Dealing with spam

By Ignacio T. Gutierrez

Unsolicited e-mail -- what e-mail user does not have that problem? There are more and more users getting on the net than ever before. You no longer need to own a computer in order to have your own e-mail account. Once you sign up for an e-mail address, you provide your personal information such as your name, phone number, mailing address, age, buying habits, and other personal information. All this information is usually fed into some sort of database that can assist marketing companies and individuals to better target your specific needs. They are using the same information those annoying telemarketers use to make those dinner time calls asking you if you'll like to save hundreds by switching or purchasing a particular product or service.
Unlike telephone solicitors, e-mail solicitors don't have to follow any rules. It's the Internet, and there are no rules. The only rules that exist in cyberspace are your own rules. That is why there are some simple rules you can create to block spam from ever reaching your inbox. Blocking 100% of unsolicited messages from your e-mail is impossible, but blocking them from your inbox is not impossible at all. You just have to adopt these simple rules.
Let me begin by introducing myself. My name is Ignacio T. Gutierrez. I specialize in providing effective information technology (IT) solutions to both personal and business customers. One of those solutions is helping my clients eliminate unsolicited e-mail from their inbox without having them spend extra time and resources to accomplish this task. Let's get started with the process.
There are several methods a user can use to retrieve his or her e-mail. Two of the most common methods consist of programs such as Microsoft Outlook Express, Microsoft Outlook, Eudora, Netscape's mail program, or America Online. The second involves using a web browser to access your e-mail via the web. The first method allows the user to download the information directly to his or her hard drive while the second method stores the information on a remote server until the file can be downloaded to the hard drive. E-mail messages can contain plain text or attached files such as images, programs, or other types of files. Each method has specific settings that the user can customize to suit individual needs.
Examples include setting the program to only display plain text and not compile the code as HTML code. HTML code can display graphics, animation, and sounds within the e-mail message itself. The images are actually HTML code that redirects you to their web sites to view the information that is displayed on the message. If the e-mail program is set to translate the HTML code (which they usually are by default), the images in the SPAM you see are actually on the remote server which they want you to visit. By opening up your e-mail you've basically notified them that you opened the message because their web servers can track the amount of traffic they receive. When you opened the message, the code requested the image from their server and they now know you read the message. Using the settings you used on your e-mail or web browser, they are able to extract additional information from you while you try to delete the message. Yes, it's true, the settings you initially set on your programs can be used to track you. Examples include the time-saving features such as the "auto fill" feature on your browser, or e-mail program; that is how spammers can track you. It's a great feature but it's best you just take the time to fill in the blanks rather than have the program automatically send out your information when requested to do so without your approval or consent.
So, enough of the cloak and dagger information, now that you have some sort of knowledge about how they may be able to track you, it's time you take steps to prevent them from doing so in the future. Now it's time to learn how to create an e-mail filter (rule) to block unsolicited e-mail from ever reaching your inbox. Unlike the "auto fill" settings, these settings can't be used against you by a spammer because these are your rules, not theirs.
Here are three simple steps to take to eliminate the spam from your inbox, and best of all, it's free!
Step one: Update your e-mail address book! I'll explain the reasons why as we go along but this is the first important step. Make sure you include all those persons that you would like to receive e-mail from in your address book. The address book will play an important part in preventing spam from reaching your e-mail inbox. To add users to your address book, simply enter them manually by opening up your address book using your preferred method of receiving e-mail. The other method is by selecting the e-mail messages from people you know and have the program automatically add them to your address book by selecting "Add to address book" or "Add sender to address book" from the menu items listed. Each program is different but most have the option listed under the "tools" menu. If not, take the time and select the "help" menu or button to find out how to.
Step two: Learn how to create separate "folders" (directories). E-mail programs and online e-mail services such as Hotmail and Yahoo provide this ability. Most of the time you already have the folders you need by default. Examples of these folders are inbox, outbox, sent items, drafts, and deleted items. The two important ones for this to work are the inbox and the deleted items. If you don't have a "deleted items" folder, create one using one of the menu items listed in your e-mail program. Again, different programs have different menus so if you can't locate it, ask for help using the help button or menu.
Step three: Creating a filter or rule to delete unsolicited e-mail (spam). Because there are several programs out there, they differ in ways to create e-mail filters. By creating an e-mail filter you are essentially telling the e-mail program what to do with the messages you receive. It's like having the postman throw away all the unsolicited mail you receive. No more offers for stuff you don't really need! We can only dream of having that ability with standard snail mail, but we do have the ability to do that with our e-mail program because we set the rules for it. So we begin by instructing the program to do the following when receiving e-mail: Any messages from people that are not specifically listed on my address book, move those messages to the deleted items folder. That is why it's so important that you have your e-mail address book up to date. If you don't have it up to date, the program will move all messages to the deleted items folder.
Creating a filter on Hotmail or Yahoo can be done by locating the option "creating filters" or "setting rules." The same goes for Microsoft Outlook, or the other e-mail programs that reside on your computer's hard drive. Again, if you can't find the option, just ask for help from the program. Select the help option and enter the following, "creating e-mail filters" or "creating e-mail rules." Once you locate the instructions on creating the filter, you can proceed.
This does not necessarily mean the messages get deleted once they arrive at the deleted items folder. They are usually stored there until you tell the program to delete them. So you can basically scroll down the list of deleted messages and determine what's important and what's not important. If you find something that is important, simply move the e-mail message to its proper place, such as the inbox. Once you have determined what messages need to be rescued from the deleted items folder, you can tell the program to delete all the files in the deleted items folder. Some program can automatically delete the items within that folder once you log off the system or simply quit the program. Not only that, you can prevent some viruses from entering your system since the file was never actually opened. A virus can reside on a hard drive but if it's not activated, it won't be able to execute its instructions. By opening infected e-mails you essentially activate the program.

After you successfully create this basic filter you'll block 100% of unsolicited e-mail from your inbox and read only those e-mails from people you know and those you need to read. It's a simple and effective solution to a complicated e-mail system.