Technology KnowledgeBase

I am receiving spam and junk messages in my e-mail. What can I do to stop them?

With the move to Outlook, the District is now utilizing Microsoft’s email filtering tools.  These tools are as effective as our previous mail filter at catching malicious emails (like phishing or malware). It is no longer necessary for staff to forward or redirect email to junkmail@nsd.org . The email address “ junkmail@nsd.org ” is no longer monitored by District staff.

Microsoft handles what it identifies as spam and junk mail by putting it into your "Junk Email" folder. A ll staff should check their Junk Email folder regularly to make sure there aren't any valid emails in there by mistake. You can just leave other junk messages in the folder and they will be automatically deleted after 30 days.

Marking Inbox email as Junk:

If you receive spam or junk email in your Inbox, you can easily take care of that. To mark email as junk, select the email and then click the “Junk” tab along the top of the window. There is also an option to mark an email as "Phishing" spam, which is spam that tries to get your personal information such as username, password, or personal cell phone number. To do that, click on the caret next to the Junk tab, which will show a drop-down menu. Select "Phishing" and the message will be reported to Microsoft as phishing spam. Microsoft uses this information to try to identify email problems to help all of their customers.

 

When you mark an email as Junk or Phishing, Microsoft also makes a "blocked" entry that will keep that email address from ever being able to send you email again. This affects only your account, not other staff accounts.

 

Removing the junk designation from email:

If you find a valid email in your Junk Email folder or accidentally mark a message as Junk, you can easily fix that. Select the email, and then click on the “Not Junk” tab along the top of the window, or right/control click on the email and select “Mark as not junk” from the pop up menu. Note that the “Not junk” tab also offers options to mark the email as Phishing and to Unsubscribe from the email service.

When you mark and email as Not Junk, Microsoft creates an "allow" entry so that email address will not get put in the Junk Email folder again.

Adjusting Junk Email Reporting Settings:

When you mark email as junk, you can report the message to Microsoft to help improve the accuracy of the junk email filter.  It is recommended that you automatically send reports to Microsoft. To set junk email reporting options, select Settings > Mail > Automatic processing > Junk email reporting > Select Automatically send reports > Select Save.

It is also recommended to leave the setting for “Share reports” at the default setting “Share reports with other companies that fight junk email.

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