Spam has become a supreme annoyance on the Internet. Everyone has to deal with it, just as everyone has to deal with telemarketers and mail-order catalogs in the real world.
However, assuming that we cannot get totally rid of it, spam can, to a large extent, be avoided by following a few simple rules. My goal in this series of three articles is not to provide you with the ultimate, fool-proof anti-spam strategy. Why? Because there isn't one, and I would be lying to you if I wrote that there was. What I will try to do is to list a few common-sense, easy-to-follow rules that should allow you to spend most of your time on the Web without having to worry.
In the first part of this series, we're going to focus on defining spam -- not an easy task, despite the appearances -- and see how you can start fighting against it. Once you have followed these steps, you will be just in time to read the following installments that focus on fine-tuning our strategy. They also feature an exclusive interview with Kim Silverman, principal research scientist and manager of spoken-language technologies at Apple, about Mail.app's junk-mail filtering capabilities.
As in my previous article, "A Security Primer for Mac OS X," let me remind you that your own needs may vary from what is listed here. This article is intended for home users and small businesses, but multinational companies or users who handle an unusual amount of mail every day will probably want to seek professional help and to rely on custom hardware and software solutions.
When we say "spam" here on the Mac DevCenter, we rarely speak about the "tinned luncheon meat made largely from pork, developed in 1937."
The definition of spam varies greatly from user to user, therefore raising issues in the detection and reporting processes. However, mails that have been sent to multiple users without their prior consent is generally considered to be spam.
An email sent on your request or sent to you specifically -- by a relative, a coworker, or someone who wants to hurt you in some way -- is technically not spam, although it can be just as dangerous and bothersome.
Emails sent by viruses in order to propagate themselves are usually not considered spam, although they can have a similar effect -- and be sometimes even worse, since their attachments weigh a lot and eat precious bandwidth.
Notifications sent to you by an overzealous provider about network status, bounces, delivery failures, and viruses are not technically spam, either.
Bounced spam is trickier: a spammer may have impersonated you and you are just receiving emails that did not reach their destinations or were bounced back by users. While you are technically not directly spammed, it is important to react quickly since the situation can quickly become unbearable.
In a way, yes -- although it probably shouldn't be called spam in this case, but "bulk mail." Many, if not most, web sites will ask you whether or not you will allow their "partners" to send "information" and "promotional offers" to the email address you provide to them.
As soon as you give your consent and allow multiple companies to use your address, the advertisers sending you mail are not necessarily at fault -- unless you can prove that they are sending you mails that pose a threat to the normal operation of your network or computer.
Most countries have specific laws regarding the use of contact information by third-party companies, making it difficult to establish what is and is not legal in your area. As a general rule, however, you can expect a site to follow the rule of the country it is located in, and not yours, even if it is stricter. That's why you should always have a look at where the company you are dealing with is located. A few countries ask foreign companies doing online business on their territory to follow local regulations, but unfortunately, the lack of a worldwide law enforcement system in such matters makes it almost impossible. Whether this is a bad or a good thing I don't know.
Usually, legal "spam" (notice the quotes) can be stopped: simply ask the company that sends it to you to stop, and it should work. If you do not want to receive the O'Reilly newsletter, contact O'Reilly: this will work much better than setting filters for it in your mail client.
Therefore, the absolute first step in any anti-spam strategy is to go through the list of your "spammers" and to ask yourself what can be stopped peacefully and legally. While this may not account for the largest part of the promotional mails you receive, it is guaranteed to make a difference. This step is often overlooked by users who receive so much spam that they can no longer take the time to ask themselves whether they signed up for it or not.
Here is our first anti-spam tip: never, ever allow a company to send your address to "partners." Why? Because you may not know who these partners are, and this will make tracking down the source of legal "spam" much more difficult, even if a serious company has a good chance of having selected serious partners. It is also a good idea to maintain a list of the newsletters you are subscribed to: write down their names, the companies' URLs, and the opt-out procedures that should have been clearly explained to you when you signed in. Such information is extremely useful and often hard to find after a few months!
Within the "legal spam" category falls another that is rarely talked about: all of the promotional emails and newsletters you signed up for but cannot stop, for some reason. Since you signed up, it's technically legal, but the fact that you cannot stop them once you don't want them any more makes them look frighteningly similar to spam. Some companies -- or at least their online marketing departments -- actually engage in such practices, so watch out before signing up!
A good place to look for such clues is Usenet. Luckily, you can browse most of the posts through services such as Google Groups that do not require any setup on your end. Google Groups contains the entire archive of Usenet discussion groups dating back to 1981. Of course, you will find very diverse -- even opposite -- opinions, slandering, and strong language in these groups too, so read with care.
Anyone may receive spam. More precisely, any active user on the Internet who uses an email address and sends it to third parties.
Did you post your email address on your site or on a forum? Well, there are robots specifically designed to read millions of web pages, extract any email addresses they can find from them, and add those addresses to mailing lists. Some forum software packages actually create forums that are so complex that most robots get stuck and never get to actually read the addresses; WebX, for example, is supposed to be quite spam-resistant. You should, however, treat every forum equally and avoid posting your address without scrambling it.
Do you send mail to PC users? Well, they may receive viruses that will read their address books and, while sending you dozens of infected mails per day -- which are, if you remember what we said above, not "spam" -- will also subscribe you to lists and flood your inbox with messages.
A less common but equally frightening case: some people use anti-spam software that subscribes you to lists, and you begin to receive even more spam than you can accept, a "fight back" way of protecting oneself. Unfortunately, since addresses are easily spoofed, this means that these applications very often end up punishing the wrong person.
A little unsettling, isn't it? Luckily, there are ways around most of that, so don't panic. However, it's important to realize that even someone who leads a perfectly respectable online life and is cautious may receive spam.
If you're already flooded with junk mail, the easiest, most effective way to get rid of it is to create a new email address. Indeed, spam can reach a point where deleting it and looking for legitimate correspondence in your inbox slows you and your work down.
It can also be dangerous, transforming your mailbox into a floodgate for malicious code. Imagine what can happen the next time that you check your mails from your work PC or on a friend's XP Home machine!
Of course, creating a new address alone won't help; you also need to understand at what point your address was revealed to spammers. Otherwise, you may well end up creating a new address every few weeks -- and this definitely isn't practical.
One of the biggest issues when creating mailboxes is letting your correspondents know about them. In fact, many users never do this because they fear that they are going to lose customers, friends, or other contacts they may have. This is a legitimate fear, but everyone moves and changes addresses in the real world, too. What can be managed in life should normally be manageable online!
Obviously, you cannot set your old address to send auto-reply mail containing your new address. Otherwise, you would simply send your new address to spammers even before all your legitimate correspondents have had the time to learn about it. Worse, should one of your correspondents have an auto-reply system too, your two mail servers could enter an auto-replying loop, filling your mailbox and preventing other legitimate users from receiving the new address notification.
Chances are that the last time you moved, you had to send cards to everyone to make sure that they were aware of your new contact information. You can do the same online by using the Panther Address Book and its great Send Updates feature.
The Send Update feature will automatically send your new contact information to a group of people, by clicking on a few buttons. A lot easier than doing things manually, isn't it? Of course, it sends your information as a vCard, ensuring cross-platform compatibility and consistency in what you send -- so you won't make a typo in your new email address on half of the cards you send, something that can happen when writing hundreds of notes in a few days.
To send the update, here are the steps to follow:
Of course, while sending an update, make sure that you don't send it to a potential spammer -- in case you have companies in your address book -- or to PC users who collect spam-inducing viruses on their hard drives. You should also make sure that Mail is properly set up and doesn't display the addresses of all of the members of the group. Revealing the addresses of your correspondents can cause the (justified) ire of some of them -- and is also a great way to promote spam if one of them uses an virus-infected PC.
Here is a privacy-related tip: before sending out your card, drag it onto the desktop to export it and open the resulting vCard in TextEdit. You can do so safely since vCards are nothing more than a text document in disguise. This will reveal the actual contents of the card and help you make sure that it doesn't contain information that you don't want to share, such as an email address or a custom category.
Address Book also has a very nifty feature called "Enable Private Me Card," accessible through the vCard preference pane. When turned on, this feature allows you not to share some of the contents of your vCard. This can be very handy if you want to create a "meta vCard" on which you have all your contact information, and pick on the fly what you want to share. It is, however, always a good idea to make sure that it is properly configured before sending the information out.
In the same pane, you will see a checkbox called "Export Notes in vCards." You can use this to add a comment to your own vCard that you will hand out. This can be a short bio or a note that explains your address change and apologizes for the inconvenience this may cause.
There are thousands of email providers out there, some free, some fee-based. However, as easy as opening an email account somewhere may seem, it is important to pick your provider carefully and to ask you not only what mail box size they offer (you will rarely use more than a few MB and even the ones offering tons of space restrict attachment size, making this feature somewhat less attractive), but what features they provide and how they fight spam and viruses.
Of course, even the best provider cannot prevent all spam from reaching your inbox, but server-side filtering can make a huge difference. In my experience, Apple's very own .Mac mail is extremely resistant to spam. Also, the support teams do reply to your inquiries and are extremely helpful.
As a way to test whether your mail provider filters for viruses, you can send yourself an EICAR.COM test file. These files are not actual viruses but are used to trigger anti-virus systems and test them. To create an EICAR.COM file, enter the following string in a new TextEdit text-only document:
and save it. Test it with your anti-virus software and make sure that it triggers an alert. If it doesn't, make sure that you have created it properly. Then name the file EICAR.COM, attach it to an email and send it to yourself. Good email providers should stop the file in transit or provide you with a warning.
Of course, since this file actually triggers anti-virus systems, it is a bit like testing the smoke detectors of your local supermarket by smoking underneath them. It can cause unnecessary concern and be illegal in some areas, so, please, do check with your provider first whether this is permitted or not. As we said, emails generated by viruses are not technically spam, but they can be so devastating that checking whether you are protected against them right now cannot hurt.
It is generally a good idea to pick an email provider that is independent from your ISP. That way, if you need to switch ISPs for any reason, you do not need to change your email address.
Webmail, IMAP, and SSL are three features that no Mac user should be without, either. Make sure that they are available when you sign up. When a provider states that "SSH tunneling" is required for secure mail reading, this is both bad and good news. It means that they know something about security (a plus), but that checking your mail will likely involve Perl scripts and shell commands (a huge minus for most users).
When you sign up for an email service, you are usually encouraged to select a cool, easy-to-remember address. However, this is not always a good idea.
Indeed, spammers now use nifty robots that invent addresses by compiling common user names with common domains. For example, if your name is "John Smith," you are guaranteed to be spammed if you pick "smith," "john," or "jsmith" as your email address. The same applies to nicknames like "Bill," "Geek," or "Superdude."
That's why your IT manager at work may have assigned to you an address that contains strangely placed dots, dashes, or underscores. Sure, it may be a pain to type sometimes, but it can also be a lifesaver. Apply the same rules to your home email and the amount of spam you receive should decrease.
Of course, the chances increase if your address is hosted on a commonly used domain such as Hotmail, Yahoo, or the like. Don't get me wrong, this does not mean that there is something wrong with these domains. They simply make a more tempting target since once is almost guaranteed to find a match for any name there.
This may sound silly and expensive, but it is now a strategy that you should consider. Some tutorials advise you to create two different accounts; I would suggest using three.
That way, you can have one account to receive email from trusted people. In other words, any user that is technically minded enough not to submit this address to a spammer and to protect her computer against viruses and trojan horses. The trusted group can also include very important people for you -- your boss, your close relatives -- but do make sure that providing them with your address does not ruin all of your anti-spam efforts.
The second address will be for a semi-trusted group. In other words, the general public, your customers, and your extended family. You can expect to receive a certain amount of spam on this address and should exercise caution when checking it. Of course, this does not mean that the people you give the address to are "semi-trusted" as individuals, but simply means that this address will circulate a lot more around the Internet and could potentially be intercepted.
The third one will be your junk address, the one you will give to untrusted companies and people you don't know. Of course, you should still be prudent. The fact that you can throw this address away does not mean that you should knowingly allow spammers to use it. Why? Because it would make checking it a lot more difficult, and even potentially dangerous.
Now that you have created these addresses and paid your yearly subscriptions, they should be relatively safe and spam-free. However, if you use them heavily, there are additional ways to protect yourself.
The easiest precaution is to create a screen of smoke and dissociate the address you give to people from your real one. This may look like a superfluous step, but it can be extremely effective. In fact, more and more, people I know use this tactic every day.
We have seen that commonly used domain names are more commonly used as targets to attacks. Why not create your own? Some registration services allow you to register your own domain for a low price.
Even if you do not host a web site, having your own domain will increase your chances of not receiving spam and will also make your email address look ultra-cool. Families, friends, or small businesses can create a common domain name and have separate addresses to share costs. Just make sure that you establish in advance who will be your postmaster.
Of course, you should make sure that the company that you deal with to create your domain name is a trusted one. Also, some countries may not allow you to register a domain or restrict the process: always ask your legal advisor before purchasing one. If such limitations not exist where you live, please, do respect naming conventions: .com for commercial sites, .org for non-profit, etc. This will make things easier to remember for your correspondents. And, let's face it, it makes more sense.
Now that you have set up your domain name, it is time to create inboxes associated with it. However, professional mail services and customized mail servers are not cheap.
Therefore, you can simply set up mail forwarding to your existing addresses. That way, you can give a professional-looking address to your correspondents and keep your "real" address for you. When they receive a reply from you, your correspondents will be able to find out what your real address is, but if you receive spam, you wouldn't reply anyway. If you're willing to go the extra mile, you can have a custom SMTP server set up for a few dollars a month. But at this point, it may be simpler to get a "professional" email account.
Forwarding in itself cannot protect you against spam. However, what makes this method interesting are the spam filtering and anti-virus scanning systems provided by your forwarding company, meaning that the mails that you receive will travel through two layers of scanning: the one set up by the forwarding company and the one set up by your actual email provider. Since spam can go through various detection software, having multiple layers that use different engines will greatly improve their efficiency.
One of the other advantages of this method is that it allows you to create disposable addresses extremely easily. Many forwarding services allow you to create a few addresses for a fixed price and to change them as often as you please.
With such a setup, you can create a bogus username such as "spam_from_strange_site.april_04," send it to a site you don't trust, and once you have the information you want, destroy it. This is much easier to do than opening a free mailbox somewhere, and has the advantage of not cluttering your provider's customer database with unused mailboxes that can ultimately raise a security concern -- if you forget about them and someone breaks into them to perform illegal actions, for example.
Of course, we are not talking about anonymity here, just protection from unwanted mails. When you register a domain name, you are normally required by law to give valid contact information.
Now that you have a perfectly well-chosen address, safely put behind a smoke screen that allows you to give various identities to various people without paying a cent, we need to see how you can protect yourself in the long run.
The easiest way to do that is to use a good email client and to set it up properly. Email clients are like browsers: they allow you to interface with an open world in which the best and the worse coexist, which makes them extremely important. They should provide a good balance between security features and flexibility.
Email clients are not created equal. However, nowadays, it's impossible to say that one client is "good" and that another should be avoided at all costs. Most of them have pros and cons and you will probably find one that best fits your needs.
In this article, however, we will have a look at Mail, the client that is built into Mac OS X. Why? Well, it is free, is capable of handling huge amounts of mail, is quite powerful under its user-friendly interface, and is perfectly integrated with iChat and Address Book. However, the main reason is that it features a state-of-the-art "Junk Mail filter," developed by the world-leading scientists that work on Mac OS X's language technologies -- which include the Speech technologies I discussed last month.
Even if you use another client, you will want to read the following paragraphs. The advice they give can be easily translated (for the most part, at least) and you may actually discover that the application you have always dreamed of is right at your fingertips.
In a successful attempt to make it even easier to use for newcomers, the Mail development team has designed an interface that allows users to access emails directly. That's great, but for various reasons, heavy mail users will want to turn off some of these features.
The first feature to disable is "Display images and embedded objects in HTML messages." To do so, simply uncheck the corresponding checkbox in the "Viewing" preference pane.
Why? Because many spammers use HTML as a way to check whether or not your address is valid. When this option is turned on, your computer will download any image that the mail contains, in order to display it properly. By doing so, this alerts the spammer that the mail has indeed reached someone and that, therefore, the address is valid.
Most legitimate mails do not use HTML code or, at least, images, but these are sometimes used only by companies who wish to send attractive advertisements and newsletters. If you receive legitimate HTML mail, Mail will display a button as soon as you open it, allowing you to load the images on the fly, viewing them as the original author intended.
If the companies you deal with give you a choice, I would recommend that you chose to receive text-only emails. They weigh a lot less, won't clutter your mailbox, and won't take hours to download from your mailbox -- an especially good point if you are on the go, away from your broadband connection.
The second setting to alter can be found in the "Advanced" tab of your account preferences. The "Keep copies of messages for offline viewing" pop-up menu allows you to specify whether or not Mail will download attachments automatically. Unless you cannot do so for a specific reason, I would recommend that you download messages but omit the attachments. Why? This will make Mail faster and allow you to avoid downloading malicious attachments to your computer.
The final step to take is to prevent Mail from automatically loading the messages you receive. As long as you follow the steps above, you should be safe, but it cannot hurt to add a layer of security.
In order to do that, look closely at the line that separates the mail list with the viewer area: it has a small dot in the middle. Double-click on that dot so that the line moves to the bottom of the window. Do not drag the line, since this would resize the viewer instead of closing it, even if you make it really small. Now, you will need to double-click on the emails to open them, but you will also be able to delete junk mails without actually opening them.
In part two, which will run this coming Tuesday, I'll drill deeper into Mail.app, especially examining the underpinnings of its junk mail filter. Be sure to stop by for a look.
FJ de Kermadec is an author, stylist and entrepreneur in Paris, France.
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