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Managing junk mail

From: Entourage 2008 for Mac Essential Training

Video: Managing junk mail

It's a fact of life that if you have an e-mail address, you're going to get junk mail, or spam as it's more popularly known. Fortunately, Entourage 2008 has newer and smarter junk mail and phishing detection capabilities built in. If you're not familiar with the term phishing, spelled with a PH-, it refers to e-mails that are disguised to look like they originated and take you to legitimate websites. Maybe some websites you even have accounts on, like PayPal and eBay or a bank, but they're actually phony e-mails designed to scam your passwords and account access information out of you. So let's take a look at some of the ways Entourage can help combat junk mail and phishing. Notice over here in the folder list in the Mail section, we have a folder called Junk E-mail.

Managing junk mail

It's a fact of life that if you have an e-mail address, you're going to get junk mail, or spam as it's more popularly known. Fortunately, Entourage 2008 has newer and smarter junk mail and phishing detection capabilities built in. If you're not familiar with the term phishing, spelled with a PH-, it refers to e-mails that are disguised to look like they originated and take you to legitimate websites. Maybe some websites you even have accounts on, like PayPal and eBay or a bank, but they're actually phony e-mails designed to scam your passwords and account access information out of you. So let's take a look at some of the ways Entourage can help combat junk mail and phishing. Notice over here in the folder list in the Mail section, we have a folder called Junk E-mail.

This is the folder into which Entourage places any messages that it thinks are spam or other malicious messages. Right now I have one message in here from Comcast that it thinks is junk mail. Now technically, this isn't an junk mail because Comcast is my Internet service provider here. I really don't want to read their advertisements, but I also don't want to accidentally miss any legitimate communications with them. so I'll let Entourage know that this is not a junk mail message by clicking This is not junk e-mail. That opens that my Junk E-mail Protection dialog box here and it says, "To prevent other messages like this one from being classified as junk e-mail choose one of following." I can add the sender to my address book, meaning any messages from the sender will then automatically be accepted and not be considered junk mail. I can classify all messages sent from the domain as not junk, meaning any messages that come from Comcast.net, but that's probably not a good choice in this case because there might be a spammer out there with a Comcast address.

Or I can just classify this message is not junk and be aware that other messages like this one might also be classified as junk e-mail and I have to keep an eye on that. For now, I'll choose this third option because I really don't want to add it my address book and I don't want to accept all e-mails from Comcast.net as not junk. So you can see that empties out my junk e-mail folder and if I go look in my Inbox here, that messages has been sent back to my Inbox. Now when you start using Entourage, it's most likely not going to catch every single junk mail message that comes through. For example, up here at the top I've got two messages that are most likely spam messages. Here's one with stock quotes in a attachment and this is actually pretty good example of the type of spam that's going out these days. All these ridiculous phrases.

Spanish folk of flourishes classic recommended fans? Rock art user name a remember am me. They put in these words that look like sentences so that they try to fool e-mail programs or spam blocking devices into thinking these are real e-mail messages, by putting in these innocuous phrases like this. But then what they do is they embed these images, this one's called Marconi.GIF, that actually contains the information that they want you to read and these are often times links so be careful not to click on any of these images that are embedded in your e-mail program. They look like this because they're images and this is how they're trying to get the information through and spam detection software can't read text that's inside of an image.

So that's how that one gets through. Same thing with this one. We've got another image embedded in this document full of gibberish text. So are obviously junk mail messages. So to classify these as junk, I'm going to select it and come up here to the toolbar and click Move to Junk Folder. And off it goes. Alternately, you can come to the Message menu here and choose Mark as Junk or press Shift + Command + J. Now if I go look in my Junk E-mail folder, there they are. Oftentimes if the message gets sent directly to your junk mail folder and it includes images, Entourage will actually not download those images until you determine that they are not junk messages. In this case, they were already in my Inbox folder, which is why the images are being displayed here.

Now, how can we help Entourage better determine what's junk and what's not? I'll start by going to the Tools menu and choosing the Junk E-mail Protection command here. It opens in my Junk E-mail Protection window, and this is the control center for setting Entourage's level of junk e-mail filtering. We have three sections here: Level, Safe Domains and Blocked Senders. Let's start with the Level section. By default it is set to low, meaning it's going to catch the most obvious junk mail and it does so by looking for keywords and phrases that are common to most spam messages. But be aware that even at this level some legitimate messages might get sent to your junk folder, especially if you get e-mails from friends with innocent phrases like, "Hey, I can swing by with my tools this weekend and help you increase the size of your guest room." So it's a good idea to check your Inbox regularly just to make sure there are no real e-mails of ended up in there.

If they have, you just hit that Not Junk button to send them back to your regular Inbox. Again you can do that by clicking that This in not junk e-mail button here, but also notice- let me just cancel here for a moment. Also notice when you're in your Junk E-mail box and have e-mail selected the Junk button has turned into the Not Junk button. So if you do need to move a back your Inbox, just click the green envelope icon there. Let's go back to the Junk E-mail Protection window. If you find that a lot of spam messages are still showing up in your Inbox with the Low level here, you might want to switch to the High level, which will catch a lot more spam, but it also increases the chance of legitimate e-mails getting sent to junk. So you'll still have to check your junk e-mail box for valid messages pretty regularly.

Third level is Exclusive, which only allows messages from people in your address book. It is pretty severe, because any message from anyone not in your address book gets sent directly to the Junk E-mail folder, but it might be useful if you have an e-mail address that only certain people should know if so for anyone else tries to e-mail you at that address, their messages get tossed in the junk folder right away. Of course, if you want to throw caution to the wind or if you find that too many legitimate messages are getting sent to junk, you can completely turn junk e-mail protection off by choosing None, but I don't recommend that, especially if you're just starting off. I would start with Low and work from there.

The last option here is to have Entourage automatically delete messages from the junk e-mail folder that are older than in this case, 30 days. You can set the number of days yourself but again, be sure to check through the junk mail folder regularly or else some real messages might get deleted before you get a chance to see them. Let's look at the Safe Domains section next. This area is for listing any domain names that you automatically want to accept e-mails from. A domain name is the part of an e-mail address that follows the @ symbol, so in the address gchow@lynda.com, lynda.com is the domain name. And in my case I can be pretty sure that all mail coming from lynda.com is legit since I work there so I'll add the name to my Safe Domains list. So you can see here that it says, Use commas is to separate any domain, so if there's another domain to accept, press comma, and then type your next domain name in there. This Safe Domain's area works pretty well for business domains like lynda.com, which are pretty exclusive e-mail addresses.

But this area doesn't work so well with domains from free e-mail services like say, Hotmail or Gmail, which have millions upon millions of subscribers, many of which are set up exclusively to send out spam. So I wouldn't put Gmail in here or Hotmail in here and any other sites like that. On the flip side, if you keep getting junk mail messages from some weird domain name you've never heard of and which none of your contacts use as an e-mail address, you can block e-mails from specific domains by going to Blocked Senders. So if I keep getting spam addresses from example.com like you see up here, I would just type example.com and all messages from that domain automatically be routed to my Junk Mail folder at all times.

Once you're done playing around in here, click on OK. You might have to come and reset your settings based on how much spam you're getting, or how much legitimate e-mails is getting sent to the Junk E-mail folder, but that's a rundown of Entourage's junk mail protection scheme. Now some other things to keep in mind, when you first start out with Entourage, it might take some time for it to figure out which messages are junk and which ones a legit so be sure to hit that Junk button if any messages slip through the filter, instead of just throwing them into the trash. That way Entourage can start learning what you consider spam. Also as a general rule, beware messages from sites that appear to be from legit businesses, like PayPal or eBay or from your bank, and ask you to click a link to confirm account information. Those are more often than not going to be phishing scams.

Entourage 2008 does have stronger phishing protection schemes built-in but if you ever need to confirm your account information, it's much safer to open your browser and manually enter the address of the site you on a login to you, rather than clicking links in e-mails, which might take you to what appear to be perfect copies of the real sites, but in fact are set up to steal your personal information. So bottom line, Entourage can help you out a lot, but it's still up to you to be on your toes.

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This video is part of

Image for Entourage 2008 for Mac Essential Training
Entourage 2008 for Mac Essential Training

40 video lessons · 8281 viewers

Garrick Chow
Author

 
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  1. 1m 2s
    1. Welcome
      1m 2s
  2. 14m 53s
    1. The toolbar
      5m 22s
    2. The Favorites bar
      2m 14s
    3. The main window and the Quick Filter
      3m 58s
    4. Components overview
      3m 19s
  3. 24m 21s
    1. About identities and accounts
      2m 30s
    2. Creating a new account
      11m 13s
    3. Configuring POP and IMAP settings
      5m 32s
    4. Importing data from other mail applications
      3m 19s
    5. Making Entourage your default email application
      1m 47s
  4. 27m 57s
    1. Importing contacts from the Address Book
      3m 26s
    2. Adding contacts
      6m 49s
    3. Display and search options
      6m 53s
    4. Creating groups
      3m 1s
    5. Working with vCards
      3m 22s
    6. Exporting contacts
      4m 26s
  5. 24m 3s
    1. Viewing the Calendar
      6m 26s
    2. Adding events
      10m 59s
    3. Sending and receiving invitations
      6m 38s
  6. 33m 42s
    1. Working with notes
      5m 58s
    2. Creating tasks
      5m 9s
    3. Flagging an item as a to-do
      6m 20s
    4. Linking items
      5m 2s
    5. Using My Day
      11m 13s
  7. 28m 56s
    1. Creating a new message
      7m 17s
    2. Formatting text
      3m 33s
    3. Adding a signature
      4m 33s
    4. Adding attachments
      5m 19s
    5. Replying to email
      2m 44s
    6. Forwarding and redirecting email
      3m 0s
    7. Sending email
      2m 30s
  8. 25m 13s
    1. Checking for new mail
      3m 10s
    2. Receiving and saving attachments
      4m 42s
    3. Managing junk mail
      7m 58s
    4. Creating message folders
      5m 0s
    5. Creating message rules
      4m 23s
  9. 16m 31s
    1. Creating a new project
      4m 55s
    2. Adding items to the project
      8m 59s
    3. Backing up the project
      2m 37s
  10. 22s
    1. Goodbye
      22s

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