MS Outlook 2000 is the official email program for all MVCC users. To open the Outlook program for use, either:

1. Double Click on the Outlook icon on your desktop

OR

2. Click on the Start Menu in the bottom left of your screen.
3. From the menu that appears, click on Programs.
4. From the menu that now appears, find, then click on Microsoft Outlook.

When Outlook opens, you will see a window similar to the graphic below:

At the top of the screen you will see 7 menu titles (File, Edit, View, Favorites, Tools, Actions, and Help) that contain all the commands and options in Outlook. Below the menu titles there could be several different toolbars. Toolbars are the groups of related shortcut buttons for commands. These shortcut buttons allow you to invoke a command quickly, with a simple mouse click, instead of searching for the same command in the menu titles at the top.

The toolbar that is available in the above graphic is the Standard Toolbar, which contains shortcuts to those commands that are most needed on a regular basis.

If you do not have the Standard Toolbar on your Outlook screen:

1. Click on the View menu found at the top of the Outlook window.
2. From the menu that appears, click on Toolbars.
3. Another menu will expand out. From this menu click on Standard.

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WHAT IS JUNK EMAIL?

What is it?
Well, it's very similar to the "junk mail" you get at home. It's usually some company trying to sell you "Double-Nostril Nose Hair Clippers" or your very own "At Home Dental Kit - With Suture Instructions!". What it all comes down to is that you don't want it, so you throw it away.
Same deal with Junk Email...Unsolicited, Unwanted, Unbelievably annoying emails that you just delete!

How did I get it?
There are quite a few ways that your email address got onto a junk emailers dirty list.

1. Scraping - automated programs called "robots" or "web-crawlers" go out and search for email addresses that a junk emailer can later use
2. CD's - there are twisted people out there who burn cd's full of email addresses and sell them to future junk emailers
3. Internet Forms - you may have innocently filled out a form that asked for your email address. That company could be junk emailing you or, they could have sold your email address to some other junk emailer
4. Friends - chain letters, forwards, yadda yadda...your "friend" could be sending your email address to a spammer

What can be done?
There are a couple of options available.

1. You could delete each junk email whenever it arrives (ahhhhhhhhhh!), not the most time efficient or spiritually positive choice!
2. You can try to contact the company that is sending you the junk email and request that your email address be taken off their list (unsubscribe). Most junk emails contain directions, usually towards the end of the email, on how to unsubscribe. See if that works.
3. MVCC users can set up filters in Outlook to set aside, or automatically delete, emails that come from an address you specify as junk email. Sounds complex, but it's actually quite easy. Check out below for directions:

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QUICK STEPS FOR FILTERING OUT JUNK EMAIL

PART A

1. Open Outlook.
2. Click on the Tools menu found at the top of the Outlook window.
3. From the menu that appears click on Organize.
4. An Organize area will appear.
5. On the left hand side listing, click on the words Junk E-Mail.
6. Make sure the first line reads
7. Click on the button to turn the filter on.
8. Close out the Organize area by following Steps 2 and 3 from above.

PART B - Ongoing

*You must follow the below procedure for all existing and new junk mail.*

1. Right Click on a junk email in your inbox.
2. From the menu that appears, click on Junk E-mail.
3. From the next menu that appears, click on Add to Junk Senders list.

*You must follow the above procedure for all existing and new junk mail.*

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WORDY DETAILS FOR FILTERING OUT JUNK EMAIL

While in Outlook, click on the Organize button found at the top of the window in the Standard Toolbar. A new area will appear that looks like the graphic below:

This is the Organize area. The menus on the left hand side provide various options/services:

• When you click Using Folders, you can create a new folder to store messages from your boss, and then set up a rule to automatically move all future messages from your boss into that folder.
• When you click Using Colors, you can create rules to color-code messages that meet criteria you specify. For example, you can set up a rule so that all messages from your boss appear in blue text, making it easy for you to identify them.
• When you click Using Views, you can change the way you view your messages. You might want to view all of your messages by sender, for example, so that all messages from your boss are grouped together in the Inbox. There are many custom views that you can choose from, but you can also create your own views by clicking Customize Current View (View menu, Current View submenu).
• When you click Junk E-mail, you can filter out commercial and other unwanted e-mail messages so that they don't clutter the Inbox. You can move junk e-mail messages to your Deleted Items folder, move them to another folder to view later, or you can color-code them so that they're easy to identify.

This tutorial will concentrate on how to deal with Junk Email.

Click on the Junk E-mail option in the left-hand side listing. You will now see something like the following:

The 2 basics filters in this area are Junk and Adult Content. While both filters work the same way, this section will concentrate on how to deal with Junk Email. The Turn On button means the filter is not on. Clicking once on the Turn On button turns the filter on and toggles to a Turn Off button .
NOTE: to make any changes to a filter in the future, you will have to turn the filter off first, make the needed changes and then turn the filter back on.

The first combo box on each line allows you to either Move or Color junk emails.

Most users will choose the Move option.

• If you want to delete junk emails whenever they arrive, select the Deleted Items folder and then click the Turn On button.
• If you want to view all your junk email before you delete it, select the Junk E-mail folder. A window will appear if you don't already have a Junk E-mail folder. Just make sure to remember where you place the Junk E-mail folder (i.e. Mailbox, Personal Folders, Archive Folders, etc.) so you can access it in the future and delete out any junk emails that have collected.

Once you have specified what option (move or color) and properties (folder or color) you wish to perform, click on to turn the filter on. Now you can close out the Organize area (click on the in the upper right corner of the Organize area). The last step, which is ongoing, is to specify what emails are from junk emailers.

The junk email filter in Outlook checks incoming mail against a list of junk email addresses. The only way Outlook gets a list of junk email addresses is if you specify them. To specify a message as a junk emailer:

*You must follow the below procedure for all existing and new junk mail.*

1. Right Click on a junk email in your inbox.
2. From the menu that appears, click on Junk E-mail.
3. From the next menu that appears, click on Add to Junk Senders list.

Now you will have to delete that junk email message, but any future emails from that address will be treated as junk email by Outlook.

*You must follow the above procedure for all existing and new junk mail.*

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MAC STEPS FOR FILTERING OUT JUNK EMAIL

If you don't have MS Outlook 2001 installed, request it from macsupport.

Version 2001 - Ongoing

1. Open Outlook.
2. Click on the Tools menu found at the top of the Outlook window.
3. From the menu that appears click on Rules...
4. Click on OK in the next window.
5. From the next window that appears click on the Add Rule button.
6. Type the email address of the junk emailer in the From field at the top.
7. Check the Delete box.
8. Click OK.
9. Click Yes on the window that appears next.
10. Click OK.

If you need help finding the email address of a junk emailer contact Nikki Wood.

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If you need further, or more advanced, help with Microsoft Outlook you may contact Norma Chrisman in the Faculty/Staff Resource Center (315-792-5398).

Back to Online Tutorials Index Page

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