Outlook (Part 1)

Dealing with Junk Email

Who doesn’t hate spam and dealing with it is annoying and tedious and it is actually costing you money in time and productivity caused by the break in concentration.  Spam is unsolicited and almost always tracking your privacy by singling your reading of the email.  

Luckly you have an IT Administrator to take care of all that spam using policies and security protocols right?  You don’t, OK there is still plenty you can do to help yourself.  Here is a basic guide to help you out with simple tasks to automate and help protect you against spam.    

Junk email options

Outlook (Part 1) 1

Outlook has this wonderful feature called Junk allowing you to automatically place unsolicited email into your Junk folder to keep your inbox clean.  I’m sure you have seen the link at the top of outlook before.  Here are a few tips.

  • You can simply highlight an email and press the Junk button and select Block Sender.  This will place the email and all future emails from this sender into the junk folder automatically. 

  • The Junk Email Options section allows you to configure a little deeper with options to block email from certain countries but more importantly allows you to add entire domain to block.  As an example if you add the domain ‘spammer.com.au’ to the Blocked Senders list,  email from any address coming from anyone @spammer.com.au will automatically be blocked.
  • Alternatively you can add a domain to the Safe Senders list and this domain will never be blocked Example ‘networkz.com.au’  It pays to check these every once and a while. 

Creating Rules

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Rules are great for automation of all kinds of tasks in Outlook, if you have never used them, they can do almost anything you can imagine in Outlook. One item they do partially well is to sort email and we can use them to automatically delete unwanted email. 

The interface is a little confusing at first however if you jump straight into the Create Rule menu, it will all become clear.

Rules use a logical set of conditions to work.  
If a condition is met –> do this.
So we will jump into the Advanced Options and set-up a rule.

Below is an example of a rule to permanently delete spam

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The first condition is to select what it is we are dealing with, in this case I want to select email from Samual Mazzeo. 
I could also select another option here such as the subject or words contained with the email body however for this spam, i want to delete all email from this sender than select Next

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The next condition asks what i would like to do with email from this sender.  in this case I want to permanently delete it. 
Ignore the warning you get regarding deleting email and also ignore the tick next to stop processing more rules.
The next window will offer any further exceptions to this rule, I didn’t ad it here because there are no exceptions.

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Finely give the rule a name for your own reference and ensure you Turn on this rule and optionally you can run the rule now.  Select Finish and you have a rule that will always delete email from this spammer.

Rules are a great way to deal with junk email in situations where you don’t have an IT Admin looking after your computers and network. 

The automate tasks that would otherwise interrupt your day or possibly cause issue with your PC and in many cases Junk just compounds into a larger problem.