Usage and Configuration

On the one hand, the actual filtering or deletion of spam mails can take place locally at the recipient (e.g. implementation of positive lists, exceptions, deletion, separation). The recipient can adjust his or her mail software, either on the mail server of the institute or in the mail client, by means of appropriate filter functions.
On the other hand, user-specific mail options allow you to reject or delete mails centrally on the mail servers.

Special Outlook (Express) users are dependent here on the change in the subject header, since only a subject filter can be defined there. This also limits spam detection to the given LIMIT value of 6.0. Most other products can flexibly orient themselves to the numeric or graphic score value and thus set the limit themselves according to which a mail should disappear from view.

At this point, reference should be made to the documentation of the corresponding mail programs or the campus software support, if available, or to relevant forums in the Usenet and WWW. Starting points for the relevant information can be found under References -> Mail filter software.

In order to prevent your own mail from being classified as spam by the recipient or to ensure that the mail appears in an orderly state and readable for all, observe a few basic rules:

  • Avoid carriage returns (^M) control characters:
    The cut and paste of text parts in a mail, which is very popular under Windows, causes the introduction of unnecessary carriage return characters (^M), which are rated negatively.
  • Avoid overlong lines (no automatic wrap):
    Graphically oriented mail programs with automatic pagination function (optical) lead to extremely long lines. This is also evaluated negatively.
  • Avoid only HTML-formatted mails:
    Only HTML formatted mails (sometimes declared as rich text format) are a strong criterion for spam and should always be avoided. Only text or Alternate-(text+HTML) formatted messages are preferred.
  • Avoid blank or capitalized subject lines:
    The naughtiness to allow empty subject lines or excessive punctuation marks like "!", "?" etc. as well as numbers and special characters ("$") in the subject as well as in the message itself disqualify a mail considerably.
  • Avoid locked written words in the message:
    In order to emphasize individual words or phrases, a lock spelling such as I N S T I T I T U T or W-I-C-H-T-I-G should be avoided!
    In this context it is possible to use the following markup variants: *INSTITUT* or _IMPORTANT_
  • Never set the priority of a mail to "high":
    Header entries like 'X-Priority', 'X-Msmail- Priority' and "Importance:" etc. are - in addition in accumulation - a spammer-usual technique to reach attention, which causes the absolute opposite in present times.
  • The sender should not appear in the recipient address list.
    This technique of concealing the real sender, which is often used by spams, starts at the back when the sender of a newsletter claims to be the receiver (also Cc:). If you only want to have one control of the sending, then you should specify the sender address only in the Bcc: field.
  • Avoid complicated HTML links and keywords or phrases:
    Possibly TU specific rules are the trigger for a too hard classification. A look at the TU Wien specific spam tagging rules could provide information here.

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