Outlook Gini Courter and Annette Marquis TRIAD Consulting

In today’s session: tips to improve efficiency tips to improve efficiency Create and apply rules to manage mail Create and apply rules to manage mail Pfishing, Pfarming and other scams Pfishing, Pfarming and other scams Build, save and share custom views Build, save and share custom views

Create and apply rules to manage messages Rules are instructions to Outlook about how you want your mail handled. Rules are instructions to Outlook about how you want your mail handled. Rules can move, copy, forward, reply, and delete mail automatically based on criteria you set. Rules can move, copy, forward, reply, and delete mail automatically based on criteria you set. Can be used to handle all mail or only on a temporary basis while you are out of the office. Can be used to handle all mail or only on a temporary basis while you are out of the office.

Ways to Create Rules By example By example Setting junk mail and adult content options Setting junk mail and adult content options Rules Wizard Rules Wizard Importing rules Importing rules Setting Color rules Setting Color rules Out of Office Assistant Out of Office Assistant

Creating Rules by Example 1. Click the Organize button. 2. Select the message you want to use. 3. Choose From or Sent To to indicate which type of messages should be moved. 4. Select the folder where you want the messages to/from this person moved. 5. Click the Create button to create the new rule.

Using Junk Mail and Adult Content Rules 1. Click the Junk tab in the Ways To Inbox Organize pane. 2. Choose a color for each type of message (you can apply the same color to both). 3. Click the Turn On buttons. 4. If you’d prefer the messages were deleted or placed in a specific folder, choose Move from the drop-down list and then select the folder to which you would like the messages moved.

Using the Rules Wizard to Create Complex Rules 1. Activate the Rules Wizard (Tools  Rules Wizard). 2. Choose to create a rule from one of the templates or Start with a Blank Rule. 3. Enter a Rule Description. 4. Select any conditions you want checked before the rule is applied. 5. Choose what you want to do with the message. 6. Identify any exceptions to the rule. 7. Name the rule.

Changing Rule Order Change the order in which rules are processed so that a message that might be affected by more than one rule is handled on a priority basis. Change the order in which rules are processed so that a message that might be affected by more than one rule is handled on a priority basis. Click the Move Up and Move Down buttons to rearrange rules. Click the Move Up and Move Down buttons to rearrange rules.

Exporting/Importing Rules To use on another computer or share with another user. 1. Choose Rules Wizard on the Tools menu. 2. In the Apply Changes To This Folder drop- down list, click the Inbox you want. 3. Click the Options button. 4. In the Options dialog box, click Export or Import Rules. 5. Type the path and file name for the set of rules you want to export or locate the path of rules you want to import. 6. Click Save.

Using Colors to Organize Messages Using colors you can create rules to color messages from or sent to a specific person and clearly distinguish messages sent only to you. 1. Click the Organize button on the Standard toolbar. 2. Click the Using Colors tab. 3. Click the Automatic Formatting button. 4. Click the Add button in the Automatic Formatting dialog box and type a descriptive name for the rule. 5. Click the Font button and choose a font. 6. Click the Condition button to open the Filter dialog box. In the three tabs of the dialog box, set the filter conditions. 7. Click OK to create the condition.

Using the Out of Office Assistant When you are going to be away for the office and you work in a Microsoft Exchange Server environment, you can use the Out of Office Assistant to notify senders that you are gone and to organize, forward or otherwise handle your incoming mail.

Using the Out of Office Assistant 1. Tools  Out of Office Assistant. 2. Enter the message you want senders to receive while you are away. 3. Click the Add Rule button and set up a rule that identifies what you want to happen with mail you receive. 4. Click OK when you have finished creating the rule. 5. Repeat Steps 3 and 4 to create additional rules. 6. Click the Move Up and Move Down buttons to change the order in which the rules are applied. 7. Select I Am Currently Out Of The Office to apply the Out Of Office Assistant. To turn off the Out of Office Assistant, choose Tools  Out of Office Assistant and select I Am Currently In the Office.

Rules Summary Create rules to: Decrease the volume of mail you have to review. Decrease the volume of mail you have to review. Avoid seeing junk and adult content mail. Avoid seeing junk and adult content mail. Organize mail to handle it more efficiently. Organize mail to handle it more efficiently. Handle mail in your absence. Handle mail in your absence. Simplify your life. Simplify your life.

Pfishing and Pharming “Phishing attacks use spoofed s and fake Web sites to fool recipients into revealing personal information or to have a Trojan/virus placed into their computer. “Phishing attacks use spoofed s and fake Web sites to fool recipients into revealing personal information or to have a Trojan/virus placed into their computer. “Pharming is the redirecting of an individual’s Web request to another location. “Pharming is the redirecting of an individual’s Web request to another location

FBI Virus/Spam Hoax: The NCFTA has assisted the FBI with its investigation concerning a fraudulent hoax ( The FBI has become aware of spam fraudulently claiming to be from fbi.gov accounts. The sounds official, even threatening, in tone, and appears to be sent from the addresses of and The recipient is enticed to open an attachment that contains a worm. The actual text of the e- mail is shown below: You have visited illegal Websites. Dear Sir/Madam, We have logged your IP address on more than 40 illegal Websites. Important: Please answer our questions! The list of questions are attached. Yours faithfully, M. John Stellford Federal Bureau of Investigation -- FBI Pennsylvania Avenue, NW, Room 2130 Washington, DC (202)

Build, save and share custom views Views are the way you look at your Outlook data Views are the way you look at your Outlook data Views can contain all or part of the items in a folder Views can contain all or part of the items in a folder –Add or remove fields –Reorder fields –Group items –Sort items –Filter items –Format views Customize predefined views Customize predefined views Create new views Create new views

Customizing Predefined Views Access views through Advanced toolbar or View  Current View Access views through Advanced toolbar or View  Current View –Customize Table views on the fly –Customize Current view in the Current View dialog box

Customize table views on the fly Remove fields Remove fields Reorder fields Reorder fields Sort data Sort data Group data Group data Modify field labels Modify field labels

Customize View in dialog box View  Current View  Customize Current View View  Current View  Customize Current View Fields Fields –Add or remove fields –Reorder fields Group fields Group fields –Set up to three group by levels Sort Sort –Set up to three sort levels -  and 

Customize View in dialog box Filter Filter –Set multiple criteria on which to filter data –Filter on any field –Set individualized conditions and values –Write SQL statements Format views Format views –Fonts –Table view settings

Create new fields Customize Views dialog box Customize Views dialog box Field Chooser Field Chooser Display the fields you create in Outlook views and forms Display the fields you create in Outlook views and forms

Reset views Reset views to default settings Reset views to default settings 1.View  Current View  Define Views 2.Select View 3.Click Reset

Create new views Create new view Create new view –Table –Timeline –Card –Day/Week/Month –Icon Copy, rename and modify existing views Copy, rename and modify existing views

Join Gini and Annette in their first ever Office Bootcamp February , 2007 Tentative location: Savannah, Georgia May 4 - 6, 2007 Tentative location: Harrisburg, PA Watch for details