the underlined text in the rule description box in the lower half of the window. Enter the desired value. Click Next.
  8. Specify a name for the rule.
  9. Check the box labeled "Turn on this rule" (if it isn't already selected). Click Finish.

Ordering Filters

The order in which mail filters are processed determines where email finally resides. We recommend placing spam filters last, after filters for other uses. For example, your filter list might begin with filters to put departmental mail in separate folders. Next might be filters for newsletters, mailing lists, and vendor information. Last in the list would be your spam filters. If you decide to filter on more than one probability level of spam, filter the 90 percent probability first, then 80, then 70, and so on. That way, the email you do not want marked as spam will be filtered first and less likely to be marked as spam.

If you have created multiple rules, you can set the priority for executing the rules as follows:

  1. Click the Tools menu and select Rules Wizard....
  2. Highlight the rule on which you wish to change the order.
  3. Click the "Move Up" or "Move Down" button to increase or decrease the order of the rule. Rules at the top of the list will be executed first.
  4. When you have your rules ordered as you want them, click OK.

Some messages may fall under the conditions of more than one rule. After a specific condition is met, you may want to stop processing additional rules on the message. To manage processing in this manner, do the following:

  1. Click the Tools menu and select Rules Wizard....
  2. Select the rule you wish to work with and click the "Modify..." button.
  3. Click Next twice.
  4. Scroll down the list of actions. Check the box next to "stop processing more rules."
  5. Click Finish.
  6. Click OK.

If you have any further questions about email messaging or Exchange services, please contact the ATS Help Center at 294-8034.