Article: vtkb2699.htm
Difficulty: Easy
Time to Complete (minutes): 20
Last Updated: Mar 23, 2007

Question:

How do I create a rule in Outlook 2003 for Windows 2000/XP that will filter unwanted e-mail messages from my VT Mail account?

Answer:

The best way to avoid unwanted e-mail (also known as spam) is to protect the privacy of your e-mail address. This article offers a tactic for filtering unwanted messages using header information once your address has become known to those who send mass mailings. For more information about techniques for handling unwanted messages, see the Unwanted E-mail at Virginia Tech page. (http://www.computing.vt.edu/email_and_calendaring/vt_mail/unwantedemail.html)

The Virginia Tech mail servers tag all incoming e-mail that they suspect to be unsolicited messages (also known as spam) with a special header string beginning with "X-Junkmail" or "X-JunkMail". To filter messages with this header, create a new folder. Then, using the Rules Wizard tool, create a rule that puts messages with the "X-Junkmail:" or "X-JunkMail:" header into that folder. To do this:

Important: Mail must come through the Virginia Tech mail servers in order to apply this rule. These instructions will not work if you forward your VT Mail messages to an outside mail account, such as Yahoo! or Hotmail.
  1. From the File menu, select New, and then select Folder.
  2. In the Name text box, type a name for the folder.
  3. From the Folder Contains drop-down list, select Mail and Post Items.
  4. Select where you would like to place the folder.
  5. Click OK.
  6. If you wish to add a shortcut to the new folder on your Outlook Bar, click the Yes button.
  7. From the Tools menu, select Rules and Alerts.
  8. Click the New Rule button.
  9. Select the Start From a Blank Rule option.
  10. Select Check Messages When They Arrive.
  11. Click Next.
  12. In the Which Condition(s) Do You Want to Check list, place a check in the With Specific Words in the Message Header check box.
  13. In the Rule Description box, click the Specific Words link.
  14. In the Specify a Word or Phrase to Search for in the Message Header text box, type: X-Junkmail:
  15. Click the Add button.
  16. In the Specify a Word or Phrase to Search for in the Message Header text box, type: X-JunkMail:
    Note: Be sure to capitalize the letter "M". This distinguishes this rule from the first rule you created.
  17. Click the Add button.
  18. Click OK.
  19. Click Next.
  20. In the What Do You Want to Do With This Message list, place a check in the Move It to the Specified Folder check box.
  21. In the Rule Description box, click the Specified link.
  22. From the Choose a Folder list, select the folder you created.
  23. Click OK.
  24. Click Finish.
  25. From the Rule list, select the rule you just created.
  26. Click the Move Down button until the rule is at the bottom of the list.
  27. Click OK.
Important: Be sure to check the contents of your junk mail folder before deleting the e-mail messages. The mail system's spam filters may sometimes mark messages that you wish to receive as junk mail.