Office of Information Technology Training & Development Outlook 2007 Advanced
|
|  Yüklə 3.24 Mb.
|
Lesson 1.3: Security ToolsWe’ve already learned that there are many tools to help us deal with the volume of messages that we receive. But what about the messages we don’t want? In this lesson, we’ll discuss the security tools that will help protect you from unwanted mail. Using the Junk E-Mail FilterOne not-so-great thing that happens after you’ve been using e-mail for a while is junk mail. Like that stack of flyers and “great offers” you find in your postal mailbox, junk e-mail is usually advertisements or, worse, scams. Wouldn’t it be great if you could keep that out of your inbox entirely? Outlook 2007 has some features that can help you manage that junk mail. The first step you should take is to tell Outlook how strict it should be when it looks at your incoming e-mail. To access these options, click the Tools menu and click Options. Then, click the Junk E-mail button on this first screen. 
Then, this window will appear: 
For now, we’ll focus on the Options tab; we’ll discuss the other tabs in a moment. By default, Outlook chooses the “Low” setting for you: this moves e-mail that’s obviously junk to the junk e-mail folder. If you choose the High level, you risk some of your wanted e-mail going to the junk e-mail folder, but you probably won’t get any spam in your inbox. There’s also the “Safe Lists Only” option, which means Outlook will put all e-mail in the junk e-mail folder, except for people that are on your safe list. (We’ll talk about safe lists in a moment.) Of course, you can also turn the junk e-mail filter off using the first option in the list. There’s also a checkbox at the bottom that tells Outlook to delete anything it thinks is junk e-mail. This option is not recommended because Outlook isn’t perfect; there are times it will mark an e-mail as junk when it’s really something you want to read. If you have this option turned on, the e-mail will just be deleted and you won’t have the option to retrieve it from the junk mail folder. The next two checkboxes deal with the phishing filter, which we’ll discuss in a moment. The last checkbox lets Outlook add a mark to outgoing messages that will help prevent them from being marked as junk. Once you’ve set your options, click OK to apply them. Now, if Outlook downloads a message that it thinks is junk, you will see this notification: 
You can choose to open your junk e-mail folder, see junk e-mail options, or close the dialogue. Note that opening the junk e-mail folder is like opening any folder; just click it to display its contents. 
The green number next to the folder name indicates the number of items in the folder. Also note the message bar in the preview pane that notes what functionality was disabled in the message. This is simply for security reasons; if you move the message to the inbox, the functionality will be restored. You can right-click any message and choose the Junk E-Mail menu to see options for dealing with the message. Outlook will learn from its mistakes if you correct them, so you should take the time to mark a message as Not Junk if that applies. 
Note that if you right-click a message that is not in the junk e-mail folder, the options available will be slightly different. 
About the Phishing FilterPhishing is a new trend amongst scammers. It’s when you receive a message that appears to be legitimate, but is designed to steal personal information. For example, you may receive a message from your bank stating you need to confirm your personal information. However, the link in the message may actually take you to a fake Web site, rather than to your bank’s site. The best protection from phishing scams is to be aware. If you receive a message asking for any type of personal information, call the company directly. Outlook 2007 also offers a tool to help protect you from these e-mails called the phishing filter. It disables suspicious links. By default, this filter is enabled. You can toggle it on or off via the Junk E-Mail Options dialogue. (See the previous concept for more information.) 
If you’re using a Microsoft Exchange Server 2007 account, you can also choose to have Outlook warn you about suspicious domain names. If the phishing filter is turned on, you will see a warning in the preview pane when links have been disabled. In this case, images have been prevented from downloading (a security feature that we’ll discuss in a moment) and the message has been marked as a possible phishing message. 
To enable functionality, simply click the message bar as indicated. (We have opened the message so that you can view the options better.) We have the option to download the pictures in the message, change the automatic download settings, and to enable links and other functionality (disabled by the phishing filter). There are also options for the blocked and safe senders’ lists, which we’ll discuss in a moment. 
If you choose to enable the functionality, the message bar will go away and you will be able to work with the message as normal. About Automatic DownloadsOne trick that spammers have recently employed is to include a small picture in their messages. If the picture is downloaded, it means the e-mail address is active. Spammers can then use this information to determine the best targets for spam. By default, Outlook does not download pictures from most addresses. If this happens, you will see a message bar indicating this and you will see text where the images are supposed to be. 
To change the settings, right-click where indicated or on the message bar. The message bar offers the most options: 
The first option will allow you to download the pictures. The second option will open the Automatic Download section of the Trust Center, where you can choose when images will be downloaded and when you will need to confirm download. 
The other options will let you add the sender or the domain to the Safe Senders list, so all images in messages sent from addresses in this list will be downloaded automatically. Applying Blocked and Safe Senders ListsIn the last few lessons, we’ve heard a lot about blocked and safe senders lists. These lists are a way of telling Outlook which addresses you trust and which addresses you don’t. To set these options, click the Tools menu and click Options. Then, click Junk E-mail to open the Junk E-mail Options dialogue. Now, click the Safe Senders tab. 
Adding someone to this list means e-mail will never be treated as junk, nor will Automatic Download or phishing settings apply. Just click the Add button to add senders to the list. (You can add specific addresses, such as jim@acme.com, or just a domain, like acme.com. In the first instance, just jim@acme.com would be treated as a safe sender; in the second instance, anyone sending a message from an address ending in @acme.com will be considered safe.) You can also use the bottom options to make your contacts safe senders and add people you send e-mail to, to the safe senders list. The Blocked Senders tab looks similar to the Safe Senders tab. However, addresses and domains in this list will always be marked as junk e-mail, even if the junk filter is turned off. Like the Safe Senders tab, click the Add button to add blocked senders. You can add specific addresses, such as jim@acme.com, or just a domain, like acme.com. 
Once you’re done entering your settings, click OK to apply them. |