Simon Slick Simon Slick

 

Stop SPAM in its Tracks – It’s Easy

 

Finally getting tired of all that SPAM making a mess of your inbox?  Here's a way to auto-manage it by creating a “white” list of domains from which you are willing to receive email, and creating a rule in your email application that automatically moves all other messages to a Junk Mail folder upon arrival.

 

I've been using this method at work for more than a year and recently started using it for my personal email as well.

 

 

Advanced Overview

 

Detailed Step by Step Illustrations

  1. Create a Junk Mail Folder
  2. Create a Domain White List Rule

 

 

Ø      Dealing with Mailing Lists

Ø      Auto Reply to Filtered SPAM

Ø      Example Domain White List

 

 

 

Advanced Overview (top)

 

1.      Create a new local folder named ‘Junk Mail’.

1.1.   In the ‘Folders’ list, select ‘Local Folders’.

1.2.   From the menu bar, select ‘File | Folder | New’.

 

2.      Create a ‘Domain White List’ mail rule that moves messages arriving from domains not in the white list to the ‘Junk Mail’ folder.

2.1.   From the menu bar, select ‘Tools | Message Rules | Mail…’.

2.2.   In the ‘New Mail Rule’ dialog, select ‘Where the From line contains people’ and ‘Move it to the specified folder’.

2.3.   Click the ‘contains people’ link and add all the domains you are willing to receive messages from.

2.3.1.      Click the ‘Options’ button and select ‘Message does not contain the people below’.

2.4.   Click the ‘specified’ folder link and select the ‘Junk Mail’ folder.

2.5.   Provide a name for the rule.  For example, ‘Domain White List’.

 

 

 

Detailed Step by Step Illustrations (Outlook Express 6) (top)

 

1.      Create a Junk Mail Folder (top)

1.1.     In the ‘Folders’ list, select ‘Local Folders’.

 

 

1.2.     On the menu bar, select ‘File’, ‘Folder’, ‘New…’.

1.3.     In the ‘Create Folder’ dialog, enter a name for the junk mail folder and select the folder in which you want to create the new folder.  For example, ‘Junk Mail’ at the root level of ‘Local Folders’.

 

 

 

 

 

 


 

2.      Create a domain white list rule to move unwanted messages to the junk mail folder upon arrival (top)

 

2.1.     On the menu bar, select ‘Tools’, ‘Message Rules’, ‘Mail…’.

 

 

2.2.     In the ‘Message Rules’ dialog, on the ‘Mail Rules’ tab, click the “New…” button.

2.3.     In the ‘New Mail Rule’ dialog, select the following.

a.       In box 1, ‘Select the Conditions for your rule:’,
select ‘Where the From line contains people’.

b.      In box 2, ‘Select the Actions for your rule:’,
select ‘Move it to the specified folder’.

c.       In box 3, ‘Rule Description’, click on the ‘contains people’ link.

 

 

 

 

2.4.     In the ‘Select People’ dialog, do the following.

a.       Add all domains from which you are willing to receive mail from people.

b.      Click the ‘Options…’ button.

2.5.     In the ‘Rule Conditions Options’ dialog, select the following.

a.       1. ‘Message does not contain the people below’

b.      2. ‘Message matches any one of the people below’.

 

 

 

 

2.6.     Click ‘OK’ buttons to close the ‘Rule Condition Options’ and ‘Select People’ dialogs.

2.7.     Back in the ‘New Mail Rule’ dialog, in box 3, ‘Rule Description’,
click on the “specified” folder link.

2.8.     In the ‘Move’ dialog, do the following.

a.       Select the ‘Junk Mail’ folder (created earlier in step 1).

b.      Click the ‘OK’ button to close the ‘Move’ dialog.

 

 

 

 

2.9.     Back in the ‘New Mail Rule’ dialog, do the following.

a.       In box 4, ‘Name of the rule’, provide a name for the rule. 
For example, ‘Domain White List’.

b.      Click the ‘OK’ button to close the ‘New Mail Rule’ dialog.

2.10. Back in the ‘Message Rules’ dialog, click the ‘OK’ button to save the newly created rule and close the ‘Message Rules’ dialog.

 

 

 

 

 

 

 

Ø      If some messages you want are going to the junk mail folder, just add their domain to the list.  Or try moving the rule to either the beginning or end of the rules processing order list.  Also see the Dealing with Mail List Subscriptions section below.

 

Ø      If you’re sure you have all the domains in the white list from which you need to receive email you can even take it a step further and select not to even down load them, or deleted them, from the server instead of moving to the junk mail folder.

 

This same method can work for just about any email application with decent rule capabilities.

 

 

Dealing with Mailing Lists (top)

 

If you subscribe to mailing lists and don’t want to add all the domains of other subscribers to your domain white list, you can additionally select the conditions for your rule “Where the To line contains people” and add the domain for each mailing list you are subscribed to in this section of the rule and set the option to “does not contain”.  Note, this method effectively by-passes your domain white list and relies on the mailing list’s SPAM filtering.

 

 

Auto Reply to Filtered SPAM (top)

 

You may also wish to have an automated reply to filtered SPAM messages.

Select the actions for your rule “Reply with message” and provide the message you wish to be sent.

 

 

Example Auto Reply Message to Filtered SPAM

 

The message you sent was automatically filtered and deleted as being SPAM before reaching the intended recipient.

 

The message was not and will not be opened or viewed, nor will any future messages you send to this recipient.

 

Remove this email address from your distribution lists immediately.  Failure to comply may result in criminal prosecution to the fullest extent of the law.

 

Note:  Replying to SPAM is generally not recommended as it serves to validate your email address to the spammer and will likely result in being added to additional lists used by spammers, and even more SPAM.

 

 

Example Domain White List Rule (top)

 

Here is an example of the “Domain White List” rule for filtering SPAM.  Your rule should look similar but may vary depending on the conditions and actions selections you choose.

 

Apply this rule after the message arrives

Where the From line does not contain

'hotmail.com' or 'bendcable.com' or 'aol.com' or 'worldnet.att.net' or 'bendnet.com' or 'Verizon.com' or 'Yahoo.com' or 'home.com' or 'ix.net.com' or ‘zittware.org' or 'Freightliner.com' or 'PSS.Boing.com' or 'WebTrends.com' or 'med.va.gov' or 'us.IBM.com' or 'moab.off-road.com' or 'verizon.net' or 'ix.netcom.com' or 'earthlink.net' or 'attbi.com' or 'mindspring.com' or 'mcafee.com' or 'dell.com' or 'microsoft.com' or 'msn.com' or 'pirate4x4.com' or 'SuperFord.org' or 'PayPal.com' or 'yahoo-inc.com' or 'boeing.com' or 'Linksys.com' or 'onboardair.com' or 'syntrillium.com' or 'PASSPORT.COM' or 'washingtonadventurequads.com' or 'netzero.net' or 'ubspainewebber.com' or 'truckracers.com' or 'wacom.com' or 'kilbyenterprises.com' or 'broncofix.com' or '2bigbroncos.org' or 'sparrowrecords.com'

    and Where the To line does not contain

 '2bigbroncos.net' or 'bcdr@efn.org' or 'moab.off-road.com'

Move it to the Junk Mail folder

    and Reply with C:\Documents and Settings\xxx\My Documents\SPAM Auto Reply.eml

 

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