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In Outlook 2007 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2007. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
Often called spam or unsolicited bulk email, junk arrives in our inbox on a daily basis. This video explores four different ways to deal with junk email. The first is Outlook's built-in filter. Outlook has a filter to reduce the junk mail that you receive, placing suspect messages into the Junk e- mail folder for your review. This happens automatically but you should check to make sure it's active. To change the settings of this filter choose the Tools menu and then Options followed by Junk Email.
From here you can choose the level of protection you want. If you choose None, there will be no filter whatsoever. However, you can choose Low or High, but be careful. If you choose High, you might get more false positives. In other words emails that really are legitimate but Outlook thought that they were junk. If someone's legitimate email found its way into your Junk email folder, you can bring it back to your inbox and make sure it doesn't happen again. For example, if we look at our Junk email you will see that we have an email here from Gerald. This is a legitimate message and I don't want his emails to be flagged as junk.
I can select it, right click, choose Junk Email and then Mark as Not Junk, or I can select it and click Not Junk from the toolbar. Outlook asks me if I want to always trust future emails from Gerald and since I do, I leave it checked and click OK. Notice the messages removed to my Junk Email, moved to my Inbox, and any future messages I receive from Gerald will no longer be put into that folder. If an email in your inbox is junk, for example the one I have here from Dominic, I can right-click on it, choose Junk Email and then Add Sender to the Blocked Senders List.
This makes sure that if I receive any future emails from Dominic, it automatically moves the message to the Junk Email folder. Unfortunately, most junk email does not use a legitimate email address, so the odds of this will be effective are pretty slim. You should also be very careful that you're not adding yourself or any of your friends to your Blocked Senders List, as junk email often poses as an email from yourself or someone you know. In the video "Three automatic rules for incoming messages," I spoke about creating rules that run automatically when a new email is received.
Our fourth example shows you how you can create a rule that looks for keywords and files them into your Junk folder. I'll go to Tools > Rules and Alerts, click New Rule, and choose Move messages with specific words in the subject to a folder. In step two, our specific words are going to be the words that we want to filter for. For example, home loan. We can more words to this as necessary. I'll click OK and specify the folder that I want to move these messages to, that would be the Junk Email folder, clicking OK, Next, Next, Next, and Finish, I can wrap-up my rule.
And now that we've got junk email out of the way, let's move on to something far more useful, finding an email that you're looking for.
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