5. Manage email security
Practice files
No practice files are necessary to complete the practice tasks in this chapter.
To more easily manage the information you receive through email, you can specify how Outlook 2016 alerts you to and processes incoming messages. Chapter 14, “Manage email automatically,” provides extensive information about creating rules to automatically deal with incoming messages of all types. This chapter focuses on dealing with unwanted messages, such as spam messages and phishing email. You can also take advantage of the many security features built into Outlook to keep your outgoing communications secure and to protect your computer system from spam, viruses, web beacons, and other modern electronic threats.
This chapter guides you through procedures related to blocking unwanted messages and increasing email security.
Block unwanted messages
Email has become a vital part of our business and personal communication systems, but there are certain types of messages you don’t want to have to deal with—the unsolicited advertisements and messages, sometimes containing dangerous attachments, links, or offers, that can swamp your Inbox if your email address finds its way into the hands of unscrupulous mailing list vendors—or if you get a bit overzealous with your online shopping.
Most junk email messages (also called junk mail) fall into three general categories:
Spam messages Unsolicited advertisements that are sent out to large groups of people, usually from a mailing list purchased from one of the many entrepreneurs who offer them—in spam messages of their own.
Phishing messages Emails that contain requests for sensitive information such as your bank account or credit card number, have attachments that install malicious software on your computer, or contain links to webpages that masquerade as trusted, known entities and collect your user name, password, or other personal information that can be sold or otherwise used by scam artists for their own financial gain. In the past, you were in danger only if you submitted your information through the phishing site, but these sites are becoming increasingly sophisticated, and many now host malicious keystroke-logging software. You can infect your computer just by visiting such sites, which makes it vital that you protect yourself from these threats.
International financial scams Originally a postal mail issue, these emails frequently take the form of advance-fee arrangements in which the message recipient is promised something of great value in exchange for a small fee. Advance-fee scams often involve notification of a vast inheritance or lottery jackpot, a large payment in exchange for your help getting money out of the sender’s country or region, or promises of employment or romance. They can also take a more negative form of requests for help with medical bills or ransom payments. The messages might come from an email address that you recognize—for example, you might receive a request from a friend to urgently send money to him in a foreign country or region because he had his wallet stolen while on vacation. This might be a valid request, but it’s also possible that your friend’s email account security was breached and the message was sent to all the contacts in his address book by the person who would actually receive money that you transfer. If a request seems unusual, confirm it before you take action.
Phishing and financial scam messages are often filled with spelling errors, obviously incorrect information, webpage links unrelated to the purported sender, unidentifiable attachments, and absurd claims. It is highly improbable that you have inherited $45 million from a stranger in another country or region and will receive the money as soon as you transfer a $500 processing fee to the message sender’s bank account. It would seem unlikely that these scams would find many willing victims, but in fact hundreds of millions of dollars have been lost to Internet fraud. According to the U.S. State Department Bureau of Consular Affairs, individuals of all ages and from all socio-economic backgrounds have lost considerable money on these scams, ranging from a few hundred dollars to hundreds of thousands of dollars. (One businessman reportedly paid over $5 million in a series of transactions.)
Most email providers include some form of filtering for malicious messages, but an amazing amount of junk mail is sent out into the world every day, and some of it will make it through your mail server’s to your computer.
Outlook offers multiple levels of junk email filtering, and tools for guiding the delivery of messages that you do and don’t want to receive. The Junk Email filter identifies messages that appear to be spam or of questionable origin, and either moves them to a special folder or deletes them. You can specify the level of filtering you want from the Junk Email filter, and specify email message senders or sending domains that you want to add to your Blocked Senders list, and hold messages from them in the Junk Email folder. You can also specify a list of email addresses or domains as Safe Senders whose messages should always be allowed through to your Inbox.
This topic discusses three ways of managing junk email:
Managing messages that Outlook delivers to the Junk Email folder
Configuring Junk Email settings based on messages that Outlook delivers to your Inbox
Independently configuring Junk Email filtering levels, safe and unsafe senders, and safe recipients
When managing messages in the Junk Email folder, Inbox, or other folder, you use commands on the Junk menu, which is available from the Home tab of the Mail module, the shortcut menu for a message in the message list, and the Message tab in the message window.
The Junk menu is available in all mail folders and received message windows
In each location, the Junk menu includes the following commands:
Block Sender adds the sender’s email address to your Blocked Senders list and moves the message to the Junk Email folder if it isn’t already there.
See Also
See the sidebar “Trace message origins” earlier in this topic for information about locating the message sender’s registered email address.
Never Block Sender adds the sender’s email address to your Safe Senders list. Future messages from the sender will not be routed to the Junk Email folder.
Never Block Sender’s Domain (@example.com) Adds the sender’s email domain to your Safe Senders list. Future messages from any account on that domain will not be routed to your Junk Email folder. (For example, if the original message was from [email protected], messages from anyone with an @contoso.com address will not be routed to the Junk Email folder.)
Never Block this Group or Mailing List Adds the group or mailing list that the message was sent to, and that you are a member of, to your Safe Recipients list. Future messages sent to the group or mailing list will not be routed to your Junk Email folder.
Not Junk Moves the message from the Junk Email folder to your Inbox and gives you the option of adding the sender or recipient (if the recipient is someone other than you) to the corresponding Safe list. This command is available only in the Junk Email folder.
Junk E-mail Options Opens the Junk E-mail Options dialog box, in which you can configure the filtering level and manage your Safe Sender and Safe Recipient lists.
Manage messages in the Junk Email folder
By default, when Outlook receives a message that it deems to be either junk mail or a phishing message, it delivers that message to the Junk Email folder that is associated with your account rather than to your Inbox. (Each account you configure Outlook to connect to has its own Junk Email folder.) You might not be aware that one or more messages has been redirected to your Junk Email folder; if someone tells you that he or she has sent you a message but you haven’t received it, it’s a good idea to check whether it’s in your Junk Email folder.
When the Junk Email folder contains messages, the number of unread messages in the folder is shown in brackets after the folder name in the Folder Pane.
Many phishing messages have obviously incorrect information; others are vague enough to possibly fool you
Outlook converts message content in the Junk Email folder to plain text and disables any active links or content within the message. The InfoBar in the message header provides specific information about the message’s status.
Any remote graphics (graphics that are displayed from Internet locations rather than embedded in the message—sometimes called web beacons) that were present in the message are converted to URLs that reveal the origins of the graphics.
See Also
For more information about web beacons, see “Increase email security” later in this chapter.
Outlook disables functionality in messages that it suspects to be junk email
Although the response options on the ribbon are active, you can’t reply to a message from the Junk Email folder—you must first move it to the Inbox or another folder. You can forward a message from the Junk Email folder; for example, you might want to forward a message to someone else who can verify for you whether the message is valid. The forwarded message will be in plain-text format rather than in the original message format.
If you find a message in the Junk Email folder that isn’t junk, you can indicate that to Outlook and alternatively approve the receipt of future messages sent from the message sender or to the message recipient. (For example, if you’re a member of a mailing list or group and Outlook blocks a message that was sent to the group, you can approve the receipt of future message sent to that group from any sender.)
You can review the messages in the Junk Email folder and delete, move, or approve them individually, or you can periodically review the folder contents and then empty the entire folder at one time.
To display the Junk Email folder
1. In the Folder Pane, click Junk Email.
To move a valid message from the Junk Email folder without configuring related settings
1. In the Junk Email folder, select the message.
2. Do any of the following:
• Drag the message to the destination folder in the Folder Pane.
• Right-click the message, click Move, and then click the destination folder in the list.
• On the Home tab, in the Move group, click the Move button, and then click the destination folder in the list.
Tip
You can move and manage individual messages from the message list in the Junk Email folder or from within an open message window. In the message window, on the Message tab, the Move menu is in the Move group and the Junk menu is in the Delete group.
To move a valid message from the Junk Email folder and configure related settings
1. In the Junk Email folder, select the message.
2. Do either of the following to display the Junk menu:
• On the Home tab, in the Delete group, click the Junk button.
• Right-click the message, and then click Junk.
The Not Junk option is available only in the Junk Email folder
3. On the Junk menu, click Not Junk to open the Mark As Not Junk dialog box, which provides the option of trusting all future messages from the sender. Depending on the message header information, you might also have the option of trusting the message recipient.
Add a message sender or recipient to your Safe Senders or Safe Recipients lists directly from a message
4. If you want to cancel the operation (leave the message in the Junk Email folder and not approve the sender or recipient), click the Close button (the X) in the upper-right corner of the dialog box.
Or
Do any of the following:
• To add the message sender to your Safe Senders list, select the Always trust e-mail from check box.
• If the Mark as Not Junk dialog box includes the Always trust e-mail sent to the following addresses box and you want to add the email address therein to the Safe Recipients list, select the check box.
• Click OK to move the message to the Inbox.
To trust a message sender or recipient without moving a message from the Junk Email folder
1. Select the message, and then display the Junk menu.
2. On the Junk menu, do any of the following:
• To stop routing messages from the sender’s email address to the Junk Email folder, click Never Block Sender.
• To stop routing messages from the sender’s domain to the Junk Email folder, click Never Block Sender’s Domain.
• To stop routing messages sent to a specific group or mailing list to the Junk Email folder, click Never Block this Group or Mailing List.
3. In the confirmation message box, click OK.
To delete a message from the Junk Email folder
1. Select the message, and then do either of the following:
• Press Delete to send the message to the Deleted Items folder.
• Press Shift+Delete to bypass the Deleted Items folder and permanently delete the message.
To empty the Junk Email folder
1. In the Folder Pane, right-click the Junk Email folder, click Empty Folder, and then in the confirmation message box, click Yes.
Configure junk email settings in your Inbox
From any mail folder (most frequently your Inbox) you can send individual messages to the Junk Email folder and block or permit future messages from the message sender or sending domain. For example, if you receive messages from valid salespeople attempting to solicit business, you can file those as junk and save yourself from having to see follow-up messages from the same salesperson.
To move a message to the Junk Email folder and block future messages from the sender
1. Select the message, and then display the Junk menu.
2. On the Junk menu, click Block Sender.
If you mistakenly block a sender, you can manually remove the email address from the Blocked Senders list in the Junk E-mail Options dialog box.
Configure junk email options
If you want to change the level of junk email filtering or manually populate the Safe Senders, Safe Recipients, and Blocked Senders lists, you can do so in the Junk E-mail Options dialog box.
Tip
If Outlook is configured to connect to multiple email accounts, you configure the settings for each account separately. The Junk E-mail Options dialog box title bar indicates the account you’re configuring options for.
The Junk E-mail Options dialog box has the following five tabs:
On the Options tab, you can select a level of protection. If you don’t have additional filters in place, such as those that might be supplied by your organization, you might prefer to click High. Otherwise, click Low.
The Options tab of the Junk E-mail Options dialog box is a great starting place for configuring Outlook to filter out junk mail
If you want, you can have Outlook automatically delete suspected junk email instead of routing it to the Junk Email folder. This option should be used with caution, however, especially if you have applied one of the higher protection levels.
Note that the options to disable links and display warnings about suspicious domain names are unavailable to change. These settings are selected by default. Unless you are very confident that you have another protective system in place, leave these options selected.
On the Safe Senders tab, you manage the list of email addresses (for example, [email protected]) or domains (in the form @contoso.com) from which messages will be routed directly to the Inbox.
You can choose to trust all the email addresses in your Contacts folder or that you send email to
On the Safe Recipients tab, you can designate distribution lists or mailing lists that you belong to, so that messages sent to the lists by other members aren’t treated as junk.
On the Blocked Senders tab, you can manage the list of email addresses and domains from which Outlook will automatically route messages to the Junk Email folder.
On the International tab, you have the option of blocking all messages from a top-level domain that is specific to a country or region, or all messages containing specific text encoding.
You can block the top-level domain associated with a country or region that you receive junk mail from
Outlook permits you to block only the top-level-domains (TLDs) that are specific to countries and regions. The encodings are primarily specific to languages, but also include some character sets.
You can block all messages from specific locations or in specific character sets
The top-level domain (TLD), such as .com, is part of the domain name that is the base address of an email address or website. TLDs are governed by an international organization. Each TLD has a specific meaning: there are generic TLDs (such as .com and .net) that are available to anyone, sponsored TLDs (such as .edu, .gov, and .travel) that belong to private agencies or organizations, and two-letter country code TLDs that are intended to represent the country of origin or use of a site’s content. Country code TLDs are frequently used for other purposes, however; for example, the TLD .am is assigned to Armenia, and .fm is assigned to the Federated States of Micronesia, but many radio stations have website addresses ending in these TLDs.
To open the Junk E-mail Options dialog box
1. In a mail module or received message window, display the Junk menu, and then click Junk E-mail Options.
To set the junk email protection level
1. In the Junk E-mail Options dialog box, on the Options tab, do any of the following:
• To have Outlook block only email from senders on your Blocked Senders list, click No Automatic Filtering.
• To have Outlook block the most obvious junk email, click Low.
• To have Outlook apply stricter criteria to evaluate messages, click High.
• To have Outlook block messages from any sender who isn’t on your Safe lists, click Safe Lists Only.
2. If you want Outlook to bypass the Junk Email folder, select the Permanently delete suspected junk e-mail check box.
Important
If you set the protection level to High or to Safe Lists Only, don’t select the option to permanently delete suspected junk email. With these settings, it is likely that the Junk Email filter will catch some valid messages.
3. Click OK.
To manage the Safe and Blocked lists
1. In the Junk E-mail Options dialog box, click the Safe Senders, Safe Recipients, or Blocked Senders tab.
2. Do any of the following:
• To add an email address or domain to the list, click the Add button. Then in the Add address or domain dialog box, enter the address or domain you want to add, and click OK.
• To modify an existing email address or domain in the list, click the address or domain, and then click the Edit button. In the Edit address or domain dialog box, make the changes you want, and then click OK.
• To remove an email address or domain from the list, click the address or domain, and then click Remove.
3. Click Apply to apply the change and continue working in the dialog box, or click OK to apply the change and close the dialog box.
To automatically allow messages from known senders
1. In the Junk E-mail Options dialog box, on the Safe Senders tab, do either of the following:
• To allow messages from any email address in your Contacts folder, select the Also trust e-mail from my Contacts check box.
• To allow messages from anyone you’ve sent a message to, select the Automatically add people I e-mail to the Safe Senders List check box.
2. Click Apply or OK.
To block all messages from addresses within a specific top-level domain
1. In the Junk E-mail Options dialog box, on the International tab, click the Blocked Encodings List button.
2. In the Blocked Encodings List dialog box, select the check box of each character encoding that you want to block. Then click OK.
To block all messages in a specific character encoding
1. In the Junk E-mail Options dialog box, on the International tab, click the Blocked Top-Level Domain List button.
2. In the Blocked Top-Level Domain List dialog box, select the check box of each two-letter top-level domain that you want to block. Then click OK.
Increase email security
As discussed in the previous topic, messages that you receive can have attachments or contain links that expose your computer system to malicious software. Your outgoing messages can also be vulnerable to interception by malicious software that seeks to gather either personal information or email addresses. You can take security precautions with messages that you receive and send through Outlook to protect yourself and others.
In certain corporate environments, particularly those such as legal firms and accounting firms that handle sensitive data, specific email security procedures might be mandated and enforced at a server level. In the absence of such guidance, only you can decide whether any of these additional security measures are appropriate for your situation.
Apply security measures to incoming messages
Email is increasingly used to deliver marketing information to current and potential customers. Many companies include pictures in their marketing messages to help explain their products or to make the message more attractive and noticeable, but these pictures can make email messages large. To avoid this problem, some companies include links to pictures that are hosted on their server. When you preview or open the message, the pictures are displayed, but they aren’t actually part of the message.
Some junk email senders use this same method to include web beacons in their messages. Web beacons are utilities that notify the sender when you read or preview the email message. The notification confirms that your email address is valid, and as a result, you might receive more junk email.
To help protect your privacy, Outlook includes features that block external content such as pictures and sounds. In addition to helping ensure your privacy, this blocking technique can save bandwidth resources, because you choose whether to download images and sounds, instead of Outlook downloading them automatically when you open a message.
Placeholders indicate the locations of blocked images
By default, Outlook 2016 blocks external content to and from all sources other than those defined in the Safe Senders list and Safe Recipients list. When you open or preview a message that contains blocked content, an InfoBar in the message header provides options for handling the blocked content.
You can change the way Outlook handles external content. Under most circumstances, the security provided by the default settings far outweighs the slight inconvenience of manually downloading content. Many messages that contain blocked pictures are marketing messages that might not be of interest to you.
Viruses and other harmful software can easily be spread from computer to computer through active content embedded in or linked to from email messages. To ensure that you don’t accidentally trigger active content in a received email message, you can display messages in plain text, rather than in Rich Text Format or HTML. Links, scripts, and other active content are disabled in plain text messages. (Unfortunately, so are formatting and graphics.)
To view the blocked content in an individual email message
1. Display a message that has blocked pictures.
2. At the top of the message window, click the InfoBar, and then click Download Pictures.
You can download pictures for one message or all messages from the sender
To display external content download settings
1. Display a message that has blocked pictures.
2. At the top of the message window, click the InfoBar, and then click Change Automatic Download Settings to display the Automatic Download page of the Trust Center.
Or
1. Click the File tab to display the Backstage view, and then click Options.
2. In the left pane of the Outlook Options dialog box, click Trust Center, and on the Trust Center page, click the Trust Center Settings button.
3. In the left pane of the Trust Center dialog box, click Automatic Download.
The Automatic Download page of the Trust Center displays options that control whether Outlook automatically downloads and displays pictures in HTML email messages.
The default Automatic Download settings
See Also
For more information about configuring Outlook options and Trust Center settings, see Chapter 13, “Customize Outlook options.”
To change the way Outlook handles external content
1. Display the Automatic Download page of the Trust Center.
2. If you want Outlook to download all externally stored pictures, clear the Don’t download pictures automatically check box.
3. If you want Outlook to block externally stored pictures from senders or storage locations other than those that you define here, select the Don’t download pictures automatically check box. Then select or clear the relevant Permit downloads check boxes to allow or block any of the following downloads:
• Web content in messages from Safe Senders and Safe Recipients
• Content stored on websites in your Trusted Zone
• Web content in RSS feeds that you’ve subscribed to
• Web content in posts to SharePoint Discussion Boards that you’ve subscribed to
4. If you permit specific downloads and want Outlook to alert you to web content in messages that you edit or respond to, select the Warn me before downloading content check box.
5. Click OK in the Trust Center dialog box and in the Outlook Options dialog box.
To display email security options
1. Click the File tab to display the Backstage view, and then click Options.
2. In the left pane of the Outlook Options dialog box, click Trust Center, and then on the Trust Center page, click the Trust Center Settings button.
3. In the left pane of the Trust Center dialog box, click Email Security.
The Email Security page of the Trust Center displays options for encrypting email, obtaining and configuring digital IDs, reading email as plain text, and permitting scripts to run in shared or public folders.
To receive all messages in plain text format
1. Display the Email Security page of the Trust Center dialog box.
2. In the Read as Plain Text section, select the Read all standard mail in plain text check box. Then click OK.
Apply security measures to outgoing messages
Methods that you can use to protect outgoing messages include digitally signing and encrypting messages.
When sending messages, you can reassure message recipients that they are receiving valid messages from you by using a digital signature—a piece of code that validates the identity of a message sender (not the actual person, but the email account and computer from which the message originates). To send digitally signed or encrypted messages over the Internet, you must obtain a digital ID (a security certificate).
Configure Outlook to use a digital ID
If you try to digitally sign or encrypt a message without first installing a valid digital ID on your computer, Outlook prompts you to do so. If you prefer, you can obtain and install the digital ID before you need it, so you know that it will work when you need it to. You can obtain a digital ID from an independent certification authority. You might also be able to obtain one from your organization’s IT department. Each certification level connotes a different level of trust; the highest is that of an independent certification authority.
Obtaining some types of digital IDs, such as those used to certify the source of software programs, involves a stringent application process that can take weeks to complete. However, applying for a commercial security certificate to certify documents and email messages is a relatively simple process. Many US and international certification companies offer digital IDs to certify email. You’ll probably be most comfortable purchasing a certificate in your native currency. Regardless of the location of the certification authority, the digital ID is valid worldwide.
After you install the digital ID certificate on your computer, you must select it for message encryption in Outlook.
Tip
You can have more than one digital ID on your computer, and you can select which one to use for each document or message. For example, you might have one digital ID for business use and one for personal use.
To obtain a digital ID to sign or encrypt messages and documents
1. Display the Email Security page of the Trust Center dialog box.
2. In the Digital IDs (Certificates) section, click Get a Digital ID to display the Find Digital ID Services page of the Microsoft Office website in your default web browser. This webpage lists some of the providers from whom you can obtain a digital ID to certify email messages and documents.
Some providers offer free certificates or free trial periods
3. Click the link at the end of a provider’s description to display the provider’s website.
4. Follow the instructions on the website to register for a digital ID and install the certificate on your computer. As part of the process, you’ll likely be required to respond to an email message from your computer.
Tip
The commercial digital ID is associated with your email address; if you need to use it on another computer, you can reinstall it from the provider’s site, or you can export the digital ID file from the original computer and import it on the other computer.
To configure Outlook to use an installed digital ID certificate
1. Display the Email Security page of the Trust Center dialog box. Then in the Encrypted e-mail section, click Settings to open the Change Security Settings dialog box.
2. In the Security Settings Name box, enter a name that identifies the digital ID certificate you’re going to connect to. Then to the right of the Signing Certificate box, click the Choose button to display the available certificates.
The dialog box displays the digital signing certificates available on your computer
3. In the Windows Security dialog box, click the digital ID certificate you want to use to digitally sign outgoing messages, and then click OK to enter the certificate information in the Change Security Settings dialog box.
Tip
By default, Outlook also assigns the selected certificate for message encryption.
4. Click OK in the Change Security Settings dialog box, in the Trust Center dialog box, and in the Outlook Options dialog box.
Tip
You can configure custom security settings for an outgoing message, but the route to the settings is somewhat convoluted. You open the Properties dialog box of the message, click Security Settings, and then in the Security Properties dialog box, click Change Settings.
To export a digital ID for storage or use on another computer
1. On the Email Security page of the Trust Center dialog box, in the Digital IDs (Certificates) section, click Import/Export.
2. In the Import/Export Digital ID dialog box, click Export your Digital ID to a file.
3. Click the Select button. In the Windows Security dialog box, click the digital ID certificate you want to export, and then click OK.
4. Browse to the location where you want to store the certificate file. In the File name box, enter a name for the certificate file. Then click OK to return to the Import/Export Digital ID dialog box.
5. In the dialog box, the Export option is no longer selected. Click Export your Digital ID to a file to reactivate the corresponding boxes.
6. In the Password and Confirm boxes, enter a password that will be required when importing the digital ID certificate on another computer.
Export a digital ID to a file for storage or reuse
7. Click OK.
To import a digital ID from a file
1. On the Email Security page of the Trust Center dialog box, in the Digital IDs (Certificates) section, click Import/Export.
2. In the Import/Export Digital ID dialog box, click Import existing Digital ID from a file.
3. Browse to the file that contains the digital ID certificate.
4. Enter the password you assigned to the file when you created it.
Import a digital ID from a file
5. Click OK.
Digitally sign or encrypt messages
After you configure Outlook to use your digital ID, the Encrypt and Sign buttons appear in the Permission group on the Options tab of the ribbon in a message composition window. You can digitally sign individual messages when you compose them, or you can instruct Outlook to digitally sign all outgoing messages.
The Encrypt and Sign buttons are present only when Outlook is configured to use a digital ID
A digital signature validates the identity of the message sender, so other people know that the message came from you. A message with a valid digital signature has a red ribbon on its message icon and a digital signature icon (also a red ribbon) in its message header. When you receive a digitally signed message, you can click the digital signature icon to view information about the signature.
A digitally signed message and validation information
Encrypting a message scrambles the message content. For the message recipient to decrypt the encrypted message, the message sender and recipient must first exchange digitally signed messages and add the digital ID certificates to their contacts.
Important
You must obtain and install a digital ID and configure Outlook to use the digital ID before you can perform the following procedures. For more information, see “Configure Outlook to use a digital ID” earlier in this topic.
To digitally sign an individual email message
1. In the message composition window, on the Options tab, in the Permission group, click the Sign button.
Or
1. In the message composition window, on the Options tab, click the More Options dialog box launcher to open the Properties dialog box.
2. In the Properties dialog box, click Security Settings to open the Security Properties dialog box.
You can choose from preconfigured security profiles
3. In the Security Properties dialog box, select the Add digital signature to this message check box, and then click OK.
To digitally sign all outgoing messages
1. Display the Email Security page of the Trust Center dialog box.
2. In the Encrypted e-mail section, select the Add digital signature to outgoing messages check box.
3. If your message recipients might not have S/MIME (Secure Multipurpose Internet Mail Extensions) security (for instance, if you’re sending messages to people who you know aren’t using Outlook), ensure that the Send clear text signed message when sending signed messages check box is selected (this is the default setting).
4. Click OK in all the open dialog boxes.
To encrypt an individual message
1. In the message composition window, on the Options tab, in the Permission group, click the Encrypt button.
Or
1. From the message composition window, open the Security Properties dialog box.
2. In the Security Properties dialog box, select the Encrypt message contents and attachments check box, and then click OK.
To encrypt all outgoing messages
1. Display the Email Security page of the Trust Center dialog box.
2. In the Encrypted e-mail section, select the Encrypt contents and attachments for outgoing messages check box.
3. On the Email Security page of the Trust Center dialog box, in the Encrypted e-mail section, select the check box.
4. If you want to receive verification that a message recipient received an encrypted message in its encrypted format, select the Request S/MIME receipt for all S/MIME signed messages check box.
5. Click OK.
Skills review
In this chapter, you learned how to:
Block unwanted messages
Perform the following tasks:
1. Display your Junk Email folder. If it contains messages, do the following:
• Display a few messages in the Reading Pane. Identify any message content that has been disabled.
• In the message list, scan the message senders and subjects to identify any messages that might be valid.
• If you locate one or more valid messages, use the most appropriate option for each message to move it to your Inbox, allow future messages from the message sender or sender’s domain, or allow future messages sent to the recipient address.
• Locate a message that is definitely junk mail, and delete it from the Junk Email folder.
• If you want to, empty the Junk Email folder.
2. Display your Inbox and scan the messages for any that you would like the junk mail filter to catch. If you locate a junk mail message, move it to the Junk Email folder and block future messages from the sender.
3. Open the Junk E-mail Options dialog box. Review the junk email protection levels, and select the one you want to use.
4. Review the Safe and Blocked lists, and add any domains or addresses that you want to the list.
5. Review the other available settings and configure them to suit your needs. Then close the Junk E-mail Options dialog box.
1. Locate a message that contains blocked pictures (preferably from a company that you are familiar with). In the Reading Pane or message window, click the InfoBar and review the options. Consider the outcome of each option. If you want to, display the blocked pictures.
2. Display the Automatic Download page of the Trust Center. Review the available options and consider which of them you are comfortable with. Configure the options as you want them.
3. Display the E-mail Security page of the Trust Center. Review the available options and consider which of them you are comfortable with.
4. If you don’t already have a digital ID for signing email messages, and want to practice working with one, do the following:
• Follow the steps to display the digital ID vendors, and select a vendor. (At least one vendor offers a free email signing ID.)
• Follow the digital ID vendor’s instructions for acquiring the digital ID and installing the certificate on your computer.
• Configure Outlook to use that certificate to digitally sign messages.
• Send a digitally signed message to someone.
• If you want to export the digital ID certificate for use on another computer or to store as a backup, do so.