Novell Home

Tips to help Control Spam

Novell Cool Solutions: Tip

Digg This - Slashdot This

Posted: 12 Mar 2003
 

Here a few tips we have received for controlling Spam. If you have a tip you would like to share, send it to us and we'll collect 'em here.

Rule to delete Spam - Kyle Bedalov

This rule will delete the messages immediately once they arrive and purge them from your Trash. There is no recovery from this.

  1. Identify an email address that you wish to stop "seeing" mail from.
  2. With GroupWise open, click on Tools > Rules
  3. Click on New.
  4. Title the Rule Junk.
  5. Click on Define Conditions. Change the first Drop Down box to read From. In the second field, enter the email address that you gathered in Step 1. Click OK.
  6. Ensure that the check boxes for Received and Mail are checked.
  7. Click on the Drop Down for Add Action and left click on Empty.
  8. Click OK
  9. Anytime that you wish to add more unwanted email addresses, you just need to change the Define Conditions by adding the next address
  10. Change the last drop down in the rule from End to OR, Change the first Drop Down box to read From. In the second field, enter the email address that you gathered in Step 1. Click OK. Continue until you have entered all the unwanted email addresses.
Spam Management - David Bunn

Problem: Internet mail brings a lot of SPAM. Our user mailboxes were burdened with this extra mail, and our budget made the use of spam filters prohibitive.

Solution:Most Spam Management approaches focus on filtering out SPAM. This approach uses GroupWise mailboxes and filters to segregate mail into 3 categories: Internal Mail, Internet Mail to Keep, and Internet mail that is Possible SPAM. By quarantining the Internet Mail into the Possible SPAM folder, you are able to scan headers to either pick out anything that you want to keep, or mass deleting the rest. By not opening these mail items, it seems to have a positive effect...the amount of Spam diminishes because the HTML based e-mail isn't providing the Web sites with hits and drops from distribution lists follow. It removes this mail from being disruptive in the daily work cycle, as it is so easy to review the headers.

Example:

Here's how to segregate Internet mail from internal mail:

  1. Setup a new folder (For example: Possible Spam )
    • Right click on your mailbox and select new folder. Click Next.
    • Enter a name (For example: 'Possible Spam')
    • Use the up/down/left/right tabs to position the folder in the location you want (directly under the Mailbox folder would be convenient)
    • Click Next, and Finish

  2. Establish a rule (Refile Internet Mail) to refile everything that comes from the Internet into this folder.
    • Setup a rule to select all mail where the 'From' contains '<*@*>'; and select an Action of 'move to folder'. This will let you pick the 'Possible Spam' folder you created in Step A. Click Move.
    • Setup a second Action for this rule of 'Stop rule processing'
    • Click 'Save' then "Close'

The next step is to split the Internet mail into two groups: Stuff you know you want, and the rest:

  1. Setup a new folder (For example: Internet Mail to Keep)
    • Right click on your mailbox and select new folder. Click Next.
    • Enter a name (For example: 'Internet Mail to Keep')
    • Use the up/down/left/right tabs to position the folder in the location you want (directly under the Mailbox folder, and before 'Possible Spam' would be good)
    • Click Next, and Finish

  2. Establish a rule (Keep some Internet Mail) to refile some Internet mail into this folder.
    • Setup a rule to select all mail where the 'From' contains 'novell.com'; you can add additional selections to this rule by choosing the 'or' variable from the END dropdown box. This displays a second row, where you can enter another selection. We select where From contains 'state.va.us' to get other agency mail. Continue to add selection criteria.
    • Select an Action of 'move to folder'. This will let you pick the 'Internet Mail to Keep' folder you created in Step 1.
    • Select a second Action of 'Stop Rule Processing' for this rule.
    • Click Save.
    • In the list of rules that are set up (Tools/Rules), move the 'Internet Mail to keep' above the rule for 'Refile Internet Mail'. This is done by clicking on the rule, and dragging it with the mouse to the location you want.
    • Click 'Close' on the Toole/Rules screen.
Controlling Internal Spam - Peter Goudswaard

Problem: With over 60% of incoming email as spam, part of the problem is spam from staff. Instead of using the staff web site or a shared GW folder for distributing information, they continually spam all GroupWise users.

Solution: I used to write each employee a brief personalized note, but there were too many to write, so I came up with a quick and easy method to reply to a user with an explanation of what spam is and how not to propagate it.

Example:

  1. Create a folder called "Stop employee spam" in your cabinet. The purpose of this will be explained further on.
  2. Now we'll create a rule to deal with the spam, so go to Tools, Rules, New.
  3. Name your rule "Stop employee spam", and change "When event is" to "Filed Item", then select the "Stop employee spam" folder.
  4. Leave "If conditions are" blank so that the rule will act on any item, and "Appointment conflict exists" to "Does not matter".
  5. Add Action, Reply, check "include message received from sender" and click OK.
  6. Make subject "Email Spam Auto-message" or something similar. For the message, I use this: "Please consider using the staff web site or shared GW folders for public notices, not email. The staff web site or shared folders are better choices for distributing communications to a larger group. Many people get very frustrated with the amount of spam they receive, including emails like your own, especially when it isn't relevant to them. Please help us cut down on spam by learning how to use the staff web site or shared GW folders for public notices." Click OK to complete the message.
  7. Now click Add Action again, and this time choose Delete/Decline and click OK.
  8. Click Save, then Close the rules window.
  9. Now when you receive an email from an employee that you consider spam, just drag their message into the "stop employee spam" folder and they will receive the anti-spam message. The rule will also delete their email from this folder.
  10. A final note, if you ever want to undelete one of these processed emails, you will need to deactivate the spam rule. If you don't, when the item gets undeleted, the rule will send them another reply and delete the message again.

For more tips see:

submit a tip

Here's a chance to share your experiences using GroupWise. Just send us a tip about using (or installing, deploying, troubleshooting, etc.) GroupWise, and if it looks like something we can use, we'll send you a Novell t-shirt, post your tip, and make you famous beyond your tamest dreams. Submit your tip here: http://www.novell.com/coolsolutions/forms/submit_a_tip.html


Novell Cool Solutions (corporate web communities) are produced by WebWise Solutions. www.webwiseone.com

© 2014 Novell