TTUHSC Information Techonology
Home Information Technology Help Desk

Help Desk

Outlook Management: Junk E-mail Filtering


Microsoft Office - Outlook 2003

The amount of junk e-mail received in your Inbox can be reduced with HSC E-mail server-side and client-side (Oultook 2003) Junk E-mail filtering. For client-side junk e-mail filtering to function in Outlook 2003 with exchange profiles, Cached Exchange Mode must be enabled. If you choose not to use Cached Exchange Mode in Outlook 2003 and would like to take full advantage of client-side and server-side junk e-mail filtering, then you can enable junk e-mail filtering online in Outlook Web Access (OWA). See 'To enable Junk E-mail filtering in OWA'.

To enable/disable Cached Exchange Mode:
  1. From the Tools menu, select E-mail Accounts.
  2. The E-mail Accounts wizard window will open, select 'View or change existing e-mail accounts' and click Next.
  3. With Microsoft Exchange Server highlighted click Change....
  4. Then on the Exchange Server Settings screen, check the box next to 'Use Cached Exchange Mode' to enable it, or uncheck the box to disable Cached Exchange Mode. Then click Next.
  5. Then click Finish.
  6. You will need to exit and reopen Outlook 2003 to complete the changes.
To select the level of Junk E-mail filtering:
  1. From the Tools menu, select Options....
  2. The Options window will open, under the Preferences tab click the Junk E-mail button.
  3. Click Junk E-mail Options.
  4. Then under the Options tab select the level of Junk E-mail protection you would like.
  5. Click Apply and OK.
To mark a specific e-mail address as a junk sender:
  1. Find a message from the sender in your Inbox or other folders.
  2. Right-click the message.
  3. Point to Junk E-Mail, and then click Add Sender to Blocked Senders List.
To review or delete e-mail senders on your junk e-mail list:
  1. From the Tools menu, select Options....
  2. The Options window will open, under the Preferences tab click the Junk E-mail button.
  3. Select the Blocked Senders tab.
  4. You can review, add, edit, or remove entries from the list.
To mark a specific e-mail address as a safe sender:
  1. Find a message from the sender in your Junk E-mail or other folders.
  2. Right-click the message.
  3. Point to Junk E-Mail, and then click Add Sender to Safe Senders List.
To review or delete e-mail senders on your safe senders list:
  1. From the Tools menu, select Options....
  2. The Options window will open, under the Preferences tab click the Junk E-mail button.
  3. Select the Safe Senders tab.
  4. You can review, add, edit, or remove entries from the list.

Microsoft Office - Outlook Web Access (OWA) [Premium] https://mail.ttuhsc.edu

To enable Junk E-mail filtering in OWA:
  1. Click on Options.
  2. Under Privacy and Junk E-mail Prevention, check the box next to Filter Junk E-mail. Check the Junk E-mail folder regularly to ensure that you do not miss messages that you want to receive.
  3. On the top bar of the Options screen click on Save and Close.
To mark a specific e-mail address as a junk sender:
  1. Find a message from the sender in your Inbox or other folders.
  2. Right-click the message.
  3. Click Add Sender to Blocked Senders List.
To review or delete e-mail senders on your junk e-mail list:
  1. Click on Options.
  2. Click on Manage Junk E-mail Lists....
  3. Under the drop down View or Modify list: select Blocked Senders.
  4. You can review, add, edit, or remove entries from the list.
To review or delete e-mail senders on your safe senders list:
  1. Click on Options.
  2. Click on Manage Junk E-mail Lists....
  3. Under the drop down View or Modify list: select Safe Senders.
  4. You can review, add, edit, or remove entries from the list.

TTUHSC Junk E-mail Rule

TTUHSC has a Junk E-mail Filter that you can apply to your Exchange account. This filter will move any messages determined to be possible junk e-mail to a folder other than your Inbox, such as a Junk E-mail folder. This will keep possible junk e-mail separate from your legitimate e-mail.

Important Notes:

  • Please keep in mind that there is not a 100% effective solution for getting rid of junk e-mail. However, this solution is very effective for filtering out most junk e-mail from your Inbox.
  • It is important to check your Junk E-mail folder periodically for items you may want, because it is possible for legitimate e-mail to be detected as junk e-mail.

To view the instructions for applying the Junk E-mail Filter to your account, please choose the version of Outlook that you are using:

Additional tips:

To create custom rules:

In addition to using TTUHSC's Junk E-mail Filter or blocking specific senders, you can create custom rules to filter out specific types of unwanted messages. Just as with TTUHSC's Junk E-mail Filter, we recommend that the rules you create are set to move messages from your Inbox to the Junk E-mail folder. You can also use any other folder you wish, but be sure to check this folder for legitimate content periodically. It is possible for e-mail you would like to keep to get filtered as junk e-mail.

Example: Deleting all message with "Jack-O-Lantern" in the message subject or body in Outlook 2003
  1. On the Tools menu, choose Rules and Alerts....
  2. Click New Rule.
  3. Select Start from a blank rule.
  4. Select Check messages when they arrive, then click Next.
  5. Click the check box for with specific words in the subject or body.
  6. In the lower window, click specific words.
  7. Type "Jack-O-Lantern" in the text box, then click Add and then OK.
  8. Click Next.
  9. Click the check box for move it to the specified folder.
  10. In the lower window, click specified.
  11. Under choose a folder: select Junk E-Mail and then OK.
  12. Click Finish, then click Apply and OK.
Example: Deleting all message with "Jack-O-Lantern" in the subject in Outlook Web Access
  1. Click on Rules.
  2. Then click New....
  3. Enter a Rule Name (optional).
  4. Next to Subject contains type "Jack-O-Lantern" in the text box.
  5. With Move it to the specified folder checked, click on the word specified.
  6. Select the Junk E-mail folder and click OK.
  7. Click Save and Close.
Download Free Adobe Reader Get Adobe Reader Adobe Acrobat Reader is required to view items marked with this icon:
Please click on the left image to download the free version.