RE: Blocking Email

  • From: "Ramanathan, Thiyagarajan" <thiyagarajan.ramanathan@xxxxxx>
  • To: "[ExchangeList]" <exchangelist@xxxxxxxxxxxxx>
  • Date: Wed, 12 Oct 2005 09:00:11 +0530

Managing junk mail
Tech Forum - Dr. Nitin Paranjape
No one is spared from junk e-mail these days. What started out as a
minor irritation has now become so common that it causes a huge amount
of productivity and even monetary loss across the board. Here are some
useful tips for managing junk mail.
Server side
When you use Exchange 2000, you can prevent the delivery of messages
that were sent by a particular user, domain, or event by an automated
junk e-mail script that delivers messages that have a blank address in
the From box. Here are the steps to follow to prevent messages from
being delivered:
Start Exchange System Manager. 
Expand the Global Settings container. 
Right-click Message Delivery, and then click Properties. 
Click the Filtering tab, and then enable any of the following options: 
Senders: Use this option to manage filtered e-mail addresses. If an
e-mail address that is displayed on this list is used to send a message
to this Exchange Server computer, the message is not delivered to the
To prevent a particular e-mail address from sending messages to users in
this server, click the Add button, and then type an individual e-mail
address. To filter all messages from a particular domain, use the
wildcard characters. 
For example, type "*@<domain>.com" (without the quotation marks).
Note: Most junk mail sending programs are intelligent. These change the
email id every time. Therefore, it is always safer to block at Domain
Archive filtered messages: Click to select this check box to keep
filtered messages in an archive. Old messages are not automatically
removed from the archive.
Before filtering will work it must be enabled on the Default SMTP
Virtual Server.
Messages are archived to the following directory:
<exchange install point>\exchsrvr\mailroot\<vsi#>\filter
Filter messages with blank sender: Click to select this check box to
prevent delivery of messages in which the From box is blank.
Accept messages without notifying sender of filtering: Click to select
this check box to prevent a non-delivery report (NDR) from being
returned to the sender of filtered messages. Use this option if you do
not want senders of filtered e-mail messages to know that their messages
were not delivered. If you receive large amounts of filtered e-mail, you
can use this option to improve network and server performance.
Client side
On the client side there are various e-mail client programs such as
Outlook, Outlook Express, etc. Each offers some amount of junk mail
filtering. It's not feasible to go into the details of each methodology
and user interface here.
However, the point I want to stress upon is that in most organisations,
individual users decide what to filter as junk mail, using the
client-side application. This information may be stored either locally
or on the server (within the mailbox configuration information). The
problem is, the mails that are marked from the client side as junk are
still received by the server. Only when they get delivered to individual
mailboxes do they get deleted or processed in some way. What this means
is that client-side junk mail management does not really reduce the junk
mail load on the server side.
Therefore, it is important for administrators to periodically ask end
users to send a list of sites they want to block. Find out which sites
are commonly blocked by a substantial number of end users and then block
these at server level itself. Yes, there is an issue of discretion-some
user may consider two unsolicited mails as junk and another user may not
be disturbed by 30! These issues need to be resolved on a case-to-case
basis anyway.
Junk mail filtering for Hotmail
Hotmail is a great playground for junk mail senders. Hotmail does allow
you to mark mails and then choose 'Block' to mark these as junk.
However, there is a limit on the number of items you can put into the
blocked sender list. In order to ensure that you do not exhaust that
limit, you must use this feature cleverly. The method is simple.
Instead of adding the entire e-mail id to the list, just add the domain
name. This way, the junk mail senders who change the user id for each
bulk send are blocked effectively. The way to do it is as follows:
Open the Hotmail inbox. 
Mark mails to block. 
Click on Block button. 
Now, you are shown a list containing e-mail ids of the junk mail
Here you cannot enter the domain names only. You are forced to accept
the full e-mail names. 
At this stage, right click on the Options tab and choose Open in New
Now another browser window opens and shows various options. Choose the
Block Sender link. 
Now you can actually add the names of senders to block. 
Now you shuttle between the block sender list page (which shows full
email ids) and enter only the domain names in the Block Sender entry
page. You should enter it as "" 
This way, you can manage more domain blockades without exhausting the
sender list limit of Hotmail.


From: Ivan Dwi Handono [mailto:ivan.dwi@xxxxxxxxxxxxxxxx] 
Sent: Wednesday, October 12, 2005 8:51 AM
To: [ExchangeList]
Subject: [exchangelist] Blocking Email

Hi Folk's,
PLease help me how to block email from example xxx@xxxxxxxxxxxxxxxx in
MS.Exchange 2003
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