Managing Junk Mail
Managing Junk Mail
Managing Junk Mail
You can set up your mail file to control junk mail, such as bulk mail messages and spam mail. Managing junk mail improves your productivity by reducing the amount of mail you have to deal with. You can separate the unwanted messages from messages that you want by filtering messages by sender, subject and content.
Occasionally, messages that you want to read or keep are inadvertently filtered as junk mail. The Junk Mail folder allows you to view messages labelled junk and retrieve those that you want to keep. The Junk Mail folder also provides tools for managing blocked addresses, as well as the option for restoring blocked addresses.
Note Messages in the Junk Mail folder are automatically moved to Trash on the 9th of every month.
Block Mail from Sender
This feature allows you to filter incoming messages and move those from specific senders directly to the Junk Mail view. You can use this function in all Mail views and folders except for Sent, Rules, Stationery, and Follow Up.
To block mail from a specific sender
1. In your mail file, open a message from the sender whose messages you want to block. You can also block messages from several senders at once by selecting a message from each sender to be blocked.
2. Choose More - Deliver Sender's Mail to Junk. The Block Mail from Sender dialog appears, confirming the address to be blocked.
- Choose "Block mail from this sender (email@example.com)," where firstname.lastname@example.org is the sender of the message, to block mail from that specific sender.
- Choose "Block mail from any address that ends with (domain.com)," where @domain.com is the message's originating domain. Choosing this option blocks all mail from this domain, regardless of sender. Use this with care, as quite a number of faculty and staff have blocked all @vcu.edu mail.
Note This option is only available if the sender has an internet-style address rather than a Notes-style address.
3. Click OK.
All future incoming messages from this sender, as well as the selected document, will be added to the Junk Mail folder. If you have selected multiple messages, the confirmation dialog will be presented multiple
To unblock mail
In your Junk Mail folder, select the message(s) from the senders whose messages you no longer want to block and click More - Unblock Mail from Sender.
You can click the Manage List button:
HOW TO ADD A RULE TO AUTOMATICALLY PLACE MESSAGES FLAGGED AS [spam?]IN YOUR JUNKMAIL FOLDER
To create a rule
1. Open your mail database and in the navigation pane, click Tools and then Rules.
2. Click the New Rule button in the Rules view.
3. A new Rule document will display in the Rules view. Select the condition drop down and select Subject.
4. Type [spam?] in the data field. (This must be typed exactly with no spaces, all lower-case, and in square brackets.)
5. Select Add and the following selection criteria will be displayed:
6. Select a folder to which to move the [spam?] items. Click the Select button. A view of your folders will be displayed. Move the cursor to select the Junk Mail folder and click OK.
7. Your rule should look exactly like what is displayed below. If it does, then click OK.
8. Once the rule is created, you should see the rule displayed in your Rule view. Any new mail with [spam?] in the subject field will be moved automatically to your Junk Mail folder.
Stopping mail rule processing
When you define a series of mail rules, the rules execute in order. You can use a "stop processing" action when you set up mail rules, to stop the processing of all rules following the rule that contains the "stop processing" action. You can use the "stop processing" action alone, that is, as the only action in a mail rule, or you can use it with another action in a rule. Whether "stop processing" is one of a series of actions or one of a series of rules, no further action is taken after "stop processing" is encountered. The "stop processing" rule is especially useful when more than one rule could apply to a message, but you want execution of mail rules to stop after the first action is executed. For example, you can define the following rules:
WHEN Subject contains Marketing THEN Move to folder Marketing Information AND Stop Processing further Rules
WHEN Subject contains Sales THEN Move to folder Sales Information
In this example, if the subject line contains the subject "Marketing and Sales," the message is moved to the Marketing Information database, and then all rule processing stops. If the "stop processing" action is not present, the message is first moved to the Marketing Information folder, and then moved to the Sales Information folder when the second rule executes.
This article was updated: 06/26/2013