Managing Junk Mail

The amount of unsolicited email received by many people in the University has reached unacceptable levels. This mail takes up valuable resources, both in storage space and staff time for deletion, and in many cases causes offence. Computing & Library Services have therefore introduced the use of junk and spam email filters. The software checks all incoming mail as it arrives at the University and, according to rules that have been set in the system, ranks the mail from normal to spam.

If the mail is categorised as spam the words "*Suspected JUNK email" are added to the subject line. It does not filter out all spam: the levels that we have set are not very aggressive and you will still receive some unwanted mail that has not been identified as "JUNK". The system can be set up to reject specified categories of mail but we have not set this option, therefore no mail is being rejected.

What does this mean for you? Rules can be set up in Outlook (your mail client) that will automatically place any emails with "*Suspected JUNK email" in the subject line into a folder. Thus the amount of mail in your Inbox will be reduced. You can then periodically review the Junk Items folder and delete all the items.

For instructions on setting up the folder and rule select one of the links below:

• How to create a Junk Mail Folder
• How to set up a Rule in Outlook 2000
• How to maintain the Junk mail folder

How to create a Junk Mail Folder

Step 1

From the Inbox in Microsoft Outlook select File, Folder, New Folder. The Create New Folder window will be shown on your screen.

In the Name box type in Junk. Make sure that the Folder Contains box has Mail Items in it.

In the Select where to place the folder box, hold the mouse over Mailbox - (Your Name) and left click the mouse so that it is highlighted (see the diagram below).

Step 2

Click on the OK button and you will be asked if you want the shortcut to be placed on your Outlook Bar. Click on No and the folder will appear in your folder list on the left hand side of the screen.

How to set up a Rule in Outlook 2000

Step 1

Select Tools, Rules Wizard from the menu bar. The Rules Wizard box will appear on your screen.

Click on the New button and you will be taken step by step through the stages of creating a rule.

Step 2

Select Move messages based on content, as shown below.

Click Next.

Step 3

In the Rule description box click on specific words.

The Search Text box will appear on the screen.

Step 4

Type in *Suspected JUNK Email and click on the OK button.

Click on the OK button when you have added the words you wish to use. You will be taken back to the Rules Wizard screen.

Step 5

In the Rule description box click on specified.

Step 6

You will get the option to select which folder to move the mail to.

Select the Junk folder that you created earlier and click on OK.

Click Next.

Step 7

Select Move it to the specified folder.

Click Next.

Step 8

The Rules Wizard screen should now appear asking you to Add any exceptions (if necessary).

Do not select any values from this screen.

Click Next.

Step 9

Specify a name for the new rule.

Ensure that Turn on this rule is ticked.

Click Finish.

Step 10

Click OK, to complete the task.

How to maintain the Junk mail folder

• Items stored in the Junk mail folder, will count toward your overall mailbox storage space.
• You should check/empty the Junk mail folder regularly - assuming the messages are actually junk.
• If you receive frequent messages from the same sender, please inform Computing & Library Services, ext. 3737.