Protect yourself and be productive with simple Outlook tweaks

Outlook is one of the best email productivity suite which works straight out of the box. And it is one of the highly targeted tools to spread viruses as well. I use few setting/tweaks to protect myself as well as to boost my productivity.

Default Mail Format: I swear fancy HTML formatted mails looks nice. However, at the same time there is a risk of malicious scripts which can be embedded in the mails and it can be executed through HTML or through Microsoft Outlook Rich Text Format (RTF). To turn on the Read all standard mail in plain text option in Outlook 2003, follow these steps:

1. Start Outlook 2003.
2. On the Tools menu, click Options.
3. On the Preferences tab, in the E-mail area, click E-mail Options.
4. In the Message handling area, click to select the Read all standard mail in plain text drop down menu.

Note By default, the Read all standard mail in plain text option is turned off.

To turn on the Read all standard mail in plain text option in Outlook 2007, follow these steps:

1. Start Outlook 2007.
2. On the Tools menu, click Trust Center, and then click E-mail Security.
3. Under Read as Plain Text, click to select the Read all standard mail in plain text check box.
4. To include messages that are signed with a digital signature, click to select the Read All digitally signed mail in plain text check box.

When the Read all standard mail in plain text option is turned on, you receive the following notification on the InfoBar at the top of the e-mail message:
This message was converted to plain text.

Note if you decide to view the plain text message in its original format, click the InfoBar, and then select Display as HTML or Display as Rich Text.
(Courtesy: Microsoft)

Remind to Read Documents: I live by my inbox and if I have some important documents to read then I attach the document in an email, and the document is big in size then add hyperlink of the document in the mail body. Add task or something to remind me about the task in the subject line and the send it to myself. Once the mail in inbox I add reminder to it.

Turn off new mail pop up windows: Believe me new mail pop up window is big distraction. You are working on something important and you get a sudden new mail pop up. It is a simple forward mail from your friend or colleague. You open the mail and forward it to your other friends. And the result, you loose momentum of your work.

To disable the alert you can just click the Disable New Mail Message Alert option on the menu that appears when you click the down arrow in the top-right corner of the alert itself. Or else click Tools > Options > Preferences > E-mail Options > Advanced E-mail Options. Uncheck "Display a New Mail Message Alert (default Inbox only)" and click OK.

Push the automatic send & receive to 1 hour: I use to have set outlook to do automatic send and receive at one hour or more if you can afford. This will help you to stay focused on your work.

Take control of your emails with Xobni: Xobni is one of the best (freeware) and fast Outlook tool. Using this search your email faster, search attachment, Schedule appointment with a click of the button. Automatic extraction of phone number from mail etc.

Happy and safe emailing..

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