MAIL AND ADDRESS BOOK
Managing junk mail
You can set up your mail file to control junk mail, such as bulk mail messages and spam mail. Managing junk mail improves your productivity by reducing the amount of mail you have to deal with. You can separate the unwanted messages from messages that you want by filtering messages by sender, subject and content.

Simple unwanted mail comes from individuals you know, companies you recognize, and sources that do not want to be identified. Mail from other companies and legitimate businesses can be considered bulk mail and comes from an identifiable and unchanging source. Both unwanted mail and bulk mail can be managed by filtering sender information.

Spam, on the other hand, requires that you filter using criteria such as subject lines and message content, because senders of spam typically change the sender information in their mailings to avoid being blocked.

Occasionally, messages that you want to read or keep are inadvertently filtered as junk mail. The Junk Mail folder allows you to view messages labelled junk and retrieve those that you want to keep. The Junk Mail folder also provides tools for managing blocked addresses, as well as the option for restoring blocked addresses.

Note Messages in the Junk Mail folder are not automatically deleted. You must delete these messages manually.

You have two options for managing junk mail in Notes: Block Mail from Sender and QuickRules.

Block Mail from Sender

This feature allows you to filter incoming messages and move those from specific senders directly to the Junk Mail view. You can use this function in all Mail views and folders except for Sent, Rules, Stationery, and Follow Up.

To block mail from a specific sender

1. In your mail file, open a message from the sender whose messages you want to block. You can also block messages from several senders at once by selecting a message from each sender to be blocked.

2. From the menu, choose Actions - Tools - Block Mail from Sender. The Block Mail from Sender dialog appears, confirming the address to be blocked.


3. Click OK. All future incoming messages from this sender, as well as the selected document, will be added to the Junk Mail folder. If you have selected multiple messages, the confirmation dialog will be presented multiple times.

To unblock mail

1. In your Junk Mail folder, select the message(s) from the senders whose messages you no longer want to block.

2. On the tool bar, click Actions - Tools - UnBlock. A dialog box appears, confirming that you want to remove the email address from the Blocked Senders list. Click Yes.

Managing blocked mail from the Rules folder

When you choose to block mail from selected senders, a "Junk Mail" rule is created in your mail file's Rules view. If you double-click on this rule, the Blocked Senders List dialog box appears. Select one or more senders from the list, and click "Remove" or "Remove All" to remove the addresses from the Blocked Sender List.

QuickRules

QuickRules allow you to create simple rules based on incoming mail to eliminate messages with specific subject lines, sender names, or from specified domains. Most of the information required to create a QuickRule is supplied automatically, so that you only need to determine the conditions and actions for the QuickRule. You can then select one or more of these conditions to create a rule that will screen incoming spam mail with similar conditions.

To create a QuickRule

1. In your mail file, select the message that will be used as the model for the QuickRule.

2. Choose Actions - Tools - Create QuickRule. Note that the Conditions fields are completed with the appropriate values from the selected message. For example, the "Sender" field contains the name of the message sender.

3. Complete the Create QuickRules dialog box as follows:
OptionAction
Select conditions to matchTo apply a condition to the QuickRule, select the condition.

For each condition, specify the state of the condition (such as "contains" or "is"). For example, if you want the QuickRule to act on any message that is similar to the subject line of the current message, you would select "contains."

Decide when take actionChoose whether you want to base your QuickRule on some or all of the selected conditions.
Choose the action to performSpecify the action for the QuickRule to perform on the incoming message:
  • "Move to folder" allows you to specify a mail folder to which the QuickRule can deposit the message.
  • "Change importance to high" enables the QuickRule to change the message's urgency level.
  • "Do not accept message" prevents the message from being delivered to your mail file.
4. Click OK. The QuickRule is generated and stored in the Rules folder. The new rule than can be opened, viewed and edited as a regular mail Rule.

Note The new rule will act on incoming messages. Existing messages in the Inbox that meet the conditions of the rule will not be affected.

See Also