Managing Emails and Spam
We have recently added some anti-spam software to reduce the amount of spam, this has been tested and seems to be working very well, I have reduced my spam by atleast 95%, where i was getting 100+ emails per day and I am now only getting emails that I requested and a few spam emails which I can manage.
Please read this email carefully so you fully understand how you too can help reduce the spam. Servers are like any security dog, it needs to be trained, so the more you mark emails as spam, the better the server understands what is legitimate and what is just down right annoying.
The first thing you need to do is login to webmail.
http://www.yourdomain.co.uk/webmail (Please replace yourdomain.co.uk with your own website domain name)
Click on ROUNDCUBE as I find that the most user friendly of the 3 webmail systems.
Once you are into ROUNDCUBE then you may or may not see the “Spambox” folder, this folder will only appear once it collects spam.
What I want to explain is how you can mark emails as SPAM or NOT SPAM. You may notice that under my contacts I have 2 names, Not Spam and Spam
- Click on Address Book (Top right)
- Click the + Sign and from here you want to add 2 new contacts
Name: Not Spam
- Save them, you can now return to the Mail page (Top Right)
If you do have an email in your inbox that is spam but has not been added to the spam folder then what you need to do is Select the email and then next to the Forward button is a Down Arrow, click that and then select “Forward as attachment”
Then you can type Spam in the email field and select the SPAM option and then send, this will notify the system that this spam and will also notify the database so everyone can benefit from you notifying the system.
You also need to have a look at the Spam folder to see if any good emails have ended up there, if you have you can do the same as above, however this time forward to NOT SPAM or you can wait until the following day and you will receive an email report of all spam received the day before, this email will allow you the ability to see all Spam emails and WHITE(LIST) any that may have ended up in spam by mistake.
As you can see by the example below, my emails caught 139 Spam emails in a 24 hour period, that is pretty acceptable in my books.
From this report, you can see the email subject and the email it was sent from and if it looks OK, then click WHITE and that email will be moved to your inbox.