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Our anti-spam filtering system is based on the excellent junkmail filters from declude.com. Both inbound and outbound messages are filtered according to a total score determined from dozens of rules that determine the legitimacy of the sender as well as the content.

Messages containing definite spam (having a high total score) will be discarded and archived (To have us retrieve them for you on request, or have us relax the inbound filters for your specific domain or mailbox,  contact us at hosting@entrenet.com).

Of course, messages containing a low total score are forwarded to you without modification (except that our system adds extra headers to show you how the message was scored). Look for the headers in the 'options' or 'properties' of your message. To see the score, look for the header for X-Declude-Scan: Incoming Score [nn].

Those messages that are likely spam (have a medium total score), will be forwarded to you but will pre-pended with the word [SPAM] on the subject title and will also have an extra header added: X-IMAIL-SPAM. You can use either the subject or the header to further filter the message at your end.  For example, you can add a rule in your e-mail client to move these likely-spams to a junk mailbox.

There are also outbound filters that discard the high-scoring spam messages that are received for an alias you@yourdomain.com that are set to be forwarded to a mailbox at a different ISP (you@anotherisp.com). This prevents us from sending spam-containing e-mails to other ISP's and prevents those ISP's from thinking we are spammers and blocking all our mail.  (We had to put outbound filters in place because some ISP's had aggressive e-mail filters that were cutting off all our users and domains because of a few aliases that were forwarding spam. These filters are global and we cannot adjust them, but if you think some mail is being lost, have us look in our outbound archive.

We also have modest anti-virus filtering with Symantec AV filters which attempt to clean out or discard messages containing viruses. You should augment this with anti-virus filters on your own computers.
 

To take advantage of the anti-spam filtering on thehostingservice.com's e-mail system. The technique depends on how you fetch your mail. See the different sections for Web-mail system, Outlook 2003 or Outlook Express as follows:

For Outlook Express and other smart-clients:

Simply add a rule to your e-mail client (such as outlook express)
which looks either for a subject beginning with [SPAM] or a header containing X-IMAIL-SPAM and moves or deletes the message as desired.

In MS Outlook Express :

-Select the menus: Tools | Message rules | Mail..


- Under 1. Select conditions, check the checkbox for where the subject line contains specific words.

- Under 2. Set the actions for your rule, check the checkbox for Move it to the specified folder

- Under 3. Rule Description, click on the hyperlink for contains specific words

- In the type specific words dialog, type [SPAM] and click Add and click OK.

- Under 3. Rule Description, click on the hyperlink for Specified folder.

- In the Move dialog, select Local Folders,  click the New Folder button and under FolderName, type spam and click OK and OK again.

- Under 4. Name of Rule type Move spam to spam folder and click OK and click OK to finish the rule.

When TheHostingService identifies mail that has been flagged
with the X-IMAIL-SPAM header, your client should move it
to the Spam folder - so that you can look at the messages before
deleting them.
 

In the iMail Web-Mail system

(http://yourdomain:8383) login to your mailboxname/password

Drop down the options list at the upper right and
select Manage Mailboxes.

Under Create a Mailbox enter a NAME of spam and click Create.

Drop down the options list at the upper right and
select Change Processing Rules.

Click on the hyperlink at the left for Add Rule

In the edit rule dialog,
drop down the listbox for FIELD and select Header.

Select the option for contains
Under Phrase, type X-IMAIL-SPAM

click the Add Condition button.

Scroll down to the bottom and ensure the
Move the message to this mailbox condition
is selected.

Under DESTINATION type spam.
Click Finish.


You will now find that you have two mailboxes, main and spam.
You can use the web-mail system to view and clean out the spam.

Or you can create a second e-mail account download
in your POP/IMAP client to fetch the mail separately from
yourmailbox-spam@yourdomain.com.

In other words, if jsmith@yourdomain.com is your main mailbox,
then you can log into jsmith-spam@yourdomain.com to download the spam mail separately.

For Outlook 2003:

Simply add a rule to your e-mail client (such as outlook express)
which looks either for a subject beginning with [SPAM] or a header containing X-IMAIL-SPAM and moves or deletes the message as desired.

In MS Office Outlook 2003:

-Select the menus: Tools | Rules and Alerts | Email rules tab

-Click New Rule, select Start from a blank rule, check messages when they arrive

- Click Next.

- Under 1. Select conditions, check the checkbox for with specific words in the message header

- Under 2. Edit the rule description, click "specific words" hyperlink.

- Under specify the word: type X-IMAIL-SPAM and click Add. Click OK

- Under 1. Select action, check the checkbox for move it to the specified folder

- Under 2. Edit the rule description, click the "specified" folder hyperlink

- Click New. Under Name, type spam.

Select Personal folder or another top level folder. Click OK and OK.
Click Next. Click Finish. Click OK.

When TheHostingService identifies mail that has been flagged
with the X-IMAIL-SPAM header, your client should move it
to the Spam folder - so that you can look at the messages before
deleting them.

 

Use aliases:

If you are operating a Web site, and you put your e-mail address
such as jsmith@yourdomain.com in the 'contact' web page,
sooner or later it will be harvested by spammers and you will get spam.

It is best however, to put an 'alias' on the web site that forwards to your real
mailbox: salesinfo@yourdomain.com could forward to jsmith@yourdomain.com. If you start getting a lot of spam, you can change the alias and web page to sales_info@yourdomain.com  without having to change your personal jsmith mailbox.

We recommend you or your administrator learn to log into our
web-mail system at http://yourdomain:8383, to create and
manage the aliases such as salesinfo.

Keep your system clean:

These days it is difficult to avoid getting viruses in e-mail messages and
'spyware' from web sites. These insidious programs can harvest the
e-mail addresses on your address book and not only send a virus
to all your friends, but add all your friends addresses to a spamming
list on a server elsewhere on the Internet. Thus you may start getting
spam because one of your friends got a virus.

Please install anti-virus software such as McAfee Virusscan: www.mcafee.com
or Symantec Anti-Virus.

Please install anti-spyware software such as Ad-Aware from www.lavasoftusa.com (the free version works well enough, but the pro version includes ad-watch, an anti-popup program that stops some of the annoying advertising on web pages)

Do your own filtering:

You really should not need any better filtering (ours is very good), but
if our filtering may find 95 percent of the spam. Many people find that a spam amount of spam gives them the comforting impression that the mail is working. zero spam makes it look like the system is dead.

But if you really hate spam, it is possible for you to add additional filtering on your end and tune it. With two filters you should kill 99 percent of the spam.

The best approach is probably to make use of the the filtering and  junk e-mail features built into your client such as outlook 2003.

You could also buy and install an anti-spam filter program such as McAfee Spamkiller from www.spamkiller.com for only $39.95 usd. We have found that if you buy one copy, you can install it on multiple desktops. It is a good investment.