EMAIL MANAGEMENT HOW TO QUARANTINE, JUNK & MANAGE SAFE AND BLOCKED SENDERS Lorain County Community College Created by Josh Buchanan Document Version 7 Modified September 6, 2017
Table of Contents Section 1... 2 Managing email using Webmail... 2 Manually adding email addresses to block or allow... 2 Marking an email message as junk or not junk... 8 How to mark an email in your junk folder as not junk... 10 How to use the spam quarantine online... 11 Section 2... 17 How to use the email quarantine in Outlook on a PC... 17 Section 3... 26 Outlook on a MAC... 26 How to use the email quarantine in Outlook on a MAC... 26 Section 4... 30 Managing Safe Senders and Blocked Senders on a mobile device... 30 1
Section 1 Managing email using Webmail The following sections explain: 1. Manually adding email addresses to block or allow 2. Marking an email message as junk or not junk 3. How to mark an email in your junk folder as not junk, in case an email was accidentally placed in your junk folder 4. How to use the spam quarantine online Manually adding email addresses to block or allow 1. Go to mymail.lorainccc.edu 2. Enter your network credentials(step 1) and click on Sign In (step 2) 2
3. Click on the picture of the gear in the upper right hand corner(step 1) and select Mail (step 2). 3
4. In the Options section on the left hand side, under Accounts, click on Block or allow. 4
5. You will see the following screen. * This is the screen that is used for: Safe Senders and Recipients - Add an email address so that it is allowed through the spam filter. a. Safe senders are people and domains that you always want to receive email messages from. b. Safe recipients are recipients that you don t want to block, usually groups that you re a member of. Blocked Senders - Shows how to add an email address or a domain so that it can be blocked and caught by the spam filter. Steps 6A & 6B on page 6 will show how to use Safe Senders and Recipients and Blocked Senders. 5
6. This is where you will add a recipient to the safe senders list. 6A) Type the email address that you want to white list 6B) Click on the plus sign to add the email address to your white list 6
7. This is where you will add an email address so the spam filter will catch it 7A) Type in the email address that you want to block 7B) Click on the plus sign to add the email address to your block senders list 7
Marking an email message as junk or not junk 1. Go to mymail.lorainccc.edu 2. Enter your network credentials(step 1) and click on Sign In (step 2) 8
3. Right click on an email in your inbox that you want to mark as junk and select Mark as junk. *Please note: The Mark as junk option only shows on emails in the inbox. 9
How to mark an email in your junk folder as not junk 1. Right click on an email in your junk folder and select Mark as not junk. *Please note: The Mark as not junk option only shows in the junk folder. 10
How to use the spam quarantine online Below is a link that can be used to access your spam quarantine online. The below steps explain how to use the spam quarantine online to release an email or emails. https://admin.protection.outlook.com/quarantine 1. Go to https://admin.protection.outlook.com/quarantine 2. Enter your email address and click the enter key on your keyboard 11
3. At this point you will be re-directed to a log in screen *Note: Before the page redirects to the LCCC login page you might get a second option from the Microsoft login page to select which jdoe@lorainccc.edu account you want to use. Select the first option marked as Work or school account and not the Personal account option. 12
This is the log in screen that will come up 13
4. Log in with your network credentials and click on the Sign In button 14
5. Once you log in you will see your spam quarantine 15
6. Select the message that you want to release(step 1) and click on the picture of a postal letter at the top to release the message(step 2). *Please note: Spam emails are only available in the email quarantine for 15 days. After 15 days they are automatically deleted. 7. If you would like to release multiple messages at once follow the below instructions: To select multiple messages for release, hold down CTRL and click multiple messages or use the (CTRL + A) to select all. Once the messages are highlighted click the Release Message button at the top of the page. 16
Section 2 How to use the email quarantine in Outlook on a PC This section explains how to use the email quarantine in Outlook on a college owned desktop computer. There are multiple ways to manage the white list and black list in Outlook. The four options under Junk 1. Right click on the email and go to the Junk option at the bottom 17
2. Under Junk there are 4 options a. Block Sender This option adds the sender to your black list b. Never Block Sender This option adds the sender to your white list c. Never Block Sender s Domain This option adds the sender s domain to your white list d. Never Block this Group or Mailing List This option adds a specific group or mailing list to your white list Using the Junk E-mail Options Menu There are 2 ways to access the Junk E-mail Options menu. 1. Right click on the email that you wish to mark as junk, go to the Junk option at the bottom and click on Junk E-mail Options 18
2. The other way to access the Junk E-mail Options is to click on the Junk drop down menu and click on Junk E-mail Options. This is located in the upper left hand corner of the ribbon. 3. Once you click on Junk E-mail Options the following window will open up 19
4. There are 3 important tabs in the Junk E-mail Option window a. Safe Senders Adding e-mail addresses or domain names to Safe Senders will prevent them from being treated as junk e-mail. i. Click on Add, enter the e-mail address or domain name and click on Ok. This will add the e-mail address or domain to your Safe Senders list. 20
ii. Click OK at the bottom of the Junk E-mail Options screen 21
b. Safe Recipients i. Click on Add, enter the e-mail address or domain name and click on Ok. This will add the e-mail address or domain to your Safe Recipients list. 22
ii. Click OK at the bottom of the Junk E-mail Options screen 23
c. Block Senders i. Click on Add, enter the e-mail address or domain name and click on Ok. This will add the e-mail address or domain to your Block Senders list. 24
ii. Click OK at the bottom of the Junk E-mail Options screen 25
Section 3 Outlook on a MAC This section explains how to use the email quarantine in Outlook on a college owned MAC computer. How to use the email quarantine in Outlook on a MAC There are 2 ways to use the Mark as Junk or Block Sender options for an email using Outlook for MAC. 1. Right click on the email that you wish to mark as junk or block(step 1), go to the Junk Mail option(step 2) and click on Mark as Junk or Block Sender (step 3). 26
2. The other way to mark an email as junk or block the sender is to first click on the email that you want to junk or block so that it is highlighted in blue(step 1). Then go to the Junk option at the top of Outlook(step 2)and click on Junk or Block Sender (step 3). 3. To view the junk or block senders lists click on Outlook in the upper left hand corner next to the apple menu (1). The click on Preferences (2). 27
4. Next click on Junk 5. This is what the Safe Sender list looks like 28
6. This is what the Blocked Senders list looks like *Please note: Per Microsoft the Safe Senders and Blocked Senders lists cannot be managed using Outlook on a MAC. Above steps 5 and 6 in the section labeled How to use the email quarantine in Outlook on a MAC shows the two Junk options Safe Senders and Blocked Senders. If you are using a MAC you will need to use Webmail to manage your Safe Senders and Blocked Senders lists. Pages 2 through 7 of this document shows the steps of how to manage your Safe Senders and Blocked Senders in Webmail. 29
Section 4 Managing Safe Senders and Blocked Senders on a mobile device To manage Safe Senders and Blocked Senders lists on a mobile device(i.e. iphone, ipad, Android cell phone or Android tablet) you will need to use Webmail. Unfortunately the Exchange application for mobile devices does not allow the management of Safe Senders and Blocked Senders lists. Pages 2 through 7 of this document shows the steps of how to manage your Safe Senders and Blocked Senders in Webmail. 30