Function

• Rules are, in reference to Outlook and spam, filters through which incoming messages must pass before reaching the Inbox. Each filter is a set of criteria tests that an email message either matches or does not. Based upon the result of those tests, a message can be tagged and handled as spam or passed through as a normal email message. A logic structure is thus used to automatically classify and remove spam messages, all based upon Outlook's criteria.
  
  

Benefits

• The overall amount of time an average email user spends sorting and dealing with spam messages can be greatly reduced by the successful implementation of spam rules that are available in Outlook. By automatically removing the junk mail from the good mail, it saves the user from ever having to look at the junk messages, let alone having to make a decision of any kind about each one. Over time, this can save hundreds of hours.
  
  

Drawbacks

• Spam rules can incorrectly categorize a legitimate message as junk. When this happens, the sender of the legitimate message is usually unaware that the message wasn't seen by the intended recipient, and the intended recipient is usually oblivious to the sender's expectation of a reply. Programs that automatically delete spam before it can be seen can waste time and lead to miscommunications or misunderstandings.
  
  

Junk E-Mail Folder

• Outlook has a message item folder named junk email that is the default destination for incoming spam messages when the rules are set to divert rather than delete all suspected spam messages. By using this folder, the user gets a chance to look over the spam to make sure no important emails have been diverted there. This method is much safer than deleting spam automatically, but it's more time consuming and may defeat the purpose of having spam rules in the first place.
  
  

Tips

• The spam rules can be adjusted to meet your specific needs, but the default settings are a good place to start. Alternatives to using the Outlook spam rules for the junk email folder are to use a spam filter provided by your email hosting company or a service like Postini, which is considered effective at separating legitimate messages from spam.