Spam & Setting up Email
If you are having trouble with spam, we can set up a Virtual Mailbox or a Forward Recipe for you that will run through Spamassassin with the word *Junk* added to the subject line of email that is more than likely spam.
A forward Recipe is an email address that is forwarded to your existing email given to you through an ISP (Internet Service Provider). For Example - you@yourdomain.com can be forwarded to you@earthlink.com.
Once this is done, you can skip to the section on how to set up rules to place the *Junk* email into a Junk folder for you to scan on a less urgent basis, or, if you choose to simply delete it all as it is received. (see Create Message Rules).
A Virtual Mailbox is a mailbox that is assigned to you by us. You will have to set this up using your email client.
For example, using Outlook, you will need to assign a new email account for your business mail and set up rules to place the *Junk* email into a Junk folder for you to scan on a less-urgent basis, or, if you choose, to simply delete it all as it is received. (see Create Message Rules)
Adding an email account for your business email
You will need the following information from your Internet service provider (ISP): your account name and password, the name of the incoming email server, the name of the outgoing email server.
On the Tools menu, click Accounts.
In the Internet Accounts dialog box, click Add.
Select Mail to open the Internet Connection Wizard.
Enter a Display Name - this could be “Business Email”, Domain.com Email, or anything that would easily describe what the mailbox is used for. Click Next.
Internet Email Address - is the address you want to show up in your “From” line, and the address that will get emails when a user chooses to reply. Example: business@domain.com.
Click Next.
Email Server Names – "Incoming Mail Server" is the name of your incoming server. "Outgoing Mail Server" is your ISP server name (something like smtp.ispname.net). Click Next.
Internet Mail Log-on – This is where you enter your user name and password to pick up your email. Click Next.
Now, whenever you click on send/receive, Outlook will pick up all messages for all accounts. You can make changes by clicking on Tools – Accounts – Highlight your account name – click on Properties.
In the General folder you can change the name you want to refer to this server. For example, “Business Mail” or “Domain Mail” . You can also change your Name, Organization, Email address, or Reply address. Be sure “include this account when receiving mail” is checked.
In the Server folder, you can make changes to your incoming and outgoing server information. You should have no reason to change anything in any of the other folders.
When you send an email, you will be prompted to choose which account you would like the email to be SENT FROM.
To create a rule for your Junk Mail
In the Tools menu, point to Message Rules, and then click Mail.
If this is the first rule you are creating, proceed to the next step. Otherwise, on the Mail Rules tab, click New, then proceed.
Select the conditions for your rule by selecting “Where the subject line contains specific words”.
You can specify multiple conditions for a single rule by selecting more than one check box. In the Rule Description section, specify whether all of the rule conditions must be met before the specified action occurs (and), or whether at least one must be met (or). In this case, we do not need multiple conditions.
Specify the actions for your rule by selecting “Move it to the specified folder”.
In the Rule Description section click the underlined hyperlink “contain specific words” and type in *Junk* and click on Add. Then click on the hyperlink specified , click on “New Folder" and type in the word JUNK or Junk Mail or whatever you want to call the folder. Then click on OK The Rule Description will now spell out your entire rule.
In the Name of the rule text box, select the default name or type a new name for your rule, then click OK.