Tag Archive: Microsoft Outlook

Spamfilter at Pepperdine

Spam is every bit the reality in our email inboxes as the junkmail that comes in our postboxes; though often more obnoxious and potentially more dangerous. The University has made great improvements in the last few years to protect users from spam.

If you suspect that you’ve missed a message because it was blocked by the spamfilter, or if you’d like to customize the features of the anti-spam services here at Pepperdine, log in to spamfilter.pepperdine.edu. Provided by a company called Sophos, this system will allow you to retrieve any messages that might have been incorrectly labeled as spam as well as manually add email addresses that you wish to allow to email you, by-passing the filter, or block from sending you email.

Additionally, University Information Technology provides a list of Frequently Asked Questions with answers. However you may wish to review all their help files concerning spam to educate yourself fully.

Finally, Microsoft Outlook also has Spam/Junk E-mail controls. Here’s an excellent overview video (approx. 6mins):

Subscribing Calendars to Outlook

Did you know? You can subscribe any of your Internet Calendars, such as Google Calendar and Yahoo Calendar, to Outlook so that you can view all of your entries in one location.

First, locate the “iCal” button on your Internet calendar.When you click “iCal”, a new window will open.

Icalcalendar

Copy the URL.

Then, open your Outlook Calendar.

Click the “Home” Tab.

Home

Click the “Open Calendar” button and select “From Internet”. A new window will open.

Internet

In the “New Internet Calendar Subscription” window, paste your iCal URL into the box. Click “Okay”. Click “Yes” to confirm that you want to subscribe.

Paste

Your new calendar should be added within a minute.

Tip: if you get an error, it’s because the iCal calendar is not open to the public.

Switching to Gmail at Pepperdine

12.31.gmail2001Email, and the way we send and recieve it, has evolved in the years since it was first introduced.  More and more today, we get overloaded with e-mail, with overflowing inboxes and not enough storage to hold it all.  And recently, Pepperdine has introduced a new tool to help combat your e-mail overflow – Google Apps at Pepperdine.

Why should I change?

You can keep your @pepperdine.edu email address, but use Google’s advanced email interface – without ads. It comes with a powerful spam filter and 30GB of free space to be shared among all available Google services. Google’s powerful search engines means an end to email folders, no more Outlook or .PST files, and your e-mail syncs seamlessly to whatever mobile device you choose.  You’ll never run out of space in your Inbox again, and with threaded conversations, replies to an e-mail get filed along with the first one, giving you a message-board like experience to help tame your inbox.

Ok, I’m in!  How to I switch?  What does it involve?

First off, know that your old e-mail is safe from deletion.  It will continue to live at webmail.pepperdine.edu, and you can switch back if you decide you don’t like Google Apps.  The switch is fairly straightforward – first you set up the account, then you redirect any new e-mail to it, then you set it up to send e-mail.  I’ll cover setup on a mobile device in a later post.

Another quick concept – you have two e-mail accounts at Pepperdine.  One is your wavenet username @ pepperdine.edu, such as jdoe2@pepperdine.edu, and the second is your long-form email, such as john.doe@pepperdine.edu.  I’ll walk you through how to change both to Gmail.

  1. Sign Up for the account.  Visit google.pepperdine.edu and click the giant blue “Sign Up” button.Signup for Google Apps
  2. Redirect your e-Mail.  Visit networkid.pepperdine.edu and click “Redirectredirect1Then choose “Click Here to Continue” at the bottom.redirect2Then choose “Use Google Apps” and confirm any questions.redirect3
  3. Sign in to your new account!  Visit mail.google.com and sign in with your wavenet username @ pepperdine.edu, i.e. jdoe2@pepperdine.edu.
     You can also click the E-Mail button in Wavenet.signIn
  4. Welcome to your new inbox!  Within ten minutes or so, all new email sent to your e-mail addresses will be delivered to your new Google inbox.welcome
  5. Now we need to setup Gmail to send e-mails from your long-form Pepperdine address – In this example, it only is set up for jdoe2@pepperdine.edu, but now we need to set up john.doe@pepperdine.edu.  Click the gear in the top right, then click Settings.settingsNext, click Accounts, and then “Add another eMail address you own”accountsNow we need to add the long-form e-mail address, so fill in the information with your name as you would like it displayed (“John Doe” in this case), and your long-form Pepperdine e-mail address (John.Doe@pepperdine.edu).  Click “Next”, then “Send Verification”.addEmailYou’ll need to verify that you own that e-mail address, so check your new inbox for an e-mail seeking verification.  It may be in your Spam – check on the left hand column under “More” for “Spam”.  If it is there, click “Not Spam”, then find it in your inbox and click the verification link.
  6. You’re all done!  If you want, you can set your long-form Pepperdine e-mail as the Default e-mail, to use it instead of the short jdoe2@pepperdine – that can be done under the Accounts menu.  Enjoy all the features Google Apps has to offer!

View Archived Email Temporarily

So, you’ve archived your Outlook mailbox (which removes your old messages) and now you want to read an old message.

View PDF Version of this Quick Guide.

Don’t worry, you can view your archived messages by:

1.)    Click File. Click Open.

outlook1a

2.)    Click Open Outlook Data File

outlook2a

3.)    A new window will open: Open Outlook Data File

  1. Browse to the location where you saved your Archive.pst file.
  2. Click it to select it. Click Open.

outlook3a

4.)    The window will close and your Outlook Mailbox will open.

  1. You will now see a new folder for your archive. Click it to view your archived messages.

outlook5a

When you are finished viewing your Archived messages, right click on the Archive file and select Close to close the archives.

outlook6a

What if I want to restore my archived messages, permanently? There’s a way to do it! You can view How to Restore Archived Outlook Mail for information on how to do so.

For more information: view How to Archive Outlook Mail here.

Restore Email from Archive

Have you archived your entire Outlook mailbox only to realize that you only meant to archive a specific folder? Don’t worry, you can revert what you have an archived by restoring the archived file.

View a PDF Version of this Quick Guide.

1.)    Click File. Click Open. Click Import.

outllook102.)    Select “Import from another program of file”. Click Next.

outllook113.)    Select Outlook Data File (.pst). Click Next.outllook12

4.)    Click Browse…outllook13

5.)    Locate where you stored your Archive File (.pst). This will typically be in your My Documents, Outlook Files Folder. Select the file. Click Open.

Outlook14

6.)    Click the Option “Replace duplicates with items imported.” Click Next.

outllook13

7.)    If you only want to import a specific folder, select the folder to import from. Otherwise select the Archive File name.

  1. Checkmark “Include subfolders”
  2. Select “Import items into the same folder in:”
  3. Select your Outlook email address in the drop down menu
  4. Click Finish

Outlook16

The box will close and your Outlook Mailbox will now be repopulated with your Archived mail.

View more information on How to Read Archived Email Temporarily or How to Archive Outlook Mail

Archiving Your Outlook Account

It’s important to periodically backup your communications within Outlook by archiving them. It is recommended to do this quarterly or annually.

It will help to make sure your Outlook is working efficiently and give you a backup in case your computer or program has a unfortunate accident. You’ll still be able to recover your messages.

View PDF Version of this Quick Guide

1.)    Click File. Click Info.

outlook1

2.)    Click Cleanup Tools and Select Archive…

outlook2

3.)    A new window called Archive will open. Select Archive this folder and all subfolders:

  1. Make sure your account is highlighted in blue if you want all of your Outlook messages archived. If not, select just a specific folder.

outlook3

4.)    Select a date from the drop down menu Archive items older than:  This will archive and remove all items within your chosen folder that are older than the date selected.

Selecting today’s date means everything in your Outlook folder from yesterday and older will be removed.

5.)    Use the Browse button to select a folder to save the Archive file. It is recommended that it is saved in your Documents folder, in the Outlook Files subfolder.  Type a file name. It is recommended to use include the date(such as: archive_May10_2013) (C:UsersusernameDocumentsOutlook Filesarchive.pst)

outlook56.)    Click OK

Now all of the messages will automatically be moved from your Outlook box to the Archive file you saved.

But wait! I have to look at an old email, what do I do? You can View Your Archived Messages Temporarily.

Do you think you made a mistake in archiving your mailbox and would like to permanently restore the messages? You can do so by following the directions found at Restoring Your Archived Email.

Junk Email Filtering via Microsoft Outlook

At the request of Carlton Oliver, I whipped up a video on Junk Email filtering for faculty and staff concerned with the rising tide of Junk Email.

Before you view the video I’d like you to consider a couple of things about email filtering:

  1. Unless you turn off Junk Email it is very likely that an occasional important email will end up there. No filter is smart enough to prevent it. Check the folder from time to time.
  2. No matter now high you turn up the filter, some spam will get through. Even if you chose to only accept email from people in your contact list, someone could fake a friend’s email address and slip by.

Junk email is, like ordinary junk mail a part of the cost of doing business. Please enjoy the following 4 minute video demonstrating the feature.

If you’d like the University’s comprehensive notes about spam filtering here at Pepperdine visit their site at Information Technology: Spam Filter Information. Of course, all of us at Information Services are glad to assist you with any part of the process.