Tag Archives: Junk Emails

Keep good emails out of the Outlook Junk Mail Folder

By standss - Comments ( 1 ) Tuesday, August 23rd, 2011

Here’s a quick tip on how to stop good emails from getting into Outlook’s Junk Mail folder (normally you’re trying to get bad emails in there).

We all get spam emails. Luckily for us Outlook’s Junk Mail folder does a good job of catching most of them. But there are occasional false-positives… when a good email ends up in there.

Here’s how you can tell Outlook to always trust emails from certain people.

Outlook has a Safe Sender’s list. Anyone on your Safe Sender’s list is authorised to send you email i.e. Outlook will not treat emails from them as junk email.

Everyone I send emails to is SAFE!

It makes sense (most of the time) that anyone you actually write to should automatically be put on your safe sender’s list.

The ability to do this is built into Outlook but is turned off by default. To turn it on:

  • Go to your Inbox.
  • If you are using Outlook 2010, (on the ribbon) click File > Junk > Junk E-mail Options
    For other versions of Outlook, (on the menu) click Actions – Junk Email – Junk Email Options
    Click the Safe Senders tab.
    Tick the checkbox “Automatically add people I e-mail to the Safe Senders List”.
    Click OK.

This little tip should hopefully help your get more of your real emails in your Inbox.

If you have your own tips for using the Junk Mail Folder, please share it with others by leaving a comment below.

Categories : Outlook Email Tips, SPAM Filtering in Outlook Comments ( 1 )

Do NOT CC customers from Outlook

By standss - Comments ( 3 ) Friday, July 8th, 2011

Do you have an important message that you need to communicate to all your customers now? Your customers are already saved as contacts in Outlook… so maybe you could just create an email and CC it to all of them. NO!

Using the CC field to send out your sales and marketing emails is not recommended. It can result in annoyed customers and lost sales because:

You are violating your customers’ privacy: When you use CC to send out emails, every person who receives the email will be able to see everyone else’s email address.  The problems this can cause are:

  1. Your customers may not want other people to know that they are working with you.
  2. Your customers may not want other people on your list to have their email address.
  3. One of the recipients may decide to use your list for their own marketing efforts.

A good example of this recently happened at our golf club which circulates its weekly newsletter using the CC field. A few of the members have simply copied the list and started advertising all kinds of things… from cars… to computers… to garage sales. I’m not quitting the golf club because it is the only one close to my home but your customers may quit on you.

Your email may never reach your customer: One of the rules that junk email filters use to work out if an email is spam is based on the number of recipients. Stuff too many people in the CC field and suddenly your email ends up in the Junk Email folder where it is never read.

Your email never gets read because it is obvious to the customer that this is a bulk mail out: Even if the email gets to your customer, it looks like a marketing email. He thinks you’re just trying to sell him something so he either deletes it… or leaves it in his Inbox to read later (how many of those emails do we ever read later?).

… can you use the BCC field instead!
The BCC field is no better at customer communications. Because the email is not addressed to the customer, the junk filters either move it to the junk folder… or the user recognizes it as marketing and deletes or ignores it till too late.

So what can you do?
If you’re one of the tens of thousands of users of the Email Merge for Outlook addin, you already know. Email Merge takes your chosen list of people (from Outlook or Excel or wherever) and:

  1. Creates a separate email for each person… with only their email address in the To field.
  2. Personalises the Subject and/or body of the email with their personal details (name, company name etc) if you want.
  3. Sends the email out immediately or schedules it out at a time suitable to you.
  4. It does all this and more inside Outlook using a Wizard that steps you through the process in a few minutes.

If you haven’t tried Email Merge yet, click here to learn more and download a fully functional version of the Email Merge for Outlook addon.

You’ll be sending out your first set of sales and marketing emails within 5 minutes.

Automatic Safe Sender Maintenance for Outlook Junk Folder

By standss - Comments ( 0 ) Sunday, November 7th, 2010

I think Outlook’s Junk Email Folder does a fantastic job of keeping spam out of my Inbox but … occasionally real emails end up there. Here’s a quick tip to reduce the number of emails that get incorrectly moved to the Junk Email folder.

Outlook has a Safe Sender’s list. Outlook knows that anyone who is on your Safe Sender’s list is authorised to send you email.

It makes sense (most of the time) that anyone you actually write to should automatically be put on your safe sender’s list.

The ability to do this is built into Outlook but is turned off by default. To turn it on…

  • Go to your Inbox.
  • If you are using Outlook 2010, (on the ribbon) click File–Junk–Junk E-mail Options
    For other versions of Outlook, (on the menu) click Actions – Junk Email – Junk Email Options
  • Click the Safe Senders tab.
  • Tick the checkbox “Automatically add people I e-mail to the Safe Senders List”.
  • Click OK.
Categories : Outlook Email Tips Comments ( 0 )

SPAM ALERT! LinkedIn Emails in your Outlook Inbox may not be real

By standss - Comments ( 3 ) Monday, October 4th, 2010

Over the last few days I have received several emails in my Outlook Inbox from LinkedIn… turns out that the emails were not from LinkedIn at all. This is the latest trick that spammers are using to get you to click on links that send you to their websites. Luckily…  it is easy for Outlook users find out if a link is safe to click.

But first… What are the dangers of clicking on a spammers link?

One or more of several bad things can happen when you click on a trick link:

  1. You end up going to a website selling stuff you have no interest in.
  2. You end up telling the spammer that the email they sent you was sent to a valid email address… so they send you even more spam… and maybe sell your email address to other spammers.
  3. The website you end up at infects your computer with a virus or worm.

So you need to make sure that the link is real before clicking on it!

How to check to see if the link is valid?

Simply move your mouse over the link (but do not click on it).

Outlook will display the URL that the link is pointing to as shown below.

Spammer's LinkedIn Email

In this case, it is obvious that the link is NOT going to LinkedIn… so don’t click on it… don’t click on ANY of the links in the email… and delete the email too!

Categories : Outlook Email Tips Comments ( 3 )

Why are some emails not reaching my Inbox (or even my Spam folder)?

By standss - Comments ( 10 ) Wednesday, July 14th, 2010

I was sitting at a friend’s office on Saturday when he told me that he was having problems with emails from a particular person. They had send (and resent) emails to him several times but he did not receive them… and they weren’t in his spam folder… and the sender was not receiving any bounce back or undeliverable message?

Where were the emails disappearing to? How many other emails was he losing that he did not know about?

The answer… they were getting caught by the SPAM filter setup by his ISP. The emails were getting moved by his ISP to a special online Junk Mails folder… so they were never making it down from the Internet to his computer.

The solution… use your webmail client (Your ISP should have given you a URL) to login to your mail online and then check your online Junk Emails folder.

I know I wrote about this topic last week (Why Outlook users NEED to check emails using their ISPs webmail client too) but in light of what James discovered on his webmail, I thought it was worth writing about again.

(James has more than 200 emails in his online Spam Folder with a reasonable number of them actual work emails)

Do you find that online spam filters block too many of your emails? Let me know by leaving a comment on the blog.

Categories : Outlook Email Tips Comments ( 10 )

Finding Real Emails in Outlook’s Junk Emails Folder

By standss - Comments ( 1 ) Wednesday, April 28th, 2010

Do a lot of your work emails end up in Outlook’s Junk Mail folder? Here’s how you can quickly spot the work emails amongst all the SPAM by getting Outlook to HIGHLIGHT the most likely real emails.

The trick is to get Outlook to automatically color code any emails that have certain words in them. In my case…

I’ve setup Outlook so that it automatically highlights (Red Bold) any email with the word Outlook in it.

Step-By-Step
1. Go to the Junk Emails Folder.

2. On the menu at the top, Click View-Current View – Customize Current View to display the Customize View screen. (In Outlook 2010 click View-View Settings on the ribbon)

3. Click the Automatic Formatting(or Conditional Formatting) button.

4. Click the Add Button

5. Enter a name e.g. “Colour Code Outlook Emails”

6. Click the Font button and using the resulting screen to choose how you want emails to be highlighted (I chose the colour Red and Bold). Click OK to return to the previous screen.

7. Click the Condition button to display the Filter screen and enter your criteria and click OK.

In my case I chose:

Search for the word(s): Outlook
In: Subject and message body

8. Click OK 3 times to return to your Folder.

Your Emails are Now Color Coded… Any emails in the folder that meet the criteria you specified will automatically be highlighted. Any new emails will also be highlighted using the same rules.

I can’t tell you how many times this simple trick has helped me immediately spot an important email that Outlook though was spam.

Regards,

Sanjay Singh

Categories : Outlook Email Tips, SPAM Filtering in Outlook Comments ( 1 )