2015.8 Organization for Information Management and Communication
Setting up the Mail Sort Function in Outlook Web App
For All Users Except for Faculty and Staff
You can set up certain behavioral patterns regarding how your Outlook Web App (OWA) deals with
incoming mail.
Customize these parameters using Inbox Rules.
For instance, you can make it so that messages of a certain type are moved or copied to specific folders of
your choosing.
You can also specify in Inbox Rules that certain types of messages are automatically deleted.
The following will describe how you can set up your OWA’s Inbox Rules to automatically route mail
labeled [SPAM] or [TRASH] into the folder of your choice.
Although there are many ways you could customize this function, let's say you want to route your mails
labeled [SPAM] and [TRASH] to the spam mail folder.
Here’s how you do it:
First let's review the meaning of the labels [SPAM] and [TRASH] which the University System has
already included in the subject headers of the mail it has deemed as junk mail.
[TRASH] .... Mail that the system thinks might be spam.
[SPAM] ....... Mail that the system is pretty darn sure is spam.
For more information regarding how the University Information System deals with spam mail, please
refer to the Dealing with Spam and Other Unwanted Mail of the User’s Guide section of the ICT System
Information (http://www.media.kwansei.ac.jp).
Points to Consider Regarding the Sorting of SPAM Mail
The previous section described how to set up your OWA Inbox Rules to route mail labeled [SPAM] or
[TRASH] into the Spam Mail folder.
Although your initiation of Spam Mail sorting will direct any mails you receive from no on labeled
[SPAM] or [TRASH] into your Spam Mail folder, it will not redirect any mails you received previously to
setting up this function. All mail routed to your Spam Mail folder will remain there until you manually
delete it.
Before you delete the mail in your Spam Mail folder, we recommend you look over all messages to make
sure you are not deleting anything of importance.
If you find a mail that the University’s automated junk mail labeling system mistakenly designated as
[SPAM] or [TRASH], please bring it to the University’s attention by writing to the following address:
[email protected].
Setting up the Mail Sort Function in Outlook Web App ＜For All Users Except for Faculty and Staff＞ - 1 / 7
In the column on the left, roll your cursor over the word "Folders" and a "+" icon will appear.
Click on this "+" icon.
A text box to label the folder will appear.
Label the folder "Spam Mail" so that unwanted mail might be directly routed to this folder.
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Select Options from the Gear menu.
Under the heading labeled Mail, find the Automatic processing section.
Within this section, click Inbox and sweep rules.
In the window that appears on the right, click the "+" icon.
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Click the selection box displaying the words “Select one...”.
(This box is under the heading “When the message arrives, and it matches these conditions".)
Under the heading “Select one...”, click "It includes these words".
To the right of this heading, another submenu will emerge.
Select "in the subject…" from this submenu.
Within the Text box, type "[TRASH]".
Click the “+” icon.
Make sure you are entering this in normal English text and not the full-width Romaji of the Japanese
character set.
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In the list entitled "specify words or phrases", check to see that [TRASH] has been registered correctly.
Next, set up the word [SPAM] by performing the same process you used to register the word [TRASH].
As with [TRASH], make sure you are entering [SPAM] in normal English text and not the full-width Romaji of
the Japanese character set.
Verify that the words [TRASH] and [SPAM] are both included in the list entitled "specify words or
phrases".
Click OK.
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Under "Do all of the following" click "Select one…"
Choose: Move, copy, or delete. Then select: "Move the message to folder…"
Choose Spam Mail (the folder you created earlier) and click "OK".
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When the window pictured below appears, simply click save.
If you followed all of the above steps correctly, your system should now be configured so emails labeled
[TRASH] and [SPAM] will be routed automatically into your Spam Mail folder.
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