Stop Wasting Time with Spam!
Managing Your Junk Mail
How many times have you gone to go check your email just to find countless emails of things you never wanted or asked for? Most of us don't believe it when they say "click here to verify all of your bank account information" or want to get the "cheapest blue pill on the market." Even if we did, we wouldn't be searching through random emails and then openly giving away all of our personal information. Email clients such as Microsoft Outlook try their best to weed out these junk emails and because of this, sometimes important emails get flagged and therefore missed or ignored. Outlook provides users with a lot of customized options that can benefit an office environment, but because of its technical abilities, people don't realize just how easily junk email filters can be set up. With a few quick clicks you will guarantee you'll never miss out on important emails again, and navigating through your email will be a painless process.
Here are a couple of brief tips that can help you control how Outlook filters junk mail (for more detailed information, click here):
1. Adding Email Addresses / Domains to Your Safe List
We've all been through it. You're waiting for an important, time sensitive email to come in only to realize it never shows up in your Inbox. Days later you see that important email has been stuck in your spam folder. A couple clicks can make sure that any emails from that address, or from that domain, (@example.com) will never get ignored.
To do this, right click on the email (in either your Inbox or Junk Email) and choose Junk Email from the drop down list. From the list of selections, choose "Add Sender to Safe Senders List" to ensure any emails from that recipient will end up in your Inbox, or choose "Add Senders Domain to Safe Senders List" to guarantee emails at that domain are safe.
IMPORTANT NOTE: The Bridge Network sends emails constantly notifying offices of available updates and other information. You should be sure to add our domain @bridge-network.com to your Safe Senders List so that you can always stay informed with new things happening with Tracker and its Clinical applications.
2. Marking Email Addresses as Junk
Just the opposite of above, more and more companies are finding ways to get around your spam filters and get emails into your Inbox. While you can never stop ALL spam emails from getting through, you can greatly reduce that amount by adding them to your Blocked Senders List.
To do this, find the offending email and right click on it. From the list of options choose Junk Email and select "Add Sender to Blocked Senders List." Once selected, the email should disappear from your Inbox and be placed in your Junk Email box. Any other emails from this address will also be set as Junk.
3. Setting Up Rules and Alerts
Sure it's all fine to mark emails as either safe or junk once they've gotten to your Inbox, but what about stopping them from getting there altogether? Using Rules and Alerts, you can set up filters so that emails with specific words in the subject (ex. Viagra, Виагра or Pfizer) are automatically marked as junk mail, or better yet, automatically deleted before you even know they exist.
Outlook provides a very user-friendly interface for setting up these rules. Just go to the Tools Menu, and selecting Rules and Alerts from the dropdown list. From there you can create a New Rule and use the wizard to do anything from deleting emails with certain words in the subject, to taking those sent from a specific user and setting it for follow-up at a specific time.
The workplace is where you need to be as efficient as possible and not waste any time sifting through emails or even missing critical emails because of standard filters. Outlook provides its users with many features and its advanced customized options can be a very useful tool for your office, but at the same time, Outlook knows its basic features need to as user- friendly as possible. With that being said, in a few clicks and some tweaking, you can get Outlook to do for your office what it does best... get your emails.