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Signature Images Can Classify Email as SPAM

Posted by Server@Work | Jul 21, 2015 8:30:00 AM

Recently our customers are noticing that Microsoft Office 365 is sending more messages to their Junk Mail.  Many of the emails being classified as SPAM are those with images in their signatures or elsewhere in the email.  These images will pull from an external website which can also be the case when an email contains an unfriendly script or virus.

The next time you are in Outlook take a peek into your Junk Email folder and look for legitimate email.  If you find any, you can't argue with Microsoft, but you can add those senders to your Safe Senders List.

To add a sender to your Safe Senders List in Outlook

  1. Open Outlook.
  2. Find the email you want to rescure (Presumably in your Junk Email folder).
  3. Right-click on the email.
  4. From the menu go down to "Junk".
  5. Observe the options available:
  • Block Sender - This will classify the message and sender as SPAM.
  • Never Block Sender - This will ensure the sender's email address is not marked as SPAM.
  • Never Block Sender's Domain (@serveratwork.com) - This will ensure all email from the same company/email domain as the sender are not marked as SPAM.  This is a good option to ensure a whole company is not blocked.
  • Never Block this Group or Mailing List - Used mainly for internal Distribution Lists.

To add a sender to your Safe Senders List in Outlook Web Access

  1. Open Outlook Web Access.
  2. Find the email you want to rescue (Presumably in your Junk Email folder).
  3. Right-click on the email.
  4. Select "Mark as not junk" (This is your only option -- a good one).

Helpful Links

Add recipients of my email messages to the Safe Senders List:
https://support.office.com/en-ca/article/Add-recipients-of-my-email-messages-to-the-Safe-Senders-List-be1baea0-beab-4a30-b968-9004332336ce

Configure junk email settings in Outlook 2013 (Grab some Popcorn):
https://technet.microsoft.com/en-us/library/Cc179183.aspx

Topics: Outlook, Email, Security