Set up an email filter to automatically delete spam or fake translator applications

The free system explained on this page works with gmail and can be used in combination with your own email address. It uses an XML file to filter out applications from existing spammers. But since these scammer companies constantly create new fake profiles, you may filter out new existing ones here.

The spammer email addresses are drawn from this site, while I prepare and update the XML file mentioned below. I also forward applications I suspect are fake, which he examines and may add to the growing list.

Following are instructions how you can apply the XML file to filter out these emails. Unfortunately, the scammer agency is regularly creating new addresses and the filter must be continually updated, but I have devised a functional filter through my server that can take care of new ones. For updates of the XML file (new records only) or for more info on my filter, please contact me.

When logged into your gmail account (make sure you are in Standard View and not Basic Html view – the latter being faster and much less resource intensive, but does not have the feature you need for this purpose), click on the Settings button  near the top right of the screen, and then the Settings link from the resulting dropdown menu. Once there press the Filters link along the top selection of links.

If you already have some filters set up you can select some of them and press the Export button when you scroll down to the bottom. This will create an XML file and show you what format the XML file should look like. If you are computer savvy enough you can use Word with its search and replace tool to convert a list of email addresses into this same format. For this I like to use the free version of html kit, for better visibility.

Once you have created your XML file (you can probably use Notepad to do this as well, or any other text editor), go back to your gmail account and press the Import Filters link at the bottom of the same window that you exported your filters from. Note that it can create duplications, so when you do import, it is better to make sure you only import updates and not the entire list all over again (you can download the occasional update from this site, before it is added to the entire list).

Since I usually have many programs on my computer and myself am pretty resource intensive in the computer’s use, I like to downscale wherever possible, which is why I prefer to view my gmail account in Basic Html view. Refresh your gmail browser tab (F5 in may browsers) and, as it is loading, you should see the Load Basic Html (for slow connections) link at the bottom right. If you have a lightning internet connection, you may need to respond quickly. Once in that mode you can press the link “Set basic HTML as default view”.

Gmail has many free and powerful features, for which reason I use it as a redundant backup. You can use it with your existing email account. Some advantages of using gmail:

  • You can create as many accounts as you like and forward mail sent to them to your existing account. So if you advertise your email address on the net, you can create a gmail account for that and forward/redirect all mail sent to it to your existing email address. You can use its powerful filter function (explained below) to screen out unwanted emails. If the email address gets bombarded beyond usability, you have the option of deleting it and starting all over again.
  • You are given 15gb of free space, great for redundancy purposes (instructions on what you can do if you start running out of space below).
  • Since all your emails are stored in the clouds on a powerful computer, its search tool can prove useful and very fast when looking up previous correspondence.
  • It has a good mobile phone feature, so you can check and respond to your emails out of the office without having to download any attachments.
  • You can use its Report Spam button to educate your own filter, and the data might be used by google to update its own filter system, making life more difficult for the spammers. But if your income is derived from translations, carefully consider spam reporting the fake applications, because you might be teaching google that you do not want to receive emails with important keywords like translations or translator.

You can check out other features through the Settings menu.

If your existing email account is being bombarded by spam and you do not want to change it for business reasons, you can forward your mail to your gmail account and use it’s filtering system that way. Many email providers will charge for this forwarding service, but it may well be worth it if not doing so will end up costing more time than the fee, or if excessive spam causes you to overlook some big job offers. Keep your account lean and mean. Manually unsubscribe when you can, or use gmail’s filtering system when you cannot. Before you manually set up a filter, you can copy the email or domain address of the spammer, paste it into the search box to display a list of all emails sent from them in the past, and report spam for all of them. Consider this a satisfying mud splattered into the face of the spammer before you finally get rid of them.

How to set up a manual filter

Go to Settings > Filters, or in html basic mode you should see a Create Filter link in the main window. Press the Create a Filter link and follow the simple instructions. Refer to the Help menu if you want to get fancier. Like most such database functions, you may need to use a * , which means “any number of any characters”. A ? means “any single character”. So *spammer.com would include both [email protected] and [email protected], but it may not be necessary to use this. Before you create your filter, you can test it before confirming. There is also a checkbox in the next window, before confirming, if you want to apply the filter to all previous emails as well, and not just those coming in after you create the filter. The Label refers to folders, which you can create yourself. “Apply the label” means to move an incoming email (based on your filter criteria) into that label/folder.

Once importing this xml file of fake application emails, your filter list will get very long, for which reason it may be occasionally necessary to ctrl+f search the page (wait until it fully loads) if you want to make changes to your existing filters. Whenever you make a change to a filter, it will always move to the bottom of the list once updated.

What to do if you start running out of free space

You can use the filter system to erase received emails from certain senders, or occasionally put * or @ (meaning all email) in the From field and select the Has Attachment checkbox, then the Delete command for all emails, including previous ones. But make sure you remove/delete this filter once done, otherwise it will keep deleting incoming emails with attachments!! This will clear up a lot of space, and still leave a lot of previous correspondence, in case you need to use the search function for anything. Otherwise you can delete all, but delete with Attachments first, as that is usually enough.

Download the XML file
Contact me for updates
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madmin

Head Honcho at KENAX
After translating and managing translation projects for more than 20 years, I'm happy to teach others the ropes and move on to other interests. My greatest perk from this profession is that it has given me the freedom to work when and where I want, and eventually to loosen the straps and travel freely around the world.
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