SPAM Filtering

SPAM Filtering

Microsoft Exchange Online Protection is a built-in SPAM filtering tool that allows suspicious email to be tagged quarantined or deleted.

Your email is protected from the moment you receive your first message.  In UCC, any messages that are detected as SPAM are prefixed with **SPAM?** to allow you to identify SPAM more easily.  We recommend that you use rules within Outlook to automatically move these messages out of your inbox.  Be aware that it is possible for legitimate email may be tagged as SPAM and you may want to check your SPAM folder occasionally.

Create a Spam Rule in Outlook

1. Click the File tab.

2. In the right pane, click Manage Rules & Alerts.

3. In the Rules and Alerts box, on the E-mail Rules tab, click New Rule.

4. Under Step 1: Select a template, select the template that you want from the Stay Organized or Stay Up to Date list of templates. We recommend using "Move messages with specific words in the subject to a folder."


5. Under Step 2: Edit the rule description, click an underlined value. For example, if you click the specific words link, the search text box opens. 


6. Enter the string **SPAM?** and click add. 


7. Click OK.

8. Click Next

9. Under Step 2: Edit the rule description, click an underlined value for any specify folder, choose Junk Email and click OK. 


10. Click Next

11. Click Next twice more. 

12. Under Step 1: Specify a name for this rule, enter a name. 

13. Under Step 2: Setup rule options, select the check boxes for the options you want. 

  • If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in “Inbox" check box. 
  • The new rule is now automatically turned on. To turn off the rule, clear the Turn on this rule check box. 
  • To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box. 


14. Click Finish

Create Rules Based on Senders/Recipients of Messages

You can create a rule from any message. The advantage of this method is that rules are suggested based on the message sender or recipients. For example, when you start with a message, one rule that is suggested moves all messages from that sender to a folder that you choose. 

1. Click the message for which you want to create a rule, and then on the Home tab, click Rules. Suggested rules appear based on the message sender and recipients. 

2. Do one of the following: 

  • Click one of the suggested rules, click a destination folder, and then click OK
  • For more rules options based on the sender, recipients, or subject of the message, click Create Rule

If you chose Create Rule in step 2, the Create Rule box appears. Continue with the following steps. 

1. Under When I get e-mail with all of the selected conditions, check the boxes for the conditions you want. 

2. Under Do the following, check the boxes for the action you want the rule to take when the specified conditions are met. 

3. Check the Move the item to folder box. 

4. Click Select Folder and pick an existing folder or click New to create a folder to store the messages.
To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.  
Tip:   See Design a custom rule for more information. 

5. Click OK

Server-Based Rules VS. Client-Only Rules

There are two types of rules in Outlook — server-based and client-only. 

  • Server-based rules:    When you are using a Microsoft Exchange Server account, some rules are server-based rules. These rules run on your mailbox on the Exchange mail server, even when Outlook isn’t running. Server-based rules must apply to messages when they are first delivered to your Inbox, and the rules must be able to run until they are completed on the server. For example, a rule that specifies that a message be printed can’t run until it is completed on the server. If a rule can’t be applied on the server, it is applied when you start Outlook and then becomes a client-only rule. 
  • Client-only rules:    Client-only rules are rules that run only on your computer. These are rules that run in Outlook instead of on the Exchange server. Client-only rules can only run when Outlook is running. 

Tip:   If your list of rules contains both kinds of rules, the server-based rules are applied first, followed by the client-only rules.

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