Junk Email

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

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

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.

http://office.microsoft.com/en-us/assistance/HA011194211033.aspx

http://office.microsoft.com/en-us/assistance/HA011194211033.aspx


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.

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.


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.


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.)

The Junk E-mail folder in the Navigation Pane


Where junk messages go, cont’d.

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:

1. These options adjust the level of protection. Your choice here determines the filtering applied to incoming messages.

2. 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.


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.

You can see this menu by right-clicking any message in your Inbox.

1. Right-click the message.

2. Click Junk E-mail.

3. Choose from the commands on the shortcut menu.

(continued on next slide)


…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…

Lists, and how they grow, cont’d.

Use it to choose which addresses to add to your Safe lists.


Senders and recipients: who they are to you

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:

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

1. See where to adjust the Junk E-mail options.2. Add a name to the Safe Senders List.3. Add a name to the Safe Recipients List.4. Add a domain to the Blocked Senders List.5. Mark a message as Not Junk.

Online practice (requires Outlook 2003)

http://office.microsoft.com/training/Training.aspx?AssetID=RP011155551033


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.)

1. Add each sender to the Blocked Senders List.

2. Add the senders to the Safe Senders List.

3. 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.

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.)

1. The sender is the person on the From line, and the recipient is the person on the To line.

2. The sender is the person on the To line, and the recipient is the person on the From line.

3. There's no difference. A sender and a recipient are the same thing.



The sender is the person on the From line, and the recipient is the person on the To line.

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.

Wondering how spam finds you in the first place?


Don’t look! Why Outlook blocks pictures

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

A red X indicates that a picture has been blocked.

1. Text about how to show pictures.

2. To see the pictures, click the text and then click Download Pictures.

3. To always see pictures from this sender, add the sender or domain to your Safe Senders List.

4. 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.

• To control this feature, click the Infobar at the top of the message and then click Change Automatic Download Settings.

Download or not? You choose


Help Outlook protect your address

You can make wise choices to cut down on the amount of spam you receive:

• 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.)

1. A picture that is downloaded from a computer outside the e-mail system when you open the message.

2. An attached photograph that appears inside a message.

3. An attached picture in an e-mail message from anyone not in your Contacts folder.



A picture that is downloaded from a computer outside the e-mail system when you open the message.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.)

1. Everything about downloading pictures in e-mail is negative.

2. You tell the sender that your e-mail address is valid, so you may get more junk e-mail.

3. You might get a message that you don't have enough hard drive space to download the picture.



You tell the sender that your e-mail address is valid and so may get more 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.

http://office.microsoft.com/training/Training.aspx?AssetID=RP011155661033

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