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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
Junk mail, most frequently referred to a spam, is a fact of life, just like the advertising circulars you receive through the United State Postal Service everyday. Outlook has built-in tools to manage your unsolicited advertising and those unwanted offensive messages from pharmaceuticals. To setup your junk mail protection, click on the Junk button on the Home Ribbon. We will take a look at these options from marking as Junk but first let's start with the initial screen process. Click on Junk Email Protection. Here it says Outlook can move messages that appear to be junk email to special Junk Email folder.
What level of protection would you like? If you leave it on None, then all your emails will stay in your Inbox. If you change it to Low, the really obvious spam messages will get caught. If you put it on High, it will catch most junk mail, but it will also catch some of your valid messages that you really wanted. And if you mark Exclusive, it will only send messages to your Inbox if they are in your Contacts list or your Safe Domains list. Everything else will go straight to your Junk folder. I don't recommend this option because you will get email from people that you don't expect all the time.
I am going to go ahead and put this on Low. You also have an option to automatically delete messages from your folder after a certain number of days that you specify. I myself would rather delete those messages manually, just to make sure I don't accidentally trash something important. Next, let's take a look at the second tab for Safe Domains. Any web addresses here will remain in your Inbox. I will go ahead and enter a couple of them. Notice that all you need to add is the domain part of the email address, the part after the @ symbol.
You can manually type URLs into this box separating them with a comma and we will see how to add them through the Ribbon in a few minutes. Blocked Senders, the third button, are people you always want to root to your Junk folder. The only problem with adding the address from every spam you receive is that most spammers will only use an address once. So adding them to this list doesn't really do much good. I block senders if I want to get their emails, but I don't want them in my Inbox. An example is hanselandpetal.
I like to see their specials, but I rarely take advantage of them. So I include hanselandpetal.com on this list. When I scan my Junk folder for messages that accidentally got trapped in it, I will take a look at Hansel and Petal's emails when I want to order flowers. I will go ahead and click OK. You can also reach the junk mail protection setup window from the Tools menu, down at the bottom, Junk Email Protection. Now that we have turned on Junk Email Protection, I have a folder in my message list specifically for junk. When I click on it, all my newest spam will be here.
I will go back to my Inbox. If a message reaches my Inbox, but it should have gone to junk mail, I can right-click on it and choose Junk Mail > Mark as Junk. And if I ever get another message from that person, it will also be added to that Junk folder. Let's go take a look at it. Junk Email, here it is. Now in the message itself, a gray bar appears with a red envelope and it says, "This message appears to be junk. Beware of links in this message." Reminding me not to click. On the right side of the bar, there is a new button to mark it as Not Junk if I make a mistake.
Any messages caught by the Junk filter will also have this Junk category assigned and this option to remove it from the list of jun=nk addresses. If I want, when I right-click on the message, I can also block the sender to add them to that blocked list I showed you earlier. Note that both of these options are also available from Message > Junk Mail > Mark as Not Junk and Block Sender. If you consistently mark your messages as spam Outlook's Junk Email filters will become more and more accurate over time.
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