SPAM - how to deal with SPAM in your Webmail system
Posted by Larry Boychuk on 07 February 2011 02:17 PM

SPAM Maintenance

Thank you very much for hosting your web site and email accounts with us at Arvic Search Services’ Chilifish Web Hosting.

The basics of SPAM

No one likes to receive unwanted emails on a daily or hourly basis. SPAM is a drain on people’s time, patience and resources. That is why we have a SPAM filter set right on our servers that does filter most of the SPAM you receive.

No SPAM filter will be able to stop all the SPAM from your Inbox, however, if we catch 90% of the SPAM that will save you a lot of time and frustration.

There are 2 issues you may experience with the SPAM filter:

1)      Emails you want are ending up in the SPAM folder and not your Inbox

2)      Specific SPAM emails are still getting through to your Inbox

Whitelist/Blacklist Option

There is an option to Right-Click on an email message and have it added to either the Whitelist or the Blacklist. However, the Whitelist/Blacklist options are limited and therefore we feel that the better course of action is to set up a Rule to either Accept or Reject your email messages.

Creating Rules to handle your SPAM

The SPAM filter is set to detect Auto-emails, therefore, you may see that the e-zine newsletters you subscribe to, or your Facebook notifications, are getting sent to your SPAM folder. In most cases, adding the Sender to your Address Book in an email client program such as Outlook will take care of any subscription issues you have; however, it is common to have multiple email addresses for notifications. Those emails will not always be coming from the same sender, and adding them as a Contact or Whitelisting the email will not work effectively.

Conversely, if you experience a large number of emails with the same Subject Heading coming into your Inbox, you may want to set up a Rule so that those can be blacklisted to your SPAM folder and not received in your Inbox. Spammers do not send from the same email address, therefore, setting up a simple Rule to only block one email address will not block the Spammer. In addition, setting up a Rule for each individual SPAM email that comes into your Inbox, may not be time effective either. We would only suggest spending time setting up Rules if you receive numerous SPAM emails with the same subject, and same content. I.e. if you were getting blitzed with 20 “Premiere Online Casino” in one day, you may want to take the time to set up a rule. However, the Spammer will move on to a new Subject heading and new email address headers each day.

 

Set up a Mail Rule:

The following instructions are for our Webmail Interface, however, many email client programs such as Outlook or Outlook express also support using Rules as a way to organize your Inbox.

Login to your User Webmail Account. http://mail.domainname.ca/ (Login in a new Browser so you can follow these Step-by-Step instructions)

Go to the Tools Navigation Menu

Select Rule and click on Add

Title- create a Title for your Rule, i.e. Facebook Notification Rule

Within the Conditions Tab click on Add

 

Conditions Tab

The first dropdown box you see has the following options:

From: this is to constrain by the email address. If using this option, only include the domain name of the email address. I.e. ”facebook.com” instead of noreply125789526@facebook.com

Subject: use this if your emails have consistent subject headings. Select a few keywords that will be contained in the Subject heading.

Any Message Header: this is the preferred selection. This will look for any of your keywords or options anywhere in the Message Header. Use keywords such as “Cialis”, “Viagra”, Casino, etc.

Now continue on to the Actions Tab

Actions Tab

Select Message and either Accept or Reject depending on if you are trying to have this email be Accepted to your Inbox, or Rejected from it.  

 

Click on OK. This will save your rule and bring you back to the Add Rule display box.

 

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