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Setting Outlook’s spam filter for Office Watch

How to stop your Office Watch newsletters going to the Junk E-mail folder.

by Email Essentials

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To make sure your Office Watch newsletters don't end up in your Junk Email folder you need to set us up as a 'Safe Sender'. Here's how to do that.

Normally you can add a 'Safe Sender' (called a 'white list' in other anti-spam systems) simply by right-clicking on the message and choosing 'Junk E-mail' then 'Add Sender to Safe Senders list'. But this doesn't work with many newsletters and corporate mailings because there are TWO 'From' addresses and Outlook uses the wrong one as the 'Safe Sender'.

Office Watch, like most email newsletters gives a unique From address to every email sent out. This helps the mailing system track 'bounces' and remove invalid addresses from the system. If you look at a mailing you'll see the From address is quite long:

bounce-2999999509-700000092@lists.woodyswatch.com; on behalf of; Email Essentials [wow.robot@woodyswatch.com]

Sadly Outlook picks up the first of these, the 'one-off' address, as the Safe Sender which doesn't work because that address is only used once.

Setup the 'on behalf of' address 'wow.robot@woodyswatch.com' as the 'Safe Sender'.

To make it easier for our readers we have the one 'From' address for all the email newsletters.

To do this in Outlook 2003 and 2007 go to Actions | Junk E-mail | Junk E-mail Options | Safe Senders then 'Add'. Type in the From address exactly as shown:

Outlook Safe Sender dialog image from Setting Outlook’s spam filter for Office Watch at Office-Watch.com
 

We've retained the 'woodyswatch.com' domain because many of our readers and filters set for that domain and we don't want to inconvenience thousands of people with a change to 'office-watch.com'.

Add to Contacts list

Outlook has an option (under Actions | Junk E-mail | Junk E-mail Options | Safe Senders) to automatically add all email addresses in your Contacts list to the Safe Senders list.

Savvy Outlook users add newsletter addresses to their Contacts list because it's more portable. If you move to a new computer (depending on how you do it) your old 'Safe Senders' list might not be copied across. But your Contacts list (contained in the PST file with all the other Outlook data) will be copied.

Office Watch newsletter as an Outlook contact - small image from Setting Outlook’s spam filter for Office Watch at Office-Watch.com
 

Just create a new Contact with the email address wow.robot@woodyswatch.com in the Email field.

It's a good idea to add a note to explain why the contact was created.

Separating the newsletters

Now you've made sure that Office Watch newsletters aren't considered spam, you might want to trigger actions or colors for individual newsletters:

  • Office Watch
  • Office for Mere Mortals
  • Email Essentials
  • Access Watch

We've made that easy by some consistent formatting in the From name. The name of the newsletter is always in the From line so you can set an action or color formatting according to that.

For example, in Rules Wizard the condition "with specific words in the sender's address" and the exact name of the newsletter (from the list above).

Outlook Rule - Office for Mere Mortals image from Setting Outlook’s spam filter for Office Watch at Office-Watch.com
 

For other spam filters

The important point for the setup of any anti-spam filter is to make sure the From or Senders address in the white-list (aka Safe Senders, Permitted Senders etc) is correct.

For all the Office Watch newsletters use the address: wow.robot@woodyswatch.com

Article posted: Friday, 18 May 2007

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