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Exchange/Outlook

Filter spam and unwanted email in Outlook

If you use Microsoft Exchange with Virtual Office CS/SaaS, viruses and spam messages are automatically filtered out of your inbox. You have 2 options if unwanted messages are reaching your inbox:
  1. Adjust your Barracuda spam filter preferences. This will prevent messages from reaching your mailbox.
  2. Create an Outlook rule to automatically filter unwanted emails into a specific folder in your mailbox. This won’t stop emails from being delivered to you, but it will keep them out of the way and make them easier to delete.
You may need to use both of these options. Review the following tips on filtering your email and instructions on setting up an Outlook rule.

How are messages scanned?

All incoming mail has a Spam Score assigned to it, and when that score is low, the email message is delivered. Any incoming email from a sender who complies with the CAN-SPAM Act of 2003 generally has a low Spam Score and is not filtered. To stop mail coming from senders who comply with this federal law, we recommend following the unsubscribe links embedded in the email messages.

What do the emails have in common?

In order to filter your spam (either with Barracuda or Outlook rules), you have to find similarities between the unwanted emails you receive. Some similarities might include:
  • The same email address.
  • The same domain (for example, greatoffers.com).
  • The same top-level domain (for example, .com, .org). Don't block common top-level domains such as .com, .org, and .us.
  • The same keywords in an email address or the subject line. Example: bounce, contact, wordpress.
You can find similarities by sorting your inbox by sender or by subject, or by searching your inbox for suspected keywords. If you're able to block a specific email address, domain, or top-level domain, you should use your Barracuda spam preferences to do that. If your spam is not coming from the same email address or domain, you should use the Outlook rules.

Filter using Outlook rules

We recommend using the following options for your Outlook rule. You can find step-by-step instructions on creating Outlook rules in Manage email messages by using rules.
  • Template: Choose Apply rule on messages I receive.
  • Conditions: Choose one of the following, depending on where you found the keywords. You may need to create multiple rules.
    • With specific words in the sender's email address.
    • With specific words in the subject.
    • With specific words in the body.
    • With specific words in the subject or body.
  • Action: Choose Move it to the specified folder and create a new folder to hold these messages.
  • Exception: Don’t choose any exceptions.
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