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Filtering junk mail and sorting messages with rules

From: Mac OS X Lion Essential Training

Video: Filtering junk mail and sorting messages with rules

Before we leave mail altogether, we should take a good look at junk mail and rules, because they're an important part of managing your email. Go down to Mail and launch it, select my Gmail, and we'll scroll down and we're going to look for messages that are marked in brown. And here they are. Messages marked this way indicate that Mail thinks this stuff is junk mail. When you select one of these messages, you may decide no, I know what this stuff is. This is perfectly okay.

Filtering junk mail and sorting messages with rules

Before we leave mail altogether, we should take a good look at junk mail and rules, because they're an important part of managing your email. Go down to Mail and launch it, select my Gmail, and we'll scroll down and we're going to look for messages that are marked in brown. And here they are. Messages marked this way indicate that Mail thinks this stuff is junk mail. When you select one of these messages, you may decide no, I know what this stuff is. This is perfectly okay.

If so, all you have to do is click Not Junk and that message will be marked as something that's legitimate. Now I've this junk mail person here. I'm going to say okay, they are junk, but wait a minute, there is another message from that person down here that is not marked as junk. So how do I mark it as such? Simple! Click the thumbs down button. It is now marked as junk. Again, I can Undo that later and say no, it's not junk and then find all this person's email and tell mail that it's not junk and that will help train it. Now training is really important.

If you get messages that are marked as junk and they're not, you must select Not Junk, because that trains Mail. Likewise, if you're getting junk and you don't mark it as such, Mail is not going to learn and so it won't be an effective junk mail filter. Now by default, junk mail messages remain in your inbox and they're marked in brown. Once you're confident that mail is correctly separating the wheat from the chaff, go into Mail > Preferences, select Junk Mail, and then select Move it to the junk mail mailbox.

You'll be asked if you really want to do this. Click Move and Mail creates a new Junk folder and inside there are all the messages that have been marked as junk. It's a good idea to go back in there every so often, and make sure that what you're seeing is junk, mark the this stuff that's good as such and then you can delete the other junk. Let's go back to Preferences. you can also fine-tune the junk mail filter if you like. So for example, you're going to allow message if the sender is in your Address Book or if you've previously communicated with this person, you are going to allow that message in or if the message is addressed your full name that may be okay as well.

See what kind of mail you're getting and then configure these settings appropriately. This option, Trust junk mail headers in messages, often times an ISP or a service will mark a message that it thinks is suspect. Mail is perfectly happy to check that header information and see if it's okay. If it's not, it may mark it as junk. Now let's take a look at rules. Rules is one way of filtering your messages so that you can file it away automatically. Currently, when you get a copy of Mail, it will have this one rule from Apple and that puts all your news from Apple into a specific place.

So now I'm going to create a rule of my own and I do that by clicking Add Rule. We're going to call this rule iTunes and let's say From Contains @itunes.com. We're going to move the message to a folder that I created earlier called From iTunes and I will click OK. It'll ask me if I'd like to apply that rule. Yes please, I'll close that preferences and we'll see what happened.

Here is my From iTunes, and sure enough, anything that came from iTunes appears here in my list of messages. You can also filter messages by creating smart mailboxes and these are mailboxes that look for certain conditions and then file messages when those conditions are met. So go to the plus button at the bottom and click on it and then choose New Smart Mailbox and again, you're going to set it up much like you set up a rule. So we would call this one on iTunes From Contains @itunes.com, click OK, and now you see we have a new smart mailbox that has the same kind of material in it.

Note that unlike with rules these smart mailboxes can't move messages from the inbox. Again, these are the basics of junk mail and rules. Explore these options, give it a try, I think you're going to find them a good way to manage your email.

Show transcript

This video is part of

Image for Mac OS X Lion Essential Training
Mac OS X Lion Essential Training

72 video lessons · 30994 viewers

Christopher Breen
Author

 
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  1. 1m 26s
    1. Welcome
      53s
    2. Using the exercise files
      33s
  2. 4m 42s
    1. Installing Lion
      4m 42s
  3. 44m 44s
    1. Touring the Finder
      10m 19s
    2. Launching and working with apps
      4m 22s
    3. Sorting and starting apps with Launchpad
      3m 13s
    4. Organizing workspaces with Mission Control
      4m 35s
    5. Using trackpad gestures
      8m 22s
    6. Using mouse gestures
      2m 22s
    7. Understanding file saving in Lion
      4m 35s
    8. Using Text to Speech
      3m 9s
    9. Installing software
      3m 47s
  4. 26m 51s
    1. Personalizing the interface
      7m 31s
    2. Staying current with Software Update
      4m 13s
    3. Configuring Mail, Address Book, and iCal
      5m 2s
    4. Setting up printers
      3m 39s
    5. Backing up with Time Machine
      6m 26s
  5. 10m 49s
    1. Finding files with Spotlight
      5m 16s
    2. Digging deeper with Finder searches
      5m 33s
  6. 39m 6s
    1. Configuring basic personal preferences
      11m 14s
    2. Optimizing Mission Control preferences
      3m 42s
    3. Configuring basic Audio and Video preferences
      4m 34s
    4. Adjusting Input Device preferences
      7m 45s
    5. Configuring Bluetooth input devices
      2m 36s
    6. Modifying Date & Time Preferences
      2m 38s
    7. Getting on the internet
      3m 56s
    8. Using an alternate startup disk
      2m 41s
  7. 3m 22s
    1. Understanding Dashboard widgets
      3m 22s
  8. 23m 20s
    1. Navigating the interface
      6m 30s
    2. Filtering junk mail and sorting messages with rules
      4m 22s
    3. Scheduling appointments with iCal
      6m 38s
    4. Organizing contacts with Address Book
      5m 50s
  9. 37m 5s
    1. Basic word processing in TextEdit
      7m 56s
    2. Using Dictionary
      2m 51s
    3. Preview: Working with images
      6m 20s
    4. Preview: Working with PDFs
      6m 13s
    5. Installing and managing fonts
      5m 37s
    6. Creating quick notes using Stickies
      3m 24s
    7. Using Calculator
      4m 44s
  10. 34m 27s
    1. Navigating the web
      4m 49s
    2. Working with bookmarks
      7m 15s
    3. Adding and reading RSS feeds
      2m 38s
    4. Using Reading List
      3m 7s
    5. Saving web pages and creating web clips
      1m 15s
    6. Using Safari to search the web
      3m 13s
    7. Opening local files in Safari
      2m 33s
    8. Working with Safari's preferences
      4m 33s
    9. Configuring privacy settings
      5m 4s
  11. 13m 45s
    1. Playing media
      9m 3s
    2. Recording
      4m 42s
  12. 18m 26s
    1. Video chatting in FaceTime
      5m 26s
    2. Text and video messaging in iChat
      9m 6s
    3. Shooting videos and pictures in Photo Booth
      3m 54s
  13. 12m 46s
    1. Automating complex tasks
      12m 46s
  14. 13m 55s
    1. Monitoring system performance
      3m 20s
    2. Setting up a Windows installation in Boot Camp
      3m 49s
    3. Formatting, partitioning, and repairing storage devices
      6m 46s
  15. 15m 55s
    1. Understanding sharing
      4m 59s
    2. Sharing files on a network
      3m 23s
    3. Screen sharing with a remote computer
      4m 7s
    4. Sending files with AirDrop
      3m 26s
  16. 38m 47s
    1. Modifying Language & Text settings
      6m 38s
    2. Optimizing Security & Privacy settings
      6m 24s
    3. Configuring access for for the disabled
      7m 23s
    4. Using Energy Saver
      4m 42s
    5. Adding and changing users
      6m 19s
    6. Configuring Parental Controls
      7m 21s
  17. 18m 33s
    1. Preventive measures: Creating a Lion boot drive
      7m 40s
    2. Understanding and configuring permissions
      3m 6s
    3. Troubleshooting techniques
      7m 47s
  18. 6m 11s
    1. Techniques for using the Mac efficiently
      5m 22s
    2. Next steps
      49s

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