How to Prevent Emails from Landing in Gmail’s Spam Folder

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Emails that land in the GMAIL spam folder are unpredictable. Sometimes they do get in there, sometimes they don’t. But, one of the simple tricks to prevent emails from landing in your spam folder is to ensure that you have the email address added in your GMAIL CONTACTS.

With Gmail, you can prevent this from happening by adding EMAIL FILTERS. This will help you to explicitly make a sender, or even with just the use of keywords to put filtered emails to your INBOX.

To do this, start by logging in to your GMAIL account > click the GEAR icon at the top right > then SETTINGS.

On the SETTINGS page, go to the FILTERS AND BLOCKED ADDRESSES tab then click CREATE NEW FILTER.

Now, let’s force GMAIL to not mark emails coming from [YOUR EMAIL ADDRESS] as SPAM. Let’s create a filter by setting [YOUR EMAIL ADDRESS] in the FROM field then proceed by clicking the CREATE FILTER WITH THIS SEARCH link.

Setup your filter upon your discretion but make sure to tick both the NEVER SEND IT TO SPAM and ALSO APPLY FILTER TO MATCHING MESSAGES check boxes. Click the CREATE FILTER button once you’re done.

Google implemented some security updates on their end over the past several weeks. We cannot modify anything on our side to ensure delivery, nor can we control delivery once messages leave our systems and are marked delivered by the receiving domain.

Remove Outlook Autologin

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Remove Outlook Autologin

Outlook 2010/2007

  • Launch Outlook 2010
  • Select Accounts Settings… under the Account Settings icon.
  • Under the E-mail tab, select the email account you want to edit and click Change…
  • Click More Settings…
  • Click the Security tab.
  • Check the Always prompt for logon credentials option.
  • Click OK to close the pop up window.

How to resend an Outlook email – Outlooks Hidden Feature

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Do you need to send an email again? Maybe you forgot to attach a file the first time, or maybe you sent it to the wrong person, maybe you need to add a few more recipients…

One way to do this is to go to find the sent email (in your Sent Items folder) and then do a Forward or Reply on it, make any changes you want and then click Send. The problem with that is it adds FW or RE in the subject line… and adds the original send dates, recipients etc in the body of the email. Any changes that you make to the email may also be highlighted in a different color making it look like you resent the email.

If email security and confidentiality is important to your organization, you may also want to look at SendGuard for Outlook.

There is an another way built into Outlook.

Go to your Sent Items folder.

Open the email in its own window (by double-clicking on it).

The Message tab of the Ribbon should already be selected (click on it if you need to).

One the Move group, click Actions and then click Resend This Message.
SendGuard for Outlook
A new unsent email will be opened will all the details of this email copied to it. Make any changes that you need to and then click Send.

 

Preventing Good Emails from Going into your Spam Folder

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Do you find that Outlook is incorrectly sending legitimate emails to your junk mail folder? Here are a few tips to help your junk mail filter work properly.

These tips are based on the Safe Senders List. The Safe Senders list is basically a list of email addresses (or domains) that you say should NOT be treated as junk.

Change Settings to trust emails in your Contacts list and to trust people who you have sent emails to

The first thing you need to do is to tell Outlook to trust email addresses that are in your Contact list. You can also tell Outlook to add people to your Safe Senders list anytime you send them an email (even if they are not in your contact list)

    1. Right click over any email in your Inbox.
    2. Click Junk and then Junk E-mail Options.
    3. Click on the Safe Senders tab.

signature

  1. Tick the checkbox to “trust emails from my Contacts”.
  2. Tick the checkbox to “automatically add people I email to the Safe Senders List”.

Add people who end up in the Junk Mail folder to the Safe Senders List.

You will still find that some legitimate emails may end up in the Junk Emails folders. Here’s what you need to do to add them to the Safe Senders list.

    1. Go to your Junk Email folder.
    2. Right click over the email.
    3. Click Junk and then click Not Junk.

signature

  1. Make sure that the “Always trust….” checkbox is ticked.
  2. Click OK.

The senders email address will be added to the Safe Senders list and the email will be moved to your Inbox too.

 

Creating and Using Plain Text Signatures in Outlook

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Do you have a great looking signature for your HTML emails but find that it either looks terrible or has missing information on plain text emails? Here’s what you need to do.

Problem
When you create a nicely formatted HTML signature in Outlook, it creates its own plain text version of it (for those instances when you send out or reply to plain text emails). The problem is that this automatically created version often does not contain essential information from the HTML version.

Step-By-Step Solution
In this post, we show you how to create a plain text version of your signature in Outlook. It probably won’t look as great as the HTML version (you can’t don any formatting in plain text) but you can at least ensure that it still contains all the information you want to put in.

  1. (In Outlook) Click File and then Options.
  2. Click on the Mail tab on the list of tabs on the left hand side.
  3. Locate the Signatures button but do NOT click on it yet.
  4. Hold down the CTRL button and click the Signatures button. This will open the Windows folder that contains all the files that are used by Outlook to insert signatures in your emails.
  5. Find the txt version of the signature that you wish to modify. The txt version defines the plaint text version of that signature.
  6. Double-click the file to open it in Notepad. You will find that all formatting and images have been removed. You may also find that links etc are not where you expect them to be.
  7. Edit the file to back the information you want. At the minimum, I recommend you put your name, company name, email address and website. You may also want to put a slogan if one is appropriate for your company.


Testing Your New Signature:

  1. Create a new email and insert the signature.
  2. Click Format Text on the ribbon and click Plain Text.
  3. You will find that the email has been changed to Plain Text but now your signature contains all the information you want.

Contact, if you need additional help.
Sign up for Secure Microsoft Exchange Emails

Outbound Messages Get Stuck In the Outbox

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Ever tried to send an email and you notice it gets stuck in the outbox in microsoft outlook? When this happens outlook begins sending the message, and fails due to a number of factors, such as large attachment size, spotty internet, or insufficient wireless coverage. Once the message gets stuck, all subsequent outbound emails get stuck and are unable to be sent. The fix for this is quite simple:

  1. Log into Webmail (Click here for instructions on how to access webmail)
  2. Delete the message from your outbox (Click here for instructions on how to delete a message in webmail)
  3. Switch back to outlook, and the remaining messages should begin sending out as usual

Using Webmail

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Web Mail is a browser-based email client. Outlook Web Access lets you access your Hosted Microsoft Exchange Server mailbox from any remote location. While web mail works in most modern browsers, we recommend using internet explorer, as some third party browsers such as Firefox or Chrome may experience some compatibility issues. Internet Explorer is 100% guaranteed to be supported and compatible.
welcometowebmail

  1. Accessing Web Mail
  2. Webmail Main Interface
  3. Main Toolbar in New Message Window
  4. Creating New Messages
  5. Replying To Messages
  6. Moving Messages
  7. Deleting Messages
  8. Filtering Messages
  9. Options Tab

Accessing Web Mail

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Video

Steps

To access web mail, enter the following address into the address bar of your web browser: http://mail.[yourdomain.com], where “yourdomain.com” is your organization’s domain name.

Note: We recommend saving your web mail address to your favorites in order to easily access web mail log in screen.

webmail-login

When you first access web mail, it will ask you to choose either public or private.

Public: Recommended for when you are accessing from a shared computer, or a computer you do not personally own. This sets additional security such as logging you off automatically after a few moments of inactivity as well as disabling of the save password feature.

Private: Recommended for when you are using your own personal computer, such as one from your home or a personal laptop. This uses more relaxed security, allowing you to save your password, and disables idle log off.

webmail-login-private

Enter your username and password and then click Sign In to begin.

Webmail Main Interface

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The Webmail Main Interface:

webmail-folders

  1. Folder View: Contains items such as Inbox, Drafts, Sent Items, and Deleted Items.
  2. Mail: Displays New Messages
  3. Calendar: Displays The Calendar
  4. Contacts: Displays The Contacts Folder
  5. Tasks: Displays The Tasks List
  6. Public Folders (If Applicable)
  7. Message View Area / Reading Pane: Displays messages in the selected folder
  8. New: Create a new message.
  9. Delete: Delete a message.
  10. Move: Move a message into another folder.
  11. Filter: Display messages based on a specific condition. For example: only show messages from someone@somedomain.com
  12. View: Change the message view settings. Enable / Disable conversation view, move or enable / disable the reading pane.
  13. Options Menu

Main Toolbar in New Message Window In Webmail

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The Main Toolbar:

new-message-toolbar2

  1. Reply: Send a response to the sender of the current message.
  2. Reply All: Send a copy of the response to all recipients on the current message.
  3. Forward: Send a copy of the current message to another party.
  4. Flag Message: Assign a priority to the message. Ranges from high to low.
  5. Categorize: Assign a specific category to the message.
  6. Message Details: Show the headers from the message. Used for troubleshooting purposes.
  7. Printable View: Displays the message formatted to a sheet of paper for printing.
  8. New Inbox Rule: create an inbox view based on the current message. Example: Move all messages like this to a specific folder.
  9. Delete: Delete the current message.
  10. Move: Move the current message to a specific folder
  11. Previous: Show the previous email message in the current folder.
  12. Next: Show the next email message in the current folder