Preventing/Reducing Junk Email: Tips and Best Practices

Introduction

If your email inbox is being inundated by unwanted promotional offers and unsolicited messages, you’re not alone. This is a reality for many, but the tips and guidelines below will help you bring that under control and reduce the number of emails that you’re getting. Read on for ways to combat this issue!

Note: For specific instructions on how to better control your inbox, see Managing Junk Email in Outlook.

Explanation

Best Practices for Mitigation

Microsoft published 10 tips on how to help reduce spam, which can help you avoid or reduce the number of unwanted emails. Some tips include:

  1. Limit the places where you post your email address publicly
    Be cautious about posting your email address on public Web sites, such as newsgroups, chat rooms, bulletin boards, etc.
     
  2. When signing up for online services or while shopping, watch out for check boxes that are already selected
    You may inadvertently give permission for the website to share your email address with other businesses.
     
  3. Review the privacy policies of Web sites
    Before you reveal your email address or other personal information, review the privacy policy of the site carefully. Look for a link or section (usually at the bottom of the Web site's home page) called "Privacy Statement," "Privacy Policy," "Terms and Conditions," or "Terms of Use." If the Web site does not explain how your personal information will be used, consider not using the services at that site.
     
  4. Don't reply to spam/unsolicited emails
    Some emails may ask you to reply if you want to unsubscribe, or may include an unsubscribe link. If you do not know or trust the sender, don’t respond. Block it instead. Answering spam just confirms to the spammer that your email address is an active one.
     
  5. Don't provide any personal information
    Be suspicious of any sender who asks for personal information via email. It could be a disguised message that is made to look legitimate; a tactic known as phishing. Even if it appears to be from a known company or vendor that you do business with, do not use any links or phone numbers listed in the message. Instead, get the company/vendor’s contact information from a reputable source (your records, online directory, company’s website) and verify that they sent the message.
     
  6. Don't respond to emails asking for a charitable contribution
    Some spammers may prey on your goodwill. If the charity is one that you want to support, contact them separately to make a direct contribution.
     
  7. Block images and external content in HTML messages
    Blocking pictures in email messages can help protect your privacy. Pictures embedded in HTML messages can require Outlook to download them from an external server, which can signal to spammers that your email address is valid. This can make you the target of additional junk emails.
    • From Outlook Client:
      1. Click the File tab > Options > Trust Center > Trust Center Settings… button > Automatic Download
      2. Confirm that all boxes are checked for the following:
        Don’t download pictures automatically in standard HTML email messages, meetings or RSS items (items underneath are optional)
        -and-
        Don’t download pictures in encrypted or signed HTML email messages
      3. Click OK
         
  8. Turn off read and delivery receipts
    Spammers may sometimes send emails or meeting requests that ask for read and delivery receipt confirmations. By responding, you are signaling that your email address is valid.
    • From Outlook Client:
      1. File tab > Options > Mail > Tracking
      2. When asked "For any message received that includes a read receipt request", select either:
        Never send a read receipt
        -or-
        Ask each time whether to send a read receipt
      3. Click OK
         
    • From Exchange Online (Office 365):
      1. Settings > Mail > Message handling > Read receipts
      2. When asked "Choose how to respond to requests for read receipts", select either:
        Ask me before sending a response
        -or-
        Never send a response
         
  9. Don’t forward chain email messages
    Besides increasing overall email volume, you might be furthering a hoax and you’re also making your email address available to unknown recipients.
     
  10. Take advantage of the Junk Email Filter in Microsoft Outlook
    Outlook helps to reduce email spam by automatically evaluating incoming messages and moving those identified as spam to the Junk Email folder. However, not all email is easily recognizable as unsolicited spam and spammers are also constantly changing and evolving their tactics. So a percentage of spam can get passed the filter. To help you control spam in your inbox, Outlook lets you mark individual emails as junk as well as maintain lists of blocked senders and safe senders. To see detailed steps, review the instructions on Managing Junk Email in Outlook.
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