How to Manage Emails and Spam in Outlook

How to Manage Emails and Spam in Outlook

Even thou Canada’s anti-spam legislation (CASL) came into effect July 1, 2014, spam still lives on. In an effort to manage emails and control spam, here are some Microsoft Outlook 2013 features to slow them down.

Here are some steps to take when using Microsoft Outlook 2013.

  1. Block Sender

Microsoft Outlook 2013 has a great feature called “Block Sender” that allows you to add intrusive spam to your Block Sender List and move it to the Junk Email folder.

How do I use Block Sender in Outlook 2013?

Select the spam email, right-click, choose Junk from the drop menu, and click Block Sender.

Or, Select Home > Junk > Block Sender. Outlook marks it and relocates it immediately.

 

How do I use Block Sender in Outlook 2013

How do I use Block Sender in Outlook 2013

 

  1. Configure a Blocked Sender list

It is very common that most people get a lot of spam from people trying to phishing or impersonating a legitimate organization.  Outlook 2013 allows you to add these bad email addresses to your Block Sender using multiple different categories including company, group, country, ISP and many other criteria.

How do I configure a Blocked Sender list in Outlook 2013?

Select Home > Junk > Junk Email Options and click the Blocked Senders tab. Click the Add button and enter a country code, a group domain, or a fake company (msppaypal.com).

 

How do I configure a Blocked Sender list in Outlook 2013

How do I configure a Blocked Sender list in Outlook 2013

 

  1. Use Rules for managing emails

Outlook 2013 and earlier versions have a feature called “Create Rule”.  This feature offers custom email management based on conditions that you define. These rules automate tasks and allows you to manage email in Outlook 2013 as to where to display emails in specific windows, move emails to other folders, and create alerts with custom sounds if required.

How do I configure rules for managing emails in Outlook 2013?

Select the email you want moved to another folder. Select Home > Rules > Create Rule.

In the dialog box, Outlook asks: When I get email with the selected conditions (From, Subject, Sent To) do the following: Display in New Item Alert Window, Play Selected Sound, or Move Item to Folder.

Outlook assumes you want to check all of the top boxes, but feel free to uncheck those that do not apply.

In the bottom pane, check the boxes that perform the actions you require, then click OK.

How do I configure rules for managing emails in Outlook 2013

How do I configure rules for managing emails in Outlook 2013

  1. Check spam folders

Not everything is 100% and sometimes the good emails get caught in the spam folder. Check your spam folders often especially if you are expecting not receiving an email that you are expecting.  If not consult with your Tech Support Services or Managed IT Services provider. Also, you may want to check your corporate email policies in the Office 365 management portal as part of your Cloud Services.

 

Looking for more information on managing emails and spam? 365 iT SOLUTIONS is a leading IT consulting firm in Toronto.

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