Using Rules and Alerts in Outlook

Setup Outlook To Filter Junk Email into a Separate Folder
As part of our email system at Texas A&M Galveston we utilize an email spam firewall that checks all arriving emails for viruses, suspect attachments and spam. Any email containing a virus is automatically deleted to ensure no system or user is at risk of infection.
Spam email is tested against certain spam signatures that are updated regularly. If an email is deemed to be spam or "possibly spam" the email will be moved to your daily End User Digest where you can determine if it is wanted email or spam.

Each recipient should check these spam emails as some may not be spam but valid emails. 

Setting Up Inbox Rules:

1. Open Outlook

Open up Outlook from your desktop computer.

Click on "File" and select "Manage Rules and Alerts".

 2. Select New Rule
Click on New Rule.

3. Start From Blank Template  
Click on Start From Blank Template.
Then click on Next.

4. Set Conditions You Want To Check  
Click on With Specific Words in Subject.
Then click on specific words so we can set the word to look for.

5. Enter the words to check for in the Subject Line  
Enter  words to look for in the Search Text box and click Add .    
Then click OK 
Click Next.  

6. Move The Message To Specified Folder  
Click on move it to the specified folder.
Then click on specified folder so we can choose which folder to send it to.    

7. Select or Create Folder To Send Message To  
If you already have a folder called Junk E-mail you may click on it and then click OK and proceed to step 8.

Otherwise click on the top folder called Mailbox - (users name).
Click on New.

Enter the name and click OK.

You should see your newly created Junk Email folder.
Click OK.

Click on Next.

8. Exceptions Settings  
Normally we do not have any exceptions. Click on "Next".

9. Name The Rule
Specify a name for this rule.
At this point you can check the box Run this rule on messages already in Inbox and it will scan your inbox and move anything with the relevant subject tag to the specified Email folder.
Click on Finish

10. Apply the Rule
You will see the new rule you have created and a description in the Rule description box showing what it is looking for and where it will move the message to as shown below.
Click on Apply and the rule will be activated.   

Note: you can use the Outlook Rules and Alerts to sort other emails directly into folders for you, such as listserv emails or other groups you receive regular emails from.