Setup Spam and Content Filters

Setup Spam and Content Filters

Spam and content filtering can help you filter out many types of unsolicited email. By default when your site is created, SmarterMail adds some text to the subject line of the email, indicating the probability of the message being spam. You can override these settings by logging into your email account.

Spam and content filters can be setup on each Individual account or on a Domain-wide level. The procedures for setting them up are identical. The only difference is that one applies to one user, and the other applies to all email accounts within the domain.


Log into SmarterMail


There are several ways to access SmarterMail. The first is to login into the WebControlCenter at https://www.webcontrolcenter.com/customer.aspx and navigate to Mail > Mail Admin.

You can also access your mail at http://mail.example.com (where example.com is your domain name) and then enter the full email address and password.


Accessing Filter Settings


Once in SmarterMail, click Settings on the gery bar on the far left.



On the settings menu you will see a menu item called Filtering under both My Settings and Domain Settings.  My Settings will adjust the filtering settings for just the email account you are logged into whereas the Domain Settings will adjust the settings for all the domain's email addresses.

Please note: If you do not see Domain Settings then your user only has access to make changes to your email account.  If you need to change the settings for the entire domain please see your account administrator or Contact Us.



Expand the Filtering menu that fits what you would like to change.




Spam Filter Settings


Under the Filtering menu click Spam Filtering. From here, select the option to Override Spam Settings For this Domain. This will allow you access to the Actions tab.  You can use the Actions tab tabs to setup your own filter settings.  To view our recommend settings please see KB 738.


Content Filters


Content filtering is an advanced method of performing actions on emails that meet specific criteria. You can setup a content filter for many things; some set it up to sort their mail based on the subject entered, some set them up to filter out common spam terms or to delete messages with certain attachments.


Content Filter Warnings


Warning:
Content filters sort email after all other spam filtering has completed.  This includes any message that has been marked as a trusted sender.  This is important if you have a filter setup for say the term "Cigars" and a friend that you get emails from regularly sends you an email about cigars on the beach.  Even if that friend's email address is added as a trusted sender it will be filtered based on your content filter.

Warning: Content filters look for the specific letters or symbols that you specify.  A content filter can been triggered if a legitimate word contains the characters specified in the filter.  For example if you setup a filter for cialis to filter unwelcome emails that filter will also be triggered if you get an email from a friend talking about the specialist he just hired.  For that reason we recommend the use of wildcard characters.  Wildcard characters are discussed in the next section:


Use of Wildcards


When you specify a specific word or phrase for a content filter to look for you want to make sure that those words can't mark a valid email as something that needs to be filtered.  Wildcard characters can help with this.  A wildcard character is defined by an asterisk (*) and will stand for any character on your keyboard. 

For the above example, to avoid a content filter marking a legitimate email with the word specialist as someone trying to sell cialis we need to specify that the content filter look for the following:

* cialis *

Note the spaces on either side of the word.  This will force the filter to look for a space on both sides of the word, which ensures that it isn't in the middle of another, legitimate, word.


Content Filter Setup


Under the Filtering Menu click Content Filtering
. There are many different ways to filter your email using this tool. The steps to setup a content filter can be broken down into the follow 3 main steps:

Step 1 - Filter Criteria:

This is where you will specify what areas of an email to have the content filter look at to determine if it should be filtered.  Important areas include the subject line, body of the email, the header section, a specific email address, email size, attachment size, or even the priority of the message.

Step 2 - Filter Type and Criteria Details

Now it's time to specify keywords or specific things for the content filter to look for.  This can be 1 word or many words.  If you specify multiple key words you can specify if you would a single keyword to initiate the content filter or if all the keywords need to be in there to initiate the content filter.

Step 3 - Rule and Actions

Now it's time to specify what happens to the message if the content filter's criteria are met.  You can specify to have thing like the message forwarded to a specific folder, deleted entirely, have a bounce back message sent, add text to the subject line or even copy the messgae and have it sent to a different email address.

For more information about content filters please see the SmarterMail Help file which can be accessed by going to the Help button in the top right and clicking 'Help With This Page.'


Trusted Senders


Adding a trusted sender will bypass any Spam Filters and allow the message to be delivered.  You can add a trusted sender for a common email address or an entire domain for a company, in order to ensure any messages they send are received.  Keep in mind that any emails they send will still be filtered via any content filter you may have setup.


Adding a Trusted Sender


To add a trusted sender navigate to the Settings Menu where you will see 2 Trusted Senders menus.  Just like with the Filtering menu, the Trusted Senders menu under Domain Settings will effect the entire domain whereas the Trusted Senders menu under My Settings will only effect the email address that you are logged into.

Click New to add a new email address or domain name.

A new window will appear that will allow you to add as many trusted senders as you would like.  Simply add one per line as seen in the screenshot below:



Click Save and the domain or email address will be added as a trusted sender.
 

Add Feedback