Outlook WorkshopOutlook Workshop

From an e-mailer’s point of From an e-mailer’s point of viewview

Emailing with Emailing with OutlookOutlook Snail Mail v. EmailSnail Mail v. Email Instant MessagingInstant Messaging SecuritySecurity Outlook Express 6.0Outlook Express 6.0 Microsoft Outlook 2003Microsoft Outlook 2003 Microsoft Mail - optionalMicrosoft Mail - optional

Snail Mail v. EmailSnail Mail v. Email

SimilaritiesSimilarities Transmit considerable amounts of Transmit considerable amounts of

infoinfo Directed to specific individualsDirected to specific individuals Transmit legal documentsTransmit legal documents Can verify the receiptCan verify the receipt

Snail Mail v. EmailSnail Mail v. Email

DIFFERENCESDIFFERENCES Speed of transmittalSpeed of transmittal Security of dataSecurity of data Security of fundsSecurity of funds Emailers are less courteousEmailers are less courteous Legit emails get lost in the junkLegit emails get lost in the junk

Email is the new bossEmail is the new boss

How many here email more than How many here email more than once a day?once a day?

Remember life before email?Remember life before email? Used as instant messagingUsed as instant messaging Take back control of your life – it Take back control of your life – it

is not in the bulk binis not in the bulk bin

Make it Snail MailMake it Snail Mail

Put all of your email and responses Put all of your email and responses in the draft folder – send once a dayin the draft folder – send once a day

Purposely wait an hour before Purposely wait an hour before respondingresponding

Slow down the stream – life will go Slow down the stream – life will go onon

Condition your respondents – they Condition your respondents – they will wait!will wait!

Set a routineSet a routine

Decide what time(s) you will deal Decide what time(s) you will deal with email, dailywith email, daily

Deal with it all in one sittingDeal with it all in one sitting Sort, process, act, and delete – Sort, process, act, and delete –

nothing leftnothing left Then, TURN IT OFF!Then, TURN IT OFF! Email effectiveness will be Email effectiveness will be

maintainedmaintained

INSTANT MESSAGINGINSTANT MESSAGING

Yahoo, AIM, MSN IM, ICQ, etc.Yahoo, AIM, MSN IM, ICQ, etc. IssuesIssues

1.1. ChatterChatter

2.2. Timing – when to turn IM offTiming – when to turn IM off

3.3. Babble – “Tower of” – so many Babble – “Tower of” – so many choiceschoices

4.4. Security – fast and furiousSecurity – fast and furious

SECURITYSECURITY Windows XP, Service Pack 2Windows XP, Service Pack 2 Microsoft Office 2003, SP 3Microsoft Office 2003, SP 3 All Microsoft updates appliedAll Microsoft updates applied Up to date hardware drivers – M$Up to date hardware drivers – M$ Windows Defender updatedWindows Defender updated All software must be up to dateAll software must be up to date

SECURITYSECURITY Broadband users – a router ($35)Broadband users – a router ($35) AVG Free 7.5 – Anti-VirusAVG Free 7.5 – Anti-Virus MVPS Hosts FilesMVPS Hosts Files Spybot Search and DestroySpybot Search and Destroy SpywareBlaster SpywareBlaster Spyware Terminator – optionalSpyware Terminator – optional Advanced Windows Care - optionalAdvanced Windows Care - optional

SECURITYSECURITY To: youTo: you Cc: neverCc: never Bcc: alwaysBcc: always

““Undisclosed recipient” Undisclosed recipient”

SECURITYSECURITYPlain Text v. HTMLPlain Text v. HTML Plain text is safer but uglierPlain text is safer but uglier HTML – you can include: HTML – you can include:

1.1. Links and imagesLinks and images2.2. Set apart block quotationsSet apart block quotations3.3. Wrap aroundWrap around4.4. Change fonts, styles, and emphasisChange fonts, styles, and emphasis

HTML can vector phishing & HTML can vector phishing & malwaremalware

SECURITYSECURITY SPAM – a criminal invasionSPAM – a criminal invasion 98% of email was SPAM – 12/0798% of email was SPAM – 12/07 $240 million lost to SPAM last year$240 million lost to SPAM last year They want your moneyThey want your money And your computer, too.And your computer, too. Contain viruses or links theretoContain viruses or links thereto CAN SPAM Act of 2003CAN SPAM Act of 2003

SECURITYSECURITY Privacy concernsPrivacy concerns Not Snail MailNot Snail Mail If not encrypted – can be read by If not encrypted – can be read by

anyoneanyone It is sitting on your ISP’s serverIt is sitting on your ISP’s server Data miners and address Data miners and address

harvestersharvesters

MORE MORE CALENDARCALENDAR

Task PadTask Pad Reverting to other datesReverting to other dates Color coding appointmentsColor coding appointments Questions and helpQuestions and help

ContactsContacts More than email addressesMore than email addresses Importing from another locationImporting from another location Current viewCurrent view Mass emailingMass emailing Other OptionsOther Options

TASK REFINEMENTTASK REFINEMENT

Keep it simpleKeep it simple Maybe add a dateMaybe add a date

Finish OutlookFinish Outlook

ShortcutsShortcuts Journal – allows you to track on a Journal – allows you to track on a

timeline – documents or emailtimeline – documents or email

Windows MailWindows Mail

An upgraded Outlook Express, An upgraded Outlook Express, which combines some of the old which combines some of the old with Microsoft Outlook featureswith Microsoft Outlook features

What are your questions about What are your questions about Outlook?Outlook?

Mrs. FultonMrs. FultonHow to send emails nicely!How to send emails nicely!