How to use ISS email filtering service to remove spam with Outlook

1. How to use ISS email filtering service to remove spam with Outlook • Qin Li • ISS Email Service Coordinator • q.li@leeds.ac.uk

2. Objectives • Learn what is ISS email filtering service • Learn the format of spam tags • Learn how to set up a basic rule • Learn to set up exceptions • Learn how to refine rules

3. ISS email filtering service • A system to filter email coming to Leeds • Running PureMessage, an enterprise spam filtering software on dedicated servers • Tags each message with a spam rating • End users can use email client programs such as Outlook to control and remove spam messages

4. Format of spam tags • Where to find spam tags • [PMX:#...] indicator prefixed to Subject for messages rated over 50% spam probability • X-Perlmx-Spam special header • An example • Subject: [PMX:#####] Your free ticket to … • X-Perlmx-Spam: Gauge=XXXXXXXXXII, Probability=92%, Report="BIG_FONT, CLICK_BELOW, CTYPE_JUST_HTML, FROM_ENDS_IN_NUMS, HEADER_8BITS, …

5. Format of spam tags (cont’) • A specific header • X-Perlmx-Spam: • A gauge • Gauge=XXXXXXXXXII • A probability in percentage • Probability=92% • A report • Report="BIG_FONT, CLICK_BELOW, CTYPE_JUST_HTML, FROM_ENDS_IN_NUMS, HEADER_8BITS, …

6. Reveal tags in full headers • Open a message in Outlook • Click ‘View’ menu • Select ‘Options’ • You will see a window similar to the picture to the right • Look in the box ‘Internet headers’

7. Set up a basic rule in Outlook • Click ‘Tools’ and ‘Rules Wizard’ • You will see the Rules wizard window displayed • Click New button to start building a basic rule

8. Set up a basic rule in Outlook • Tick the radio button next to ‘Start from a blank rule • Select ‘Check messages when they arrive • Click Next button to continue

9. Set up a basic rule in Outlook • Tick the box next to ‘with specific words in the message header’ • Double click the under lined word ‘Specific words’ to continue

10. Set up a basic rule in Outlook • Type the exact trigger phrase in the search text field • Click Add button to add it to the search list. • Click OK to continue

11. Set up a basic rule in Outlook • Notice the trigger text is displayed in the Rule description box • Click Next button to continue

12. Set up a basic rule in Outlook • Tick the box next to the line ‘move it to the specified folder’ • Click under lined word ‘specified’ to open the folder list

13. Set up a basic rule in Outlook • Select ‘Spam’ folder, or click ‘New’ button to create a folder called ‘Spam’ • Click OK to continue

14. Set up an exception • Tick the box next to the line ‘except if send is in specified address book’ • Double click the under lined word ‘specified’ to continue

15. Set up an exception • Select ‘Contacts’ and then click ‘Add’.

16. Set up an exception • You will see ‘Contacts’ address book has been added to the exception • Click OK to confirm the exception

17. Finalise the rule configuration • Give a name to the rule if you don’t like the default • Tick ‘Turn on this rule’ • Click ‘Finish’ to complete the task

18. Refining rules (false positive) • Review the Spam folder • Find any messages falsely identified • Find the sender’s address of such messages • Add a new rule in front of the basic rule to allow this sender through • Or, add the sender to your contact list • Go to the top step and review again later

19. Refining rules (false positive) • Add a new rule to allow messages from a friend through • Tick the box next to the line ‘with specific words in the sender’s address’ • Click the underlined ‘specific words’ in the Rule description box

20. Refining rules • Add your friends’ email address to the list • Click OK to continue

21. Refining rules • You will see your friend’s email address is now in the rule. • Click Next button to continue

22. Refining rules • Tick the box next to the line ‘stop processing more rules’ • Press ‘Next’ button to continue

23. Refining rules • Make sure this new rule is in front of the spam rule • Use ‘Move Up’ or ‘Move Down’ button to reorder

24. Refining rules (false negative) • Still too many spam messages in the Inbox • Find any spam messages not identified • Find the probability rating in the full headers • Modify the existing rule to reduce the threshold, from initial 90% to 80% and then to low% (50% or even lower) suitable to the circumstances. • Or, add a new rule to filer by report tags • Review false positive and negative regularly

25. Summary • Learnt what is ISS email filtering service • Learnt the format of spam tags and where to find them • Learn how to set up a basic rule with rule wizard • Learn to set up exceptions by adding conditions to the basic rule or extra rules • Learn how to refine rules by reviewing Inbox and Spam folders

26. Further Information • ISS Documents • http://www.leeds.ac.uk/iss/documentation/email.html • How23, How24 and How25 • Appendix section contains report tag details • Microsoft • Outlook Help, search under ‘rule’ • Office web site, Outlook tips