Information Technology

Creating Microsoft Outlook E-Mail Rules

In addition to participating in the Pepperdine University Spam Filter, you can set up additional personal e-mail rules to manage your incoming e-mail messages.  This could include trapping additional spam not blocked by the Pepperdine Spam Filter.

For instance, you could set up an Outlook e-mail rule to send messages whose subjects contain "SPAM:#" to a Junk E-Mail folder.  After reviewing the contents of your Junk E-Mail folder, you could simply delete those messages.

Special Note: If you are a Windows computer user who currently has Outlook's Junk Mail Filter "feature" turned on, please turn it off using these steps:

  1. In Outlook, from the TOOLS menu, select the ORGANIZE option.

  2. In the ORGANIZE window, along the left side, select the JUNK E-MAIL feature.

  3. If any of the buttons on that screen state "TURN OFF", single-click on them so they state "TURN ON".  (Note that "TURN OFF" means that feature is active.)

  4. Single-click the "X" in the upper right-hand corner of the ORGANIZE window to close the ORGANIZE window.

If you want help creating any Outlook e-mail rules, please contact the IT Help Desk.

The following information will guide Pepperdine computer users through using Microsoft Outlook e-mail rules.

Types of Spam Filter Documentation

Outlook XP for Windows Information
Outlook XP for Windows Special "White List" Spam Filter
Outlook 2000 for Windows Special "White List" Spam Filter

How to Use Your Personal Microsoft Outlook E-Mail Rules
  1. Make sure the little box in front of each rule contains a check-mark which means the rule is to be applied when incoming mail is processed.

  2. Rules are not processed when e-mail is accessed by the Outlook Web Access program.

  3. E-mail messages trapped by these rules will not be automatically deleted.  Instead the messages will be moved into your JUNK E-MAIL folder where they will remain until you delete them from there.

  4. Messages in the JUNK E-MAIL folder count toward your Outlook employee mailbox limits and student mailbox limits.  Messages can be deleted from the JUNK E-MAIL folder in the same way messages are deleted from your INBOX folder.

  5. All versions of Outlook and our Microsoft Exchange server have a limit on how much space can be taken by your rules.  The limit is 32KB and you will know when you hit this limit when you receive an error message like this one:

    There is not enough space on the Microsoft Exchange Server to store all of your rules.  The rules that failed to upload have been deactivated.

    Microsoft has a few ways you can work around or make the best use of the 32KB storage limit.

 

Get more help from the IT Help Desk at 1-310-506-HELP (4357).