Sorting Messages by SPAM With the installation of the new McAfee WebShield e-appliance, messages that the system thinks may be Spam are delivered with [spam] in the header. This makes these messages easier to deal with, as they can be sorted by subject line or moved to a separate folder using a rule in Outlook. Below are instructions on several different ways to deal with possible Spam messages. Sorting in Outlook Sorting messages in Outlook is a simple as clicking on the column header bar above the message list. Click on the "Subject" header to arrange messages by subject. All of the messages marked [spam] will be together. You can quickly review the messages by looking at the subject lines and the "From" attribute. Selecting Multiple Messages For Deletions After reviewing the messages, you can select them all and delete them together. Simply click on the first message that you want to select, scroll down to the last message, and while holding down the "Shift" key on your keyboard, select the last message. All of the messages between the first and last selected will be highlighted. You can either drag-n-drop these into the deleted items folder, or right-click your mouse over the selection and select "delete" from the pop up menu. Sorting Messages in iPlanet Messenger Express Sorting messages in iME is accomplished the same was as in outlook. Simply click on the up/down arrows on the "Subject" header. Once the messages are sorted, click the select boxes next to the [spam] messages, then click on the "Delete" (trash can) icon. Creating a Mail Rule in Outlook Another way to deal with [spam] messages is to create a rule in Outlook to move all messages with the [spam] marker in the subject into another folder. In the following example, we will move all of the [spam] messages into the "Deleted Items" folder that already exists in Outlook. If you wish to move them into another folder, you must first create the folder, and then substitute that folder name for "Deleted Items" in the example below. From the Microsoft Outlook menu bar, select "Tools" then "Rules Wizard". The rules window will appear. Next, click the "New" button on the right side of the window. After clicking the "New" button, you will be directed to make selections from several screens. Select the following: Screen 1, highlight "Check messages when they arrive" and click <NEXT> Screen 2, Scroll through the choices in the "Rule Condition" box (top) until you see, "with specific words in the subject". Check the checkbox next to that phrase. You will see that the phrase is transfered to the Rule Description area. You will also notice that the words "specific words" are an underlined link. Click on "specific words" and in the resulting pop-up box, type [spam] and click the <ADD> button. Then, click OK. At this point, the rule description box should look like the example below. Click <NEXT> and procedd to Screen 3. Screen 3, Scroll through the choices in the "What do you want to do with this message" box (top) until you see, "move to specified folder" and check the checkbox next to it. (make sure you do not select "copy to", because this will just duplicate your messages, not move them.) You will see that is also transfered to the Rule Description area, directly under your conditional phrase. You will also notice that the word "Specified" is an underlined link. Click on "specify" and in the resulting pop-up box, select the "Deleted Items" folder and click the <OK> button. Click <NEXT>. Screen 4 is for special exemptions, at this point, you are finished, so click the <FINISH> button. This will take you back to the Wizard screen and you will see your [spam] rule at the top of your rule list. Click the OK button to finish.