Woody's OFFICE 2003
Your independent info and preview of Office 2003
28 October 2003 - Vol 1 No.9
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Outlook 2003 Junk Mail filter
There's a lot been written about the Junk Mail / Spam filter in Outlook 2003, in this first of a two-part article we'll show you how to make it work and how you can configure it to suit you.
In the next issue we'll tell you why the Junk Mail filter isn't as great as some people are saying and what the real world problems are. We'll also show why you may be happier with one of the many anti-spam add-on products that are far more effective than the one in Outlook 2003.
The Outlook 2003 Junk Mail filter is based on the same technology that detects spam for MSN and Hotmail users. It looks at the words in each message (not just individual words but also their position and frequency) and compares it against known spam. In addition there's options you can set to nominate wanted and unwanted messages.
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From the menu bar select Actions > Junk Email > Junk Email Options, in the Options tab the main Junk Email levels or settings are displayed. You can choose from:
No - The main Junk Email filter is off, however there's still a blocked sender's list that will operate to move some messages to the Junk Email folder.
Low - This is the level we suggest you start with. It will trap common spam but some may slip through. On the other hand at this level there's less chance that some legitimate mail will be mistakenly caught as junk mail.
High - This level is more aggressive at trapping spam but with that comes the greater risk that regular mail could be sent to the Junk Mail folder and you miss it. It is recommended that you check your Junk Email folder often at this level.
Safe List - This is the highest level of filtering. All email is assumed to be Junk Mail and the only exception is for messages from anyone in your Safe Recipients or Safe Senders list.
Junk Mail or Delete? - normally messages deemed to be junk mail are sent to a special folder of that name. You can choose to have the messages sent to the Deleted Items folder instead. Normally it's a good idea not to immediately delete filtered mail in case Outlook has mistakenly trapped something you want.
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There's three more tabbed sections in this dialog box that allow you to fine-tune the Junk Mail filter.
Safe Senders
Here you can define anyone that you want to receive email from. It can be a single email address like [EMAIL PROTECTED] or an entire domain like dagg.com. The latter useful for accepting any email from a company you're working with.
Self-serving tip: Add woodyswatch.com to the safe senders list to make sure your Woody's Watch ezines aren't caught in the Outlook 2003 Junk Mail trap.
The most important option is at the bottom 'Also trust email from my Contacts'. This deems any email addresses in your Contacts folder to also be Safe Senders. So adding someone to your Contacts ensures their email doesn't disappear.
Safe Recipients
If you have multiple email addresses coming into Outlook 2003 (either different accounts or email aliases) you can specify one or more of those to be exempt from Junk Mail filtering.
Blocked Senders List
The blocked senders list always operates regardless of the Junk Mail setting. The only way to turn this feature off is to have nothing in the list.
In practice this feature isn't much use for filtering spam because spammers regularly change the From: address in their messages. However it can be useful for removing messages from people who insist on writing to you but you don't want.
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New Junk Email?
Has some Junk Email slipped past your Junk Email filter into your Inbox? You can add this email's sender/domain to your Blocked list so you will not receive any more Junk Email from this sender/domain again.
In your Inbox (or other folder) right-click the unwanted message. In the pop-up menu that appears, click Junk Email then 'Add Sender to Blocked Senders List'. You have added this sender to your Blocked Senders List, and will not receive email from them again.
But as noted above, spammers regularly change addresses so this is of little practical value.
Not Junk Email?
Has the Junk Email Filter moved some of your regular mail into the Junk Email folder?
Go into your Junk Email folder, it's a good idea to check the results of any automatic filtering to make sure there's nothing you really did want.
Right-click the regular mail that you do not want to be treated as junk email. From the Pop-up menu that appears, select Junk Email then Mark as Not Junk…
In the window that appears, make sure the "Always trust email from '…' " box is Checked. If you want any email sent to the shown address to be not treated like junk email, check the box next to the shown address. If you are not sure then just leave this box unchecked.
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OFFICE 2003 TALK
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