university of leeds academic services how to use iss email filtering service to remove spam with...
TRANSCRIPT
University of Leeds Academic Services
How to use ISS email filtering service to remove spam
with Outlook
Qin Li
ISS Email Service Coordinator
University of Leeds Academic Services
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
University of Leeds Academic Services
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
University of Leeds Academic Services
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, …
University of Leeds Academic Services
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, …
University of Leeds Academic Services
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’
University of Leeds Academic Services
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
University of Leeds Academic Services
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
University of Leeds Academic Services
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
University of Leeds Academic Services
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
University of Leeds Academic Services
Set up a basic rule in Outlook
Notice the trigger text is displayed in the Rule description box
Click Next button to continue
University of Leeds Academic Services
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
University of Leeds Academic Services
Set up a basic rule in Outlook
Select ‘Spam’ folder, or click ‘New’ button to create a folder called ‘Spam’
Click OK to continue
University of Leeds Academic Services
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
University of Leeds Academic Services
Set up an exception
Select ‘Contacts’ and then click ‘Add’.
University of Leeds Academic Services
Set up an exception
You will see ‘Contacts’ address book has been added to the exception
Click OK to confirm the exception
University of Leeds Academic Services
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
University of Leeds Academic Services
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
University of Leeds Academic Services
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
University of Leeds Academic Services
Refining rules
Add your friends’ email address to the list
Click OK to continue
University of Leeds Academic Services
Refining rules
You will see your friend’s email address is now in the rule.
Click Next button to continue
University of Leeds Academic Services
Refining rules
Tick the box next to the line ‘stop processing more rules’
Press ‘Next’ button to continue
University of Leeds Academic Services
Refining rules
Make sure this new rule is in front of the spam rule
Use ‘Move Up’ or ‘Move Down’ button to reorder
University of Leeds Academic Services
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
University of Leeds Academic Services
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
University of Leeds Academic Services
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