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Junk Email

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  • [ Note to trainer : For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
  • You don't have to turn on the Junk E-mail Filter. It goes to work when you open Outlook.
  • Because the people who create junk messages are constantly looking for ways to get through the filter, it's important to keep your filter up to date. The Quick Reference Card at the end of the online version of this course contains instructions for locating updates. If you're upgrading from an earlier version of Outlook, you may have filtered junk e-mail by using rules. The Junk E-mail Filter is different from rules. You should delete your old junk e-mail rules when you use Outlook 2003.
  • You can click the folder to see its contents. If you've set your filter to block a lot of messages, it's a good idea to check the Junk E-mail folder often. Frequent checking will ensure that you see any legitimate messages there.
  • [ Note to trainer : Steps—given in either numbered or bulleted lists—are always shown in yellow text.] To permanently delete all the messages in the Junk E-mail folder, right-click the folder, and then press SHIFT while you click Empty Junk E-mail Folder . Notes Mailbox size The messages in the Junk E-mail folder are counted as part of your overall mailbox size. Automatic deletion You can set Outlook to automatically delete messages filtered as junk. A word of caution: Messages that are automatically deleted bypass even the Deleted Items folder; they're gone before you see them. Before you select this option, you should be certain that the filter is moving junk messages only. If you're still getting used to the filter, better decide for yourself what to delete. Multiple accounts If you have more than one e-mail account set up with Outlook (for example, if you have a personal MSN ® account as well as a work account using Microsoft Exchange Server), each account will have its own Junk E-mail folder in the Navigation Pane.
  • The filter controls which messages are allowed into your Inbox. If you selected the High option, Outlook would consider incoming messages very suspiciously. If you selected the No Automatic Filtering option, only messages from people you'd specified would be blocked. You create Safe or Blocked lists that dictate whose e-mail is junk and whose isn't. These lists always take precedence over any automatic filtering.
  • By default, messages from e-mail addresses in your Outlook Contacts folder are considered safe and are allowed into your Inbox automatically. Similarly, if you work at a company that uses Exchange Server, you'll automatically receive messages from people within your organization. Wondering what happens if a name is on both a Safe list and a Blocked list? The Safe list wins! If a name is on one of your Safe lists, messages from that person will always be delivered to your Inbox.
  • Notes You can easily move your Safe or Blocked lists to a different computer. For example, if you get a new computer, you can just export the lists from your old computer and import them to the new one. You can also share your lists with a co-worker. Keep in mind that if you're using Exchange Server 2003, no importing or exporting of lists is necessary. Because Outlook on your computer and the Exchange server share information, they use the same Blocked Sender, Safe Sender, and Safe Recipient lists automatically. If you change computers, the server shares the lists with your new one. Tip     If you created a Junk Senders or an Exceptions list in an earlier version of Outlook, you can still use these lists. Just import them to the Blocked Senders or Safe Senders lists in Outlook 2003. There’s a link to detailed steps in the Quick Reference Card in the online version of this course.
  • In this example, the message is addressed to a newsletter distribution list. Outlook treats a distribution list name, such as NewsletterDL@contoso.com, as a recipient. Adding a name to the Safe Recipients List will ensure that messages to that name go to your Inbox, even if you are not the only recipient or not named as recipient at all.
  • Add a sender to the Safe Senders List and any message from that address will be considered safe. A name on the Safe Recipients List will ensure that any message to that name goes to your Inbox. Sometimes you'll receive e-mail when your name isn't on the To line of the message. This could happen because your message is a Cc or Bcc copy or because you're one name on a distribution list. Outlook often filters such messages as junk because this is one way that people try to send you spam. Note This sounds odd, but don't add your own e-mail address to the Safe Recipients List. Junk senders often get ahold of personal details. Just because a message is addressed to you, that doesn't mean it's legitimate.
  • A domain name identifies a computer or network on the Internet.
  • [ Note to trainer : With Outlook 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important : If you don’t have Outlook 2003, you won’t be able to access the practice instructions.]
  • Pictures have the potential to tell junk senders that yours is a valid e-mail address. Because it downloads a picture from a server, the message we’ve shown here could identify your inbox as a working destination — an effective place to send more spam. Outlook automatically blocks such pictures but lets you decide whether you want to download and so give information to the sender.
  • If you are sure that you always want to see pictures in e-mail from a particular sender, you can add that sender's name or domain to your Safe Senders List. You can do this right from the open e-mail message. After that, Outlook will always download pictures in messages from that person or domain.
  • Links in junk e-mail that say "Click here to remove yourself from this mailing list" actually tell the sender there's someone reading messages at your e-mail address. And they'll send more, and more, and more. Want further tips? We've included links to information about junk e-mail in the Quick Reference Card in the online version of this course.
  • Using This Template This Microsoft PowerPoint ® template has training content about using Microsoft Office Outlook 2003 to keep your Inbox free of junk e-mail. It's geared for you to present to a group and customize as necessary. The template's content is adapted from the Microsoft Office Online Training course “Audio course: Slice the spam! How Outlook helps protect you from junk e-mail.” Features of the template Title slide On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch . To alter them, on the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions The Wipe Down transition is applied throughout the show. If you want a different one, on the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to the online course This template contains links to the online version of the training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Outlook 2003 installed to view the hands-on practice sessions. Headers and footers The template contains a footer that shows the course title. You can change or remove the footer in the Header and Footer dialog box (which opens from the View menu).

Junk Email Junk Email Presentation Transcript

  • Microsoft ® Office Outlook ® 2003 Training Outlook can help protect you from junk e-mail Peace River Distributing presents:
  • Course contents
    • Overview: Slice the spam
    • Lesson 1: Get familiar with your filter
    • Lesson 2: Guard your privacy
    Outlook can help protect you from junk e-mail Each lesson includes a list of suggested tasks and a set of test questions.
    • Junk e-mail, often called "spam," can be bothersome and even offensive.
    Overview: Slice the spam Outlook can help protect you from junk e-mail Note Microsoft Office 2003 Service Pack 1 contains enhancements to the Junk E-mail Filter. For more information, see What's new for Outlook 2003 in Service Pack 1 . Outlook 2003 includes powerful tools that will help you slice the spam and recapture your Inbox.
  • Course goals
    • Use the Outlook 2003 Junk E-mail Filter to its full advantage.
    • Accept or block messages from specific people or domains (a domain is the part of an e-mail address after the @ sign).
    • Understand why some pictures are blocked in e-mail and what your choices are for controlling whether pictures are displayed.
    Outlook can help protect you from junk e-mail
  • Lesson 1 Get familiar with your filter
  • Get familiar with your filter
    • Don't waste your time weeding out junk messages.
    • Use the Junk E-mail Filter and let Outlook 2003 do the sorting for you.
    Outlook can help protect you from junk e-mail
  • How the filter works
    • Outlook treats a message as junk because of several factors, including the time it was sent, the sender, the names on its To line, and its content.
    • The process is complex, but you always have ultimate control over how much filtering is done.
    Outlook can help protect you from junk e-mail
  • Where junk messages go
    • If the filter deems a message to be junk, the message is moved to the Junk E-mail folder.
    • If the filter mistakenly identifies something good as junk, you can always find it in the folder later.
    • You can take steps to ensure that the mistake won't happen again.
    • (Continued on next slide.)
    Outlook can help protect you from junk e-mail The Junk E-mail folder in the Navigation Pane
  • Where junk messages go, cont’d. Outlook can help protect you from junk e-mail The Junk E-mail folder in the Navigation Pane
    • Delete a single message from the folder by selecting it and clicking the Delete button on the Standard toolbar.
    • To empty the entire folder, right-click it in the Navigation Pane , and then click Empty Junk E-mail Folder .
    These actions will move messages from the Junk E-mail folder to the Deleted Items folder:
  • You control what gets through
    • You control the filter:
    Outlook can help protect you from junk e-mail
    • These options adjust the level of protection. Your choice here determines the filtering applied to incoming messages.
    • Use these tabs to view and modify the Safe Senders, Safe Recipients, and Blocked Senders lists.
    The Junk E-mail Options dialog box
  • Safe or Blocked? You decide with lists
    • Messages from or to people on your Safe lists are always allowed into your Inbox.
    • Messages from people on your Blocked Senders List are banished to the Junk E-mail folder.
    Outlook can help protect you from junk e-mail
  • Lists, and how they grow
    • Your Safe and Blocked lists can evolve as you receive e-mail.
    • You can add names to these lists directly from messages in your Inbox.
    Outlook can help protect you from junk e-mail You can see this menu by right-clicking any message in your Inbox .
    • Right-click the message.
    • Click Junk E-mail .
    • Choose from the commands on the shortcut menu.
    • (continued on next slide)
  • Lists, and how they grow, cont’d. Outlook can help protect you from junk e-mail … you'll see a dialog box similar to this one. If a message is addressed to more than one person and you click Add Recipient to Safe Recipients List … Use it to choose which addresses to add to your Safe lists.
  • Senders and recipients: who they are to you Outlook can help protect you from junk e-mail Sender: Any e-mail address that you see in the From line of a message. Recipient: Any name that appears on the To , Cc , or Bcc line of a message. Add e-mail addresses to your Safe lists to ensure that the right messages get to your Inbox.
  • List a domain: set the filter for a source
    • Use a domain name in your Safe or Blocked lists:
    Outlook can help protect you from junk e-mail The domain name is the part of an e-mail address after the @ sign.
    • A domain name in your Blocked Senders List means their messages aren’t spam, they're history.
    • A domain name in a Safe list allows all messages with that domain to pass directly to your Inbox.
  • Suggestions for practice
    • See where to adjust the Junk E-mail options.
    • Add a name to the Safe Senders List.
    • Add a name to the Safe Recipients List.
    • Add a domain to the Blocked Senders List.
    • Mark a message as Not Junk.
    Outlook can help protect you from junk e-mail Online practice (requires Outlook 2003)
  • Test 1, question 1
    • Suppose you are receiving junk e-mail from senders whose e-mail addresses all end in "@humongousinsurance.com". What's the quickest way to filter out all that e-mail? (Pick one answer.)
    Outlook can help protect you from junk e-mail
    • Add each sender to the Blocked Senders List.
    • Add the senders to the Safe Senders List.
    • Add the "@humongousinsurance.com" domain to your Blocked Senders List.
  • Test 1, question 1: Answer
    • Add the "@humongousinsurance.com" domain to your Blocked Senders List.
    Outlook can help protect you from junk e-mail Adding the domain to your Blocked Senders List is a quick, effective way to block all messages from that pesky domain.
  • Test 1, question 2
    • What's the difference between a sender and a recipient? (Pick one answer.)
    Outlook can help protect you from junk e-mail
    • The sender is the person on the From line, and the recipient is the person on the To line.
    • The sender is the person on the To line, and the recipient is the person on the From line.
    • There's no difference. A sender and a recipient are the same thing.
  • Test 1, question 2: Answer
    • The sender is the person on the From line, and the recipient is the person on the To line.
    Outlook can help protect you from junk e-mail And remember: You can add senders and recipients to your Safe and Blocked lists directly from your Inbox.
  • Lesson 2 Guard your privacy
  • Guard your privacy
    • When you know ways that junk e-mailers find you, you can make it harder for them.
    • Some features in Outlook 2003 help you avoid telling junk senders that you got their messages.
    • You can also act on your own to stay off spammers’ lists.
    Outlook can help protect you from junk e-mail Wondering how spam finds you in the first place?
  • Don’t look! Why Outlook blocks pictures Outlook can help protect you from junk e-mail To help protect your privacy, Outlook purposely blocks certain types of pictures. What gets blocked (and what doesn't):
    • Pictures are blocked only if they're downloaded to your computer from an outside computer.
    • Pictures that you attach to a message, or that your friend attaches to a message and sends to you, would not be blocked by this feature of Outlook.
  • Do look! Fine-tune what you see Outlook can help protect you from junk e-mail A red X indicates that a picture has been blocked.
    • Text about how to show pictures.
    • To see the pictures, click the text and then click Download Pictures .
    • To always see pictures from this sender, add the sender or domain to your Safe Senders List.
    • You can also right-click any picture and then click Download Pictures .
    • To avoid spam, it’s best to leave the default settings as they are. But know that Outlook does give you ultimate control of this feature.
    Download or not? You choose Outlook can help protect you from junk e-mail
    • To control this feature, click the Infobar at the top of the message and then click Change Automatic Download Settings .
  • Help Outlook protect your address
    • You can make wise choices to cut down on the amount of spam you receive:
    Outlook can help protect you from junk e-mail
    • Don't respond to junk messages or chain letters.
    • Don't display your personal e-mail address on a Web page.
    • Don't “Click here.”
  • Test 2, question 1
    • Which type of picture will Outlook block? (Pick one answer.)
    Outlook can help protect you from junk e-mail
    • A picture that is downloaded from a computer outside the e-mail system when you open the message.
    • An attached photograph that appears inside a message.
    • An attached picture in an e-mail message from anyone not in your Contacts folder.
  • Test 2, question 1: Answer
    • A picture that is downloaded from a computer outside the e-mail system when you open the message.
    Outlook can help protect you from junk e-mail To help protect your privacy, Outlook will block automatic download of pictures. It does this by default.
  • Test 2, question 2
    • If you automatically download pictures in e-mail messages you receive, why might you be sorry? (Pick one answer.)
    Outlook can help protect you from junk e-mail
    • Everything about downloading pictures in e-mail is negative.
    • You tell the sender that your e-mail address is valid, so you may get more junk e-mail.
    • You might get a message that you don't have enough hard drive space to download the picture.
  • Test 2, question 2: Answer
    • You tell the sender that your e-mail address is valid and so may get more junk e-mail.
    Outlook can help protect you from junk e-mail Downloaded images tell the message sender that you opened the message. For this reason, Outlook lets you choose whether or not to download pictures.
  • Quick Reference Card
    • For a summary of the tasks covered in this course, view the Quick Reference Card .
    Outlook can help protect you from junk e-mail
  • USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.