How to Filter Spam in Outlook 2003

In a more aggressive effort to combat spam, the USP Information Technology Department will be flagging suspected spam e-mail in the subject line of e-mail you receive.

Any e-mail you receive that is suspected of being spam will have [SPAM]on the subject line. Additionally, we will be flagging some e-mail with the word [EVALUATE] in the subject line. We are using this to flag e-mail that may or may not be spam, meaning that you should evaluate for yourself whether the e-mail is legitimate or not.

If a legitimate e-mail is flagged incorrectly, please forward the e-mail to helpdesk@usp.edu so that we may correct it for the future.

The following instructions are designed to assist you in setting up a filter in Microsoft Outlook 2003 to move spam e-mail into a separate mailbox.

• Select the Tools menu item
• Select the circle with the two arrows pointing down, to expand the menu
• Once the Tools menu is expanded select the Rules and Alerts menu item
  The Rules and Alerts window will appear in the center of your screen
• Select the New Rule button
  The Rules Wizard window will appear in the center of your screen
• Under the heading Stay Organized select the option Move messages with specific words in the subject to a folder
• Then select the Next button
• Under Step 1 Select condition(s) the only box with a checkmark should be with specific words in the subject
• Under Step 2 Edit the rule description (click an underlined value), select the words that are underlined and in the blue colored text that read specific words
  A pop-up box will appear
• In the box under the heading, Specify words or phrases to search for in the subject type in [SPAM] (you must type the brackets)
• Select the Add button and it will place the phrase in the search text box

  Special Note: You can add the word [EVALUATE] by repeating the last two steps. [EVALUATE], is the flag we use for e-mail that the system suspects to be spam, but is not exactly sure.

• Once you have completed adding words to your search list, select the OK button
• Under Step 2: Edit the rule description (click an underlined value) select the words that are underlined and in the blue colored text that reads, specified
• A pop-up box will appear
• You can select an existing folder to move the spam to and click ok, or create a new folder

Instructions to Select an Existing Folder

Select the existing folder to which you would like to move the e-mail that is flagged [SPAM]. The folder you select should be highlighted in blue.
Then select the OK button and continue past the next section.

Instructions to Create a New Folder

• Select the New button.
• The Create a New Folder pop-up box should appear.
• The Folder Contains drop-down box should read Mail and Post Items
  • For Microsoft Exchange Users, be sure to select the Mailbox that is associated with your name.
  • Non-Exchange Users, be sure to select Personal Folders in the Name text box enter the name of your new folder.
• Select the OK button.
• The folder you just created should be highlighted
• Click the OK button

Everyone Continue:

• Your folder should be selected
• Select the OK button
• Under Step 2 Edit the rule description, Review the rule
• Select Finish
• Then click OK