Microsoft ® Office Outlook ® 2003 Training

1. [Your company name] presents: Microsoft® Office Outlook® 2003 Training Outlook can help protect you from junk e-mail

2. 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. Outlook can help protect you from junk e-mail

3. Overview: Slice the spam • Junk e-mail, often called "spam," can be bothersome and even offensive. Outlook 2003 includes powerful tools that will help you slice the spam and recapture your Inbox. 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 can help protect you from junk e-mail

4. 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

5. Lesson 1 Get familiar with your filter

6. 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

7. 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

8. 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 Outlook can help protect you from junk e-mail

9. Where junk messages go, cont’d. These actions will move messages from the Junk E-mail folder to the Deleted Items folder: • 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. The Junk E-mail folder in the Navigation Pane Outlook can help protect you from junk e-mail

10. You control what gets through • You control the filter: • 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 Outlook can help protect you from junk e-mail

11. 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

12. 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. • Right-click the message. • Click Junk E-mail. • Choose from the commands on the shortcut menu. • (continued on next slide) You can see this menu by right-clicking any message in your Inbox. Outlook can help protect you from junk e-mail

13. Lists, and how they grow, cont’d. If a message is addressed to more than one person and you click Add Recipient to Safe Recipients List… …you'll see a dialog box similar to this one. Use it to choose which addresses to add to your Safe lists. Outlook can help protect you from junk e-mail

14. 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. Outlook can help protect you from junk e-mail

15. List a domain: set the filter for a source • Use a domain name in your Safe or Blocked lists: • 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. The domain name is the part of an e-mail address after the @ sign. Outlook can help protect you from junk e-mail

16. 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. Online practice (requires Outlook 2003) Outlook can help protect you from junk e-mail

17. 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.) • 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. Outlook can help protect you from junk e-mail

18. 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. Outlook can help protect you from junk e-mail

19. Test 1, question 2 • What's the difference between a sender and a recipient? (Pick one answer.) • 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. Outlook can help protect you from junk e-mail

20. Test 1, question 2: Answer • 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. Outlook can help protect you from junk e-mail

21. Lesson 2 Guard your privacy

22. 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? Outlook can help protect you from junk e-mail

23. Don’t look! Why Outlook blocks 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. To help protect your privacy, Outlook purposely blocks certain types of pictures. Outlook can help protect you from junk e-mail

24. Do look! Fine-tune what you see • 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. A red X indicates that a picture has been blocked. Outlook can help protect you from junk e-mail

25. Download or not? You choose • 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. Outlook can help protect you from junk e-mail

26. 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.” Outlook can help protect you from junk e-mail

27. Test 2, question 1 • Which type of picture will Outlook block? (Pick one answer.) • 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. Outlook can help protect you from junk e-mail

28. Test 2, question 1: Answer • 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. Outlook can help protect you from junk e-mail

29. Test 2, question 2 • If you automatically download pictures in e-mail messages you receive, why might you be sorry? (Pick one answer.) • 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. Outlook can help protect you from junk e-mail

30. Test 2, question 2: Answer • 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. Outlook can help protect you from junk e-mail

31. 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