The Registration Process
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The Registration Process  
 
A key mechanism ChoiceMail One uses to "defend" you from junk mail is to require a sender to register with you. This process is almost completely automatic from your perspective.  
 
Let's assume that you have not yet created any permissions manually or imported any existing contacts. A sender person@someplace.com sends you a message.  
 
ChoiceMail will note that the sender is not on your white list, nor does it already have a rule about this sender and/or the contents of the message. It will therefore place that sender on the Unknown Senders list and send an automatic reply back to the sender, requesting him/her to register. The email is stored temporarily, pending receipt of that registration. Your email application does not see the email at this time.  
 
Because most junk email is sent using fake email addresses, the steps above are sufficient to eliminate all automated junk email messages. The registration requests will simply fail to go anywhere, and the sender's email is eventually deleted from ChoiceMail.  
 
If the return email address is valid and the original sender receives the registration message, then that sender has a certain amount of time to register before the message is deleted. (The default is four days but you can change this to suit your own needs by setting a preference.) The sender registers by going to a webpage and filling in a form explaining who s/he is and why s/he wants to contact you. The sender must also type some numbers displayed in a graphic. The submitted form is then sent to ChoiceMail for processing.  
 
If the sender cannot see the number due to some visual disability, s/he has the option to download an audio wave file that plays the number so that s/he can enter it. Requiring that the sender type this number prevents automatic systems from responding to registration requests. At this point, ChoiceMail moves person@someplace.com from the Unknown Senders list to the Registered Senders list.  
 
When a sender registers, ChoiceMail pops up an alert, to let you know a sender is waiting for your approval. (You can specify what type of alert by setting a preference.)  
 
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You can approve or reject the sender right from this alert dialog or, at your convenience, you can review the Registered Senders list and decide what you want to do with a sender who has registered. After viewing the email address and name, and the reason provided by the registered sender, you have several choices. Right-click a sender to open a popup menu.  
 
You can:  
     
Approve the sender – ChoiceMail adds the sender to your Approved Senders list (the whitelist); all future messages from an approved sender are automatically passed through to your email application's inbox. You only have to accept a sender the first time you receive a message. Any other initial emails from that sender that were held up are also passed through to your email application.  
 
Reject the sender – ChoiceMail adds the sender to your Rejected Senders list (the blacklist); all future messages from a rejected sender are silently deleted. Any cached emails from this sender are also silently deleted.  
 
Reject the sender (with explanation) – You can reject a sender but send back a note, explaining why you won't accept the email – use this option only if you are feeling sorry for the sender.  
 
Delete the sender – If you delete a sender, ChoiceMail treats that sender as if s/he never sent you anything in the first place. In particular, if the sender subsequently sends you another email message, s/he will get a new chance to register for approval. You very rarely need to explicitly delete new senders. ChoiceMail One automatically deletes new senders that are not approved after a few days, unless you turn off this option, which is not recommended.  
Note: If you delete a sender and s/he subsequently submits a registration request, that request will be silently deleted. All pending email messages are also deleted when you delete a sender.  
 
Allow all messages from the sender's domain – You may decide that you want to accept all messages coming from a particular domain. We don't recommend that you do this very often because it is so easy for junk email senders to fake a domain address. For example, accepting all email from yahoo.com is probably a bad idea because many spammers use yahoo.com or fake the yahoo.com domain in their junk email.  
There is one situation where you may want to accept a domain. If you have a newsletter subscription from an organization or through a list server, you may want to accept the domain of that newsletter so that all the email messages get through, even if the sender is different each time.  
 
Block all messages from the sender's domain – You'll probably find that you more often want to identify domains from which you never want any email. When you choose to block a domain, ChoiceMail One silently deletes all email messages from anyone at that domain. For example, you may decide to silently delete all email messages coming from any domain that ends with ".tv." However, if you block a domain, you will have to manually approve a legitimate sender from that domain because any attempt by such a sender to contact you will automatically fail and the sender will not get a registration request. (You manually approve a sender by clicking the Manually Approve Sender button on the toolbar or by choosing Approve another sender from the Senders menu.)  
 
Contact sender via email – Choose this option to open your default email application and open a new email message addressed to the selected sender.  
 
Show sender information – Choose this option to view the registration information (if available) returned by the sender. You can read any explanation the sender gave for sending the email.  
 
More information about domain of sender - Choose this option to access a web page that provides detailed information about the domain of this sender.  
The following three menu items become available when you select a message in the Registered Senders list. Double-click a sender to open the message's subject information.  
 
Accept the message – Select a message and choose this option to accept individual messages to read without giving any indication to the sender that you've read the message. Note that if there is a "return–receipt" request in the incoming email, ChoiceMail One will remove it automatically.  
 
Delete the message – Select a message and choose this option to delete a message. It's rarely necessary to do this, as ChoiceMail One will eventually delete the message automatically if you don't approve the sender.  
 
Preview the message – Select a message and choose this option to open the message in the Safe Message Preview window. You can safely read the message without returning any information to the spammer or triggering any web bugs. See page 40 for details.