Microsoft Office Tutorials and References
In Depth Information
Archiving old messages
You can automatically route email messages to specii c folders using Rules. From the File tab
on the ribbon choose Manage Rules and Alerts, then create a new rule. For example, all email
messages from a professional association to which you belong could be routed to a folder for you to
keep them organized. When a rule is running, email messages can be routed directly to a specii ed
folder, so be certain to look for them as they won’t appear in your inbox if you asked them to be
moved for you.
Avoiding Junk email, SPAM, and phishing
Unfortunately, some organizations abuse email to try and sell you things, or even to steal
information from you. Outlook can help protect you from receiving some of the unwanted
email. Outlook automatically i lters suspected junk email and places it into the Junk E-mail
folder. You can periodically check this folder to make certain that legitimate messages have not
been placed into this folder, and then delete all other content.
Outlook also blocks email messages from displaying pictures. This is so that email senders cannot
verify whether your email address is legitimate once an image is downloaded, and thus send
you more junk email. You can download images for a single message by clicking the top of that
message, or go choose File > Options then click Trust Center and click Trust Options.
Outlook may also disable links, including the ability to reply to some email messages to protect
you from messages that may be disguised as being from a legitimate source, such as a bank or
i nancial institution, when the sender cannot be verii ed. In these cases, it is best to delete the
message and contact the sender separately to verify the legitimacy of the email message. You
should never reply with personal information, as it may be a phishing attempt to illegitimately
obtain personal information, and most businesses will never ask for personal information via
email because it is unsecure.
Archiving old messages
If you have accumulated months worth of email, Outlook can put it aside for you so that you
can focus on your current messages but still access the older messages later if necessary. This
process is known as archiving. The contents of folders are archived at dif erent intervals. Some
folders are archived after two months, while others are archived after six months. You can
change the period of time Outlook waits before archiving a folder, or specify that a folder
is not archived at all. You can also have outlook delete old messages as well. If you work for
a company you should check to see if they have a records retention policy before deleting
messages, as some organizations have a need to keep messages for legal or compliance reasons.
Note that an IT administrator can disable these settings if you are using an Exchange email
server. If you do not see the settings below and work in a corporate environment, they may
have been disabled because the settings have been applied for you.