How I Dealt With 42,365 Spam Emails Per Day!

Here’s the YouTube movie of my new solution for dealing with 42,365 spam emails per day…


For a larger version of the movie, please click here

Until a few days ago, I forwarded all my @scamfreezone.com email to my Gmail account and downloaded the filtered emails.

Unfortunately, Gmail got swamped. I had 1.27 MILLION emails in the spam folder. That’s an average of 42,365 hitting the account every day! The spams were taking up 5.7 GB of webspace.

But the real problem was that spams were slipping through the Gmail filters, and I was having to download them and delete them. I use Windows Mail on my desktop, and found its anti-spam “rules” to be clunky and difficult to use.

So I set up a new system, which I’m very happy with.

I created a Spam Arrest account and let it check the Gmail account. Spam Arrest checks incoming email against my whitelist of senders. Any sender who isn’t on my list gets sent a “challenge” email asking them to verify that they’re human.

I now download my emails from the Spam Arrest account, and I only get emails from people on my whitelist or people who’ve verified themselves.

For the next few days, I’m checking the Spam Arrest account via a web-browser, just to make sure it’s getting things right. So far it is… the stats are 190 emails processed, of which 115 were spam and 75 were good emails. So that’s already saved me from downloading and filtering the 115 from the 75. :)

(you may be thinking why didn’t I just miss out the Gmail account and set up Spam Arrest to get emails from the scamfreezone server. The answer is that I don’t think Spam Arrest would be happy sending out 42,365 challenge emails each day just for me! I also think Gmail’s spam filters are quite good, so it seems best to leave that working and have Spam Arrest work on the Gmail-filtered emails)

What do you think? Have you got a great anti-spam system? Could you improve on mine? Leave a comment below…

51 Responses to “How I Dealt With 42,365 Spam Emails Per Day!”

  1. ivon t hughes Says:
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    I USE BARRACUDA.NOT BAD.

  2. Shelley Says:
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    Hi
    I use spam assassin on my server with an “agressivity” setting of 8.

    I get some spam but it’s really manageable so far - but it’s only been 3 years and not 11!

    I imagine if I put my spam assassin filter up then I’d get even less spam.

    That way I don’t have to issue a challenge to customers trying to contact me.

    But these days I think people understand the need to do that.

    May spammers be hung, drawn and quartered (in the cyber world).

  3. Neil_Shearing Says:
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    Hi Shelley,

    >But these days I think people understand the need to do that.<

    I agree. I also have a Support Site for customers, which avoids email altogether.

    Neil.

  4. Edward Says:
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    I use SpamArrest too and it handles thousands of e-mails per day. If someone receiving a challenge e-mail signs up for Spam Arrest then I earn a commission so I would let Gmail handle those 43,000 e-mails per day. If in doubt ask Spam Arrest customer service if it can handle 43,000 e-mails per day. I also use Gmail and their spam filter is too aggressive and it frequently traps legitimate e-mails I want to receive so I check the spam folder every day.

  5. Neil_Shearing Says:
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    Hi Edward,

    Interesting… thanks. I don’t think Gmail are too agressive, but I don’t check their spam folder much… it fills up faster than I can scan it. :-)

    I think I’d feel bad if I had Spam Arrest send out 43,000 emails per day on my behalf. :-)

    Neil.

  6. Marc Says:
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    How hard is it to change your email address? At some point it gets more expensive dealing with the spam than changing your address. Should be able to broadcast the change to your important contacts easily enough. The return address for your lists can handled at the autoresponder level.

    You’ll start getting spam with the new address but it’ll take years for the level to build back up to what it is now.

  7. Neil_Shearing Says:
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    Hi Marc,

    Good point. I’m kinda tied to the @scamfreezone.com email addresses, although it’s mainly psychological. :-)

    Neil.

  8. Teodor Muntean Says:
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    Good article Neil. Thanks for sharing. I used spam arrest some time ago, then quit but after watching your video I am considering to use it back.
    best regards,
    Teodor

  9. Instant Charge Card Says:
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    This was a very informative video. I hope you will continue to rid yourself of spam. I will refer to the program you used if my spam problem escalates.

  10. Neil_Shearing Says:
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    Hi Teodor,

    Why’d you quit? What did you use instead of Spam Arrest?

    You’re thinking of coming back… so the alternate solution didn’t work?

    Neil.

  11. Mat Says:
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    Yet another great article. Thanks for sharing Neil. It’s good to know how to rid our selves of spam.

  12. Eugene Horton Says:
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    Hi Neil this sound great I’ll give it a try. Thanks Eugene

  13. Aiden Says:
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    Hi Neil,

    Wow, I thought I had a spam problem! :) I think your system is pretty good. The only thing is I agree with Edwards that Gmail’s spam filter is a bit too aggressive. A couple of times they even put their own email (from Adsense) into the spam box!

    So I think you risk missing some legitimate emails if you don’t go through your Gmail spam folder but with that many emails, who would want to? :)

    Great video, and I can’t think of a better idea to deal with a spam problem of that magnitude.

  14. Neil_Shearing Says:
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    Thanks for the kind comments, guys. :-)

    Aiden, I’ve used Gmail for many years and, while I can’t be sure I’ve never missed a vital email, I can’t think of any instances where I haven’t received an *expected* email.

    As you say, with 1.27 million emails to check, I don’t have many options. :-)

    Neil.

  15. Jason Frovich Says:
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    Neil
    Why dont you use google to host your email.
    Google Aps has a better spam checker than gmail ( last i remember)
    http://www.google.com/a/

    You get pop, imap and more, for free.

    I use it on all my domains.
    Jason

  16. Byron Says:
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    Hi Niel

    I thought I had a problem which must take a good hour of my day to scan and agree with gmail, even though most of the time their pretty accurate. Thanks for the article when all of my hair has been puuled out or maybe even before, I’ll get scam arrest.

    Byron

  17. Chris Says:
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    Hello All,

    Great article Neil, as usual. Going over everything, I realize it’s wise to start a combo use of the optioni everyone and yourself listed EARLY on! This will be a great time to start using Spam Arrest or Assassin, plus whitelist early on ANY legit emails that make it into Gmails (yes, aggressive) Spam folder. Actually, I’m glad Gmail is so aggressive, it often lets Spam into my Inbox anyway. I’m so sick of hearing from Koffi Annan about that 30 Million he wants me to have.

  18. Neil_Shearing Says:
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    Hi Jason,

    Err, can I claim techno-illiterate for not using Google apps? :) Thanks for the suggestion. I’ll check it out.

    Hi Byron, I’d suggest an hour each day was too much. If it’s every day, that’s over two full weeks per year.

    Hi Chris, hehe. I guess no-one will be offering me 30 million anymore, which is sad. I wrote a webpage about that scam back in 1997ish. :)
    http://www.scamfreezone.com/scams/4.shtml
    (check out the site layout… wooah!) :)

    Neil.

  19. Sabrina O'Malone Says:
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    Hey Neil,

    And I thought I had spam problems…

    Our server redirects all incoming email that is sent to anything “made up at workingmom.com” to a black hole. Maybe it’s just an auto delete. This way we don’t send back an error message that confirms or denies to the spammers that they’ve reached a working server or invalid email address. We’ve been online for five years, and only about 15-20 spam messages per day make it to my personal address.

    This auto-delete policy has caused me to miss only a few important emails - if someone had a typo in my address, they won’t get an undeliverable message, and they don’t know I never got their message. But it’s been worth it to keep from wasting so much time on spam.

    I’m also considering setting up a new email address myself. No matter how hard I try, I just can’t seem to get a select few of my friends and relatives to stop sending me forwards…and as you know, this just broadcasts my email address to any spammer who gets the subsequent forward. I plan to keep my current email address just for “my bulk email/forward lovers.” But in the meantime I plan to set up a new email address that I use for for business contacts and people with PROVEN sense and descretion about how they treat my email address -the new one will be sacrosanct. I’ll check it multiple times a day as I phase out the old one.

    Once I finally make my switch; I’ll be sure to whitelist you, and tell you my new “secret” email address, (you and Linda have proven yourselves worthy of such an honor. -Just don’t make any typos when you enter it into your address book…or I’ll never know you wrote me!)

    Sabrina

  20. Linda (your wife) ;) Says:
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    Neil….I really loved the movie that you made about spam e-mails. Sorry that I wasn’t around to help….I was playing in the sunshine with the kids..awesome!!!

    Love You!!!! Linda

    P.S. Thanks Sabrina for your really kind note…take care ! Linda

  21. Erwin Tan Says:
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    Thanks for sharing Neil.. Not the 1.27millions spams.. =)

  22. Neil_Shearing Says:
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    I’d be happy to forward them to you, Erwin. :-)

    Neil.

  23. Fred Holmes Says:
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    Jeez Neil. Imagine if you had a dollar for every spam email you get each month.

    You could completely QUIT doing all this other crap, huh?

    I gonna figure out a way to get PAID to take SPAMs. heh heh

  24. Tom McDiermon Says:
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    Thanks Neil, I must say that of all the emails I get, your’s is the one that consistentantly is of the most value. You’ve proven it again with the great tip on spam.

  25. Gary Says:
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    I really dislike spam arrest to the point that if I send an email to someone and get a spam arrest response I will not respond unless the contact is critical.

    I also don’t like the fact that it’s too easy for the spam arrest response to become lost in the senders spam creating a situation where you may miss a good opportunity or an email from an old friend because spam arrest thought their email was spam.

    I use a server that has an aggressive spam checker and while a few get through for the most part its manageable. Of course my spam problem isn’t quite as bad as yours but I do have one domain thats been around for the better part of ten years.

  26. Robin Says:
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    Thankfully I don’t get as much spam as you.

    I have two methods to deal with. With my domain name email addresses I redirect all “catchall” messages to a free email account that I never open. All other addresses apart from the catchall don’t seem to get much spam.

    Also, I use Mailwasher to view headers of incoming mail before I download. I mark all unwanted mail as spam and it bounces it advising spammers that this address is invalid.

    However. I’d like to see some of the large corporations take some of the spammers to court and screw them for their houses, bank accounts and whatever. They are a f&(c%$ing nuisance.

    Robin
    http://www.employment-one.com/blog

  27. Nancy Ball Says:
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    Thanks for the video Neil, it was very helpful!

    While I don’t get the amount of spam that you do, I get my fair shair of approx. 300 a day. What I do now is log into my ISP service webmail, scan the subject lines and delete the spam on their server before downloading it to my computer. This has worked well for me over the past 2 years. I used to use Mail Washer, but found I could basically do the same thing by logging into the webmail.

    Nancy

  28. bob payne Says:
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    Hi Neil,

    sounds good to me i will check it out now.

    thanks again, i am glad i’m not the only one

    getting this problem.

    bob…

  29. ElectricEye Says:
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    Hi Neil,

    Thanks for such an informative article. Although I am not an enough techie person, but I will definitely give it a go.

    Thanks again for sharing it with us.

    Regards.

  30. Dickie Lim Says:
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    Hi Neil,
    Thank for sharing the information. Sound very good to me. I’m not an IT guy, definite I give a try.

    Thanks. Have a nice day.

    Dickie

  31. Philip Says:
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    I received 2000-5000 spam mails every day and and i changed my spam filtering system to Abaca’s Email Protection Gateway service.Abaca’s ReceiverNet technology characterizes each protected user based on the percentage of spam they receive and then uses those reputations to rate the incoming message flow. After Installing Abaca’s spam filter,now I am getting only one or two Spam mails everyday. I found that Abaca’s ReceiverNet service has 99% efficiency in blocking spam mails and they guarantee their results Download the Osterman Research white paper from this link http://abaca.com/downloads/A%20New%20Approach%20to%20Defeating%20Spam.pdf for more information.

  32. Neil_Shearing Says:
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    @ Fred, yes a dollar per spam would be very nice indeed. :p

    @ Tom, many thanks. I do try to deliver useful, researched information. Hey, I was a scientist and old habits die hard. :)

    @ Gary, I kinda see your point, but presumably the whole point of using Spam Arrest on an account is to ensure you only get “critical” emails? If you ignore a Spam Arrest email because the contact wasn’t “critical”, isn’t that what the Spam Arrest account holder wanted?

    @ Robin, I agree that spammers are nuisances… and I did think that by now the problem would have been resolved one way or another. I guess the spammers are beyond the jurisdiction of the countries receiving most of the spam.

    @ Nancy, you’re welcome. :) I’m glad you’ve got a system that works for you. :)

    @ Bob, I was hoping I wasn’t the only one getting flooded with spam… or the movie would’ve been a bit pointless. :-)

    @ Electric Eye and Dickie, you’re welcome. :)

    @ Philip, thanks for the information.

  33. Chris Says:
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    As I think stated already Neil, the big problem is that catchall setting you’re using for your domain.

    If you go into cPanel and nominate the actual email addresses you want to use (support@, neil@ etc.) and then have just those redirect to your Gmail account with the remaining catchalls go into the ‘email black hole’, your spam problem will pretty well disappear overnight.

    With a mere 60K+ spam emails a month I wasn’t in your league but the problem just went when I did it, and it was a matter of seconds to do in cPanel.

  34. Neil_Shearing Says:
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    Hi Chris,

    I agree that your solution would work for most people, and I’m sure many visitors to the blog will find it valuable, but I had multiple “@scamfreezone.com” email addresses in use over the past decade and don’t now remember which ones to keep out of the blackhole.

    Neil.

  35. Mike Says:
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    What i do , is create a post on wordpress, copy the whole e-mail that i receive as Spam, that is unique content ;) , and post it on a wasted wordpress domain and monetize it with adsense, or adbrite.

    Nice to have spammers e-mails sometimes, they provide me unique content for waste blogs :)

    Mike

  36. Neil_Shearing Says:
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    Hi Mike,

    Most of the spam I was getting would’ve been against Adsense TOS to have on the same page, if you know what I mean…

    Neil.

  37. I dont like spam Says:
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    Neil, just found this trick..

    Simple changes to DNS can eliminate junk mail

    Spam is — of course — a bane on the Internet. It drags down mail-server performance, puts a large load on mail clients, bothers recipients to no end, and causes us to spend money on antispam tools when that money might be better spent elsewhere.

    Spammers typically use a number of tactics to deliver junk mail. Some spammers rely on third-party mail servers that relay mail from any sender (typically called an open relay). Others use computers that have been assimilated into botnets, custom mailer software designed to behave similarly to a regular mail server, or any number of other tactics.

    In my battles with the spam that is sent to the domains I manage, I have found that many spammers use custom mailer software. As it turns out, a lot of those custom programs have quirks that we can take advantage of to fight back against the spammers.

    Before I explain how to do that, you need to know a little bit about how mail servers deliver messages. When a legitimate mail server tries to deliver mail to a recipient at a third-party domain, it first looks up the mail exchange (MX) records for that domain. The MX records tell the world which mail servers receive mail for the recipient’s domain.

    Each MX record is configured with a numeric priority level that determines which is the primary mail server, the secondary mail server, and so on. The lower the priority number, the higher the precedence. For example, an MX record with a priority of 10 takes precedence over an MX record with a priority of 15. That precedence order is the core of the technique I’m about to explain.

    The custom mailer software used by spammers typically uses only the mail server with the highest precedence — the one with the lowest priority number. So even if you have five MX records for five mail servers in your domain, the spammers’ mailer software will usually try to deliver mail to only one of them.

    If that server doesn’t respond, the mailer software simply drops its attempt to deliver the spam message and moves on to the next recipient on its list.

    Conversely, legitimate mail servers will try to deliver the message to the other four mail servers in the order of precedence listed in a domain’s MX records. If none of them responds, or if you have only one mail server — and thus only one MX record — then a legitimate mail server will most likely hold the message and try to resend it for a period of time determined by the mail server’s configuration.

    In short, legitimate RFC-compliant mail servers make several attempts to deliver mail, while a spammer’s custom mailer software will likely make only one delivery attempt.

    That’s why you can eliminate a lot of spam by using a bogus host name to create an MX record for your domain and give that record the highest precedence by assigning it the lowest priority number. Then give your real mail servers’ MX records a lower precedence than the bogus entry.

    Since the fake server will never be reachable, a lot of spam will never be delivered to your domain. At the same time, legitimate mail will make it through as long as the sending mail server adheres to typical SMTP mail-server specifications (nearly all of them follow the specs).

    The host name you use for the fake MX record can be any name that does not resolve via DNS. For example, you could create a set of MX records using the names listed below; blackhole.domain.tld is the bogus host name that has no corresponding ‘A’ record (i.e., address record) in DNS, while mailserver1 and mailserver2 are real mail servers.

    IN MX 5 blackhole.domain.tld.
    IN MX 10 mailserver1.domain.tld.
    IN MX 15 mailserver2.domain.tld.

    The actual syntax for creating DNS records varies depending on how your DNS tables are configured. The example above provides the gist of what you or your network administrator needs to know in order to make this technique work for you.

    I’ve been using this spam-blocking tactic on one of the domains I manage for well over a year and half. It’s important to note that I have not seen any instance where legitimate mail flow was hampered as a result.

    Nevertheless, test your own results carefully! If anyone complains that mail they sent to you is bouncing, they’re probably using a noncompliant mail server. Those instances should be incredibly rare, or nonexistent.

    The spam levels for the domain I used to test this technique dropped like a rock. Before implementing this method, one particular e-mail address at the domain was receiving more than 1,000 spam messages every day. Shortly after I implemented this technique, the overall spam level dropped by well over 60 percent. Your results for total spam reduction will vary, of course.

    If you run your own in-house DNS servers, you (or your network administrator) can configure MX records without much problem. However, if you use a hosting company to handle your DNS, you may have to ask the company to configure the bogus MX record for you, or you might have to use a custom Web-based DNS configuration interface provided by the hosting company.

    In the latter case, it may be necessary to trick the interface into allowing you to define a bogus MX record by first creating an ‘A’ record for the bogus host using a bogus IP address.

    After doing that, you then define the bogus MX record using that bogus host name. When you’re finished, delete the ‘A’ record, since you don’t want the bogus host name to resolve to any IP address.

  38. Neil_Shearing Says:
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    Wow, that’s an interesting system. Thanks for sharing it.

    My concern would be that spammers would just switch to blasting each MX record. In fact, I’m surprised to hear they don’t already do that.

    Neil.

  39. lanny goodman Says:
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    neil,

    thanks for the interesting video. it strikes me though that you are using a great deal of bandwidth on your server since all those incoming and outgoing spams are consuming bandwidth. wouldn’t it be better to have your first line of defense be at your server so that the majority of spams don’t get forwarded to your gmail account and therefore don’t consume additional bandwidth?

    the previous post (i don’t like spam) was an interesting approach. between that and if your host provides spam assassin, relatively little should get forwarded.

  40. Soloads Says:
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    Spam Arrest and Spam Assassin are solutions for people who want to lose some of their customers.

    I am online since many years and I don’t have spam problems despite the fact that I am not CENSORING my own correspondence by installing filters that can NEVER really know if an email is spam or not.

    There is one simple solution I learnt long time ago: I do not post my email address on each and every site from the internet. If the spambots cannot find the email address, then they will not send you spam.

    That’s simple and you don’t have to tell some of your prospects to go away

    - by installing all sort of spam filters that will block their emails just because they used in their emails some COMMON words or expressions that are penalized by spam filters

    - by installing all sort of other type of filters (Spam Arrest) that request them to make an extra effort in order to contact you so that maybe … to GIVE YOU MONEY.

    If you want to make money online, then YOU have to make an extra effort, not your customers.

    Of course most probably you won’t agree with me. I know cannot force people to make more money when they don’t want to …

    All the best!

  41. Neil_Shearing Says:
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    Hi,

    >I do not post my email address on each and every site from the internet.<

    I agree entirely. But then, back in 1997, no-one knew that. :-)

    Neil.

  42. Solo ads Says:
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    I understand your point but … if you agree with me then why don’t you teach your visitors to take care instead of teaching them to install such software?

    I read their comments and I bet that 99% of them are newbies (more or less). So … they do NOT have your problem. They have the problem I described in my previous comment.

    Spam Arrest and spam filters are the ultimate solutions for YOU, not for them.

    Who is the target audience for this post? You, a few other people like you that are online since so many years, or THEM?

    Well? :-)

  43. Neil_Shearing Says:
    MyAvatars 0.2

    I just made a quick movie explaining the system I’d set up and hoped people would find it useful, amusing or both.

    I didn’t think that anyone still did include directly clickable email addresses on webpages. Had I considered it, I would’ve mentioned not to in the movie.

    Neil.

  44. Students Discounts Says:
    MyAvatars 0.2

    Hi Neil,

    Thanks for the amazing information. I am just finishing off my site at the moment and the information came in handy I would not like to be paralysed with spam.

    Keep up the good work Neil.

  45. Solo ads Says:
    MyAvatars 0.2

    “I didn’t think that anyone still did include directly clickable email addresses on webpages.”

    There are tons of people doing it! Even your readers. Even the people who commented here. Click on the link from the FIRST comment posted here, check the bottom of the page where you will find the link to the page About Us. Click on it and see what you get there … A nice looking, not coded and clickable email address …

    That’s why my comments …

  46. Michael Hall Says:
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    I certainly don’t get the amount of email that you get per day, but for those of us that get a more manageable amount… i personally use gmail, but i download my email
    to my desktop using microsoft outlook.

    i have a few folders setup to store my membership emails, another for subscriptions with a filter on it, and one for personal contacts with a filter, and another just for items i wish to keep that don’t need to be actioned.

    everything else gets a quick scan and then deleted, pretty much everything important gets filtered out of my inbox, and all my customer support goes to my helpdesk that handles about a dozen of my websites.

    i used to use spam arrest to, but since most of my email was filtered, and my customers use my support desk, i didn’t really need it anymore.

  47. Calvin kendall Says:
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    Hi
    great video on dealing with spam and spammers.

    thanks again
    cal

  48. Dirk Wagner Says:
    MyAvatars 0.2

    Hi Neil,

    nice video but the solutions you mentioned (Gmail, Spam Arrest) I tried in the past too but I have a even better method now to solve this spam problem.

    I didn’t want to pay for a service to get rid of problems which were not caused by me and after many weeks of testing I created a system which allows me (and soon you) to get rid of ALL spams without checking any account several times if I have to whitelist an email address. The best thing about my solution is that you don’t have to make any recurring payment and only have to invest about $6 for a domain name.

    I have written a brandable report with squeeze page which I offer for free to help anybody to get rid of such bad online guys. If you are interested in checking my method feel free to download my package at
    http://www.imo-download.com/nospam.zip

    OK I never received so many spam emails like you (only about 3000 spams/day) but now after my method was setup it decreased to nearly 5 spams/day whch is nothing compared to the past.

    I hope I could help you to solve this big problem.

    Best wishes,

    Dirk

  49. David Says:
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    Hello Neil & Linda,

    Explaining Things with the visual teaching is very helpful…
    Video blogs: Can hear what you say and see what you are doing, it helps overcome the guessing part of what was you were talking about…
    Excellent job & thank you…

    Be Blessed
    David & katsue

  50. mike Says:
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    don’t you have a @neilshearing.com email account?