Setting up Mail Rules for Microsoft Outlook

Microsoft Outlook has a feature that allows you to organize your e-mail as it downloads. This will allow you to keep your inbox clear and route e-mail messages to separate folders for later viewing. The instructions below show you how to set up a rule that will filter any spam e-mail messages flagged by Quantum's spam filtering service.

  1. Make sure that you are reading the proper instructions for your mail program. Click Help and select About Microsoft Outlook. This will show you that you are indeed using Microsoft Outlook and tell you the version that you are using. Click OK when finished.
  2. In Microsoft Outlook, click Tools and select Rules Wizard.
  3. In the Rules Wizard, click New.
  4. By default, Microsoft Outlook will always choose to Check Messages when they arrive. These means that as soon as you start downloading your e-mail, Microsoft Outlook will start applying the rule to incoming mail. Click Next.
  5. You will notice that the screen that you are now looking at is divided into two panes. In the top window, scroll down and check the box next to with specific words in the subject.
  6. Once you check this option, you should see that it has been added to the lower pane. In the lower pane, click on specific words.
  7. In the Add New box, type *****SPAM***** (please note that there are five asterisks on either side of the word SPAM) and then click Add. Once you click Add, *****SPAM***** will now be added to the lower pane. Click OK.
  8. This wil take you back to the Rules Wizard window. Click Next.
  9. Now place a check in the option that says move it to a specified folder. This will add it to the lower pane.
  10. In the lower pane, click specified. This will open a window that allows you to choose an existing folder in your personal folders or create a new one. Click on Personal Folders and then click on New.
  11. In the Name box, type Spam and then click OK. You will see that this new folder has now been added into your Personal Folders. Click OK.
  12. Now that you are back the Rules Wizard, click Next.
  13. You can add any exceptions of you wish at this next screen of the Rules Wizard. If you do now want to add any exceptions, click Next.
  14. Click Finish. Depending on the version of Microsoft Outlook that you use, you may see a window that informs you that the rule will only be run when Outlook is open. Click OK.
  15. Your rule is now set. Click OK to close the Rules Wizard. Now any e-mail message with the *****SPAM***** flag will be sort to your spam folder.