Setting up Message Rules in Outlook Express
Setting up a Deletion Filter....
On the Outlook Express top-line
menu, select Tools > Message Rules > Mail...
Place checks in the "Where
the Subject line contains specific words" and the "Delete
it" OR "Delete it
from server" (See Note below) checkboxes in this window,
then click on the "contains specific words" link
in section 3 to open the next window.
Note: A word about the difference
between selecting "Delete it" and "Delete it from
server" in section 2 of the above window....
DELETE IT - This choice will cause all
messages to be downloaded from the email server to your computer
in their entirety when you check for new mail, at which time the
messages that fall within the filtering criteria will be placed
in your Outlook Express Deleted Items folder.
- Advantage: You have a chance to view
the contents of the Deleted Items folder before emptying it.
This allows you to retrieve a legitimate email that might have
arrived with enough asterisks in the Subject line to get it
- Disadvantage: If you routinely receive
a lot of spams you will have to wait while they all download
from the server, only to be moved into your Deleted Items folder
to await your deletion of them when you empty that folder.
DELETE IT FROM SERVER - This choice will
cause only the Headers of all messages to initially be downloaded
from the email server to your computer when you check for new
mail, at which time the headers will be scanned by your Message
Rules. Then, only those messages that are allowed according to
your Message Rules will be downloaded in their entirety from the
email server. The rest will be deleted from the server and never
downloaded to your computer.
- Advantage: If you routinely receive
a log of spams you will not have to wait while they all download
from the server. This will speed up the checking for new mail
- Disadvantage: Any messages that are
selected for deletion will never be seen and are irretrievable.
You will not have any opportunity to check to see if any legitimate
emails were included in the deleted batch.
You may want to select "Delete it" initially
to see how things go. Any legitimate emails that end up in your
Deleted Items folder could then be corrected by either adding their
addresses to your Exceptions rule or by increasing the number of
asterisks in your Deletion rule to make it less restrictive. Once
you have things fine-tuned, you could change the selection to "Delete
it from the server".
Type "Spam:****" (four
asterisks - without including the quotes) on the indicated
line and click the Add button. Note that you should select
the number of asterisks based upon your legitimate emails.
If you never receive legitimate emails with more than two
asterisks, for example, then you could use "Spam:***"
(three asterisks) instead of four.
Click OK to save your input.
Before clicking OK here, set the
Name of the rule to reflect the number of asterisks that
you entered in the previous step, then click OK.
You now have a Message Rule set
up that will delete any incoming emails with Subject lines
containing "Spam:" plus the number of asterisks
that you have specified. Your next step, if necessary, is
to set up an Exception rule for any legitimate emails that
you normally receive that contain more than your specified
number of asterisks in the Subject line. To do that, click
the New button on the above window and continue below.
Setting up Exceptions to your Deletion Filter....
Your Exceptions will be based upon
the From address of emails that you receive, so place checks
in the "Where the From line contains people" and
"Stop processing more rules" checkboxes, then
click on the "contains people" link in section
3 to open the next window.
To manually add an address, type
the address in the input line and click the Add button.
You can also add addresses to your
Exceptions list from your Address Book. Clicking the Address
Book button will open up the following window.
Click on addresses on the left side
to highlight them, then click the From button to add them
to your Rule Address list. When you have finished adding
addresses to the list, click the OK button to return to
the Select People window.
Once you have finished adding addresses
that will be excepted from deletion, click the OK button.
Now that you have created your Exceptions
rule, click OK to save your Exceptions rule and return to
the Message Rules window.
The final step is to move your Exceptions
Rule AHEAD of your Deletion Rule. THIS
IS VERY IMPORTANT! To do this, click on your
Exceptions Rule to highlight it, then click the "Move
Up" button to move it above your Deletion Rule in the
list of rules. Since multiple Message Rules are processed
in order, this will allow the Exceptions to be processed
before any deletions take place.
When done, click the OK button to
save your Message Rules.
Spam Filtering Information page.