"Be part of the SOLUTION...
Not the PROBLEM!"

Spam & How it Affects Your Email Service
by Lynne Menz, March 22, 2004

No question about it, we've all experienced the ravages of Spam...annoying, unsolicited and predominantly distasteful emails clogging our in-boxes. Some Internet services report that spam accounts for >3/4 of all emails. Do you realize the amount of resources necessary to handle all that junk mail? And do you also realize who ends up paying for those resources? You do! Last year, the US government got involved by signing the CAN-SPAM Act of 2003 (Read More). And recently, additional anti-spam measures have been implemented by our Internet Service Providers (ISP), such as AOL, Yahoo, Roadrunner & MSN. What this means is that messages are being sorted to filter out suspected spam. They use hundreds of "tests" to determine if an email should be considered spam which results in mail programs rejecting or blocking the suspected message. For example, are you aware that mail sent from countries outside the US may be blocked by your ISP simply because known spammers come from that particular country? It's amazing that any message passes through the filters! So, what affect have these new controls had on you?

"I'm not a Spammer but got accused of sending it!" You may not be, but someone who shares your IP address may be a spammer so your mail got rejected. This actually happened to a client of mine who uses Roadrunner. He received a Returned Mail Message that identified his IP address as a spammer! (IP addresses on mail servers are usually shared by several clients.) Solution: To resolve the issue, we learned he simply had to unplug his cable modem and then plug it back in to reset the IP address. Simple solution, but who would know this stuff??? And how many hairs turned gray as a result of it?

"I didn't receive an email I was expecting! What happened to it?" If you have experienced this problem, chances are the message was snatched up by the Anti-Spam Police! Another possibility, if it was blocked: did the sender ignore the "Returned Mail" message they received after sending it thinking it was a hoax? Did the message end up in your Deleted or Junk Mail folder by mistake? Suggestion: Find out what criteria your ISP tests for to block messages and if you have any control over them. If you are using a free mail service such as Yahoo or Hotmail, you may want to switch to using a paid mail service that provides more options for controlling your incoming mail filters, such as white lists and black lists.

"My business depends highly on electronic messaging and I can't afford to lose one message! How do I prevent losing valuable emails?" As a web coordinator and someone who depends heavily on emails, I hate to tell you, but the responsibility lies with you! In the beginning, when life was simple, ISP's made it so easy to send and receive emails. We didn't have many rules or procedures to memorize. They fostered our complacency! (We have to blame it on someone!) Suggestion: If it's an incredibly important message, follow up with a phone call or reconfigure your mail program to Request a Read Receipt. Also, it's up to you to understand your ISP's incoming & outgoing mail criteria and your Mail Program settings (i.e. Outlook Express, Eudora, etc.). For example:

1) What criteria does your ISP, email service and mail program use to screen suspected spam?
2) What happens to mail identified as Spam?
3) What options do your ISP and mail program offer that allows you to be able to retrieve all emails whether they are spam or not?
4) Do they have white lists (allows mail from specific addresses) and black lists (rejects specified mail) and how do you get on & off them?
5) How do you keep current since these programs are updated frequently? Get on your service providers mailing list to receive their latest & greatest news or visit their web site frequently.

For further information, visit

• SpamAssassin: a popular anti-spam program;
• Your ISP's web site;
• Microsoft (or the operating system you use) for the latest updates to your operating system & mail program.

• Viruses: UPDATE YOUR ANTI-VIRUS SIGNATURES DAILY by purchasing a service contract.
  I highly recommend Panda Anti-virus Software.
• Hoaxes: Visit Urban Legends and stop forwarding phony emails that clog servers!

Be vigilant and TAKE RESPONSIBILITY!