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comphelp:email:gmail_tips

UW Gmail - Tips & Tricks

Dealing with Incorrect Spam Flagging

Whitelist UW & ESS Emails

These directions will allow you to whitelist all standard UW email and prevents any emails from an @uw.edu, @u.washington.edu, or an @ess.washington.edu address from being marked as spam automatically.

  1. Log into UW GMail
  2. Click the gear icon in the upper right and select Settings
  3. Click the "Filters and Blocked Addresses" heading
  4. Click "Create a new filter" at the bottom of the page
  5. Enter the following into the From field (replace NETID@uw.edu with your email address): *@uw.edu OR *@u.washington.edu OR *@ess.washington.edu AND -NETID@uw.edu
  6. Click "Create filter with this search"
  7. Check the checkbox next to "Never send it to Spam"
  8. Click "Create filter"

Whitelist Specific or Organization Emails

These directions will allow you to whitelist all standard UW email and prevents any emails from an @uw.edu, @u.washington.edu, or an @ess.washington.edu address from being marked as spam automatically.

  1. Log into UW GMail
  2. Click the gear icon in the upper right and select Settings
  3. Click the "Filters and Blocked Addresses" heading
  4. Click "Create a new filter" at the bottom of the page
  5. To disable the spam filter for an individual address enter their address in the From field
  6. To disable the spam filter for an organization use the following pattern in the From field (replace example.com with their domain): *@example.com
  7. Click "Create filter with this search"
  8. Check the checkbox next to "Never send it to Spam"
  9. Click "Create filter"

Disable Spam Filter Completely

I wouldn't recommend this unless you are getting a lot of non-UW legitimate email flagged as spam. This change will prevent any new messages automatically being flagged as spam but still allow you to report messages as spam and remove them from your inbox manually.

  1. Log into UW GMail
  2. Click the gear icon in the upper right and select Settings
  3. Click the "Filters and Blocked Addresses" heading
  4. Click "Create a new filter" at the bottom of the page
  5. Enter the following in the :Has the words" field: is:spam
  6. Click "Create filter with this search"
  7. Check the checkbox next to "Never send it to Spam"
  8. Click "Create filter"

Train Spam Filter

Gmail has a few factors that go into its spam detection process; in particular deleting messages without opening them or manually marking them as spam will make it more likely future messages are flagged as spam. If you open one of these messages hopefully it will tell you why it flagged it as spam (for example a message in my spam folder currently has a yellow header with the following: Why is this message in Spam? You previously marked messages from * as spam). This may give you a hint as to what it causing it to flag it as spam and clicking the button "Not Spam" will start to train Gmail to stop flagging those messages. Additionally if it is because you are deleting most messages without reading them you might consider opening them first then deleting them.

Check Automatic Filters

If you are using automatic filters it is possible you have one that is flagging certain keywords as spam (payment, invoice, etc). The whitelisting above should resolve that issue but you may also want to double check that none of your filters are looking for words or phrases that might be common in emails from Kathy.

  1. Log into UW GMail
  2. Click the gear icon in the upper right and select Settings
  3. Click the "Filters and Blocked Addresses" heading
  4. Review any listed filters that move messages to the spam folder

Attaching Emails for Error, Spam, Malicious, or Phishing Reports

It can be useful to attach an email as a text attachment when you are trying to report an error or unwanted email. These directions will allow you download a copy of the email as a plain text document with all the headers intact. We are happy to assist with email errors and will review an email to see if it is malicious or not but if you are simply reporting it we recommend you send it to help@uw.edu . If enough people report a message this way UWIT can have it flag the message as spam UW-wide (for spam emails) or even delete it UW-wide (for malicious or phishing emails).

  1. Log into UW GMail
  2. Open an incorrectly flagged message
  3. Click the downward triangle below the print button in the upper right
  4. Select "Show Original"
  5. Click "Download Original"
  6. You should now have a plain text copy of your email that you can then attach to a new email.
comphelp/email/gmail_tips.txt · Last modified: 2019/03/05 19:54 by essach