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Category Archives: Email and Calendar

Find the mail you want in Gmail

How many times have you looked through your inbox for a specific email or file and ended up grumpy because you couldn’t find it? With hundreds or thousands of emails plus a certain number of attached files stored up in your inbox these days, sorting through them can be a hassle. Here are 6 search operators from Gmail that will help you locate what you need in no time.

1. Where did I put that file?

Looking for a file your colleagues sent you ages ago? Don’t remember the file’s specific name but you do recall some keywords? That’s a good start. Simply type a keyword after filename: to search for a particular file. For example, you can typefilename: minutes to search for a file named meeting minutes. Don’t even remember a part of the name but know what type of file it is? Then you can also use the same search operator to search for a file type. For example, typefilename: doc to search for document files.

2. CC or BCC

There are times when you want to narrow down the recipients: whether they are direct, carbon copy (cc), or blind carbon copy (bcc) receivers. The basic “To” search boxes are proven to be useless in this case. What you can do to be more specific is to type cc: or bcc: followed by the recipients’ names or email addresses. For example, instead of typing “anna” in the “To” search box, you can type cc: anna to look for email sent to Anna as a carbon copy (cc) only. Note that you won’t be able to find messages that you received on bcc.

3. Search by time period

You don’t have to remember the exact dates to be able to search for a specific email. With the search operators before: or after:, you can just type the period when the email is sent or received. Don’t forget to use the date format yyyy/mm/dd, otherwise, Gmail wouldn’t get it. By typing after: 2016/07/01before: 2016/07/15, Gmail will look for emails sent or received between July 1, 2016 and July 15, 2016.

4. Search for read, unread, or starred messages

You can search for messages that are read, unread, or starred by using is:read,is:unread, is:starred. By typing is:read is:starred from:Anna you are searching for messages from Anna that have been read and marked with a star. If you have more than one type of stars (or if you don’t, we suggest you learn how to manage your emails with Gmail’s stars option), you can type has:green-star to search for messages marked with that color.

5. Don’t ignore Spam or Trash

Whether using the simple search box or search operators suggested above, both ignore emails that are in Spam or Trash box. And from time to time, important emails can mistakably be thrown into Trash box for some unknown reasons. Usein:anywhere to look everywhere in your inbox, including those two places, to make sure that no important email has slipped through.

6. Look in the chat box too

We all hate it when our colleagues send important files or message via a chat box. That makes it difficult when searching for them later. But by typing is:chatfollowed by keywords or name of the person you’re communicating with, you can actually search for messages or files in the chat log. Next time you can tell your colleagues to send vital files or information via proper email instead. But if that still doesn’t work, now you know how to help yourself.

When it comes to managing and sorting through confidential emails in your inbox, no one can do it besides you. Yet there are still the matters of database management and security to take into consideration. Why not outsource those issues to us and enjoy a more carefree communication with your colleagues and customers? Call us today to see what our experts can do for you.

Spot a Fake Email

Three Ransomware outbreaks are happening right now:
Australia Post, Paypal and Cryptowall Attachment.

Here is 5 ways to spot a Fake Email

Be very aware of Fake Emails!

The spam (distributing Cryptowall 4) is using an obfuscated JavaScript attachment.

The obfuscated JavaScript downloads malicious content from URLs such as:
hxxp://dertinyanl.com/img/script.php?tup1.jpg

hxxp://yalcingulten.com/dbsys.php

At the present we have seen 85 fake Australia Post websites (the list is still growing):
hxxp://adventuredmc.com/JXZ9TMtUgiI/VvqyrjDo.php

hxxp://wilanowski.net/uUJTW/9oyONj.php

We advise users:

  • Not to enter Captcha codes to any postal tracking site
  • Not to open invoice / refund attachments from email (Cryptowall)

Be especially careful about anything purporting to be a parcel notification or Australia Post (use the phone to call Australia Post and confirm any such email).

27-01-2016-Ransomware-Screen

5 Ways to spot a Fake Email:

Unfortunately in today’s world, scammers are coming at us from all angles to try and trick us to get us to part with our hard earned money. We all need to be vigilant in protecting ourselves online. If you aren’t paying attention—even if you know what to look for—they can get you.

There are numerous ways to detect fake sites or emails, phishing, etc.
Here are 5 you should know about:

27-01-2016-Ransomware-Screen

If you have any questions regarding how to protect your organisation against Ransomware,
Fake Email, Phishing or other Security issues, please do not hesitate to contact us.

For more information please contact the Black Knight IT Helpdesk

Other methods of logging tickets still are available- including our phone support line on (07) 3806 6717, web portal (here) or by emailing the helpdesk directly at helpdesk@blackknight.net.au.

Phone: (07) 3806 6727 | Web: www.blackknight.net.au | Email: helpdesk@blackknight.net.au

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Create a rule Outlook

Create a rule Outlook 2010 and 2013

Rules can be established based on various criteria such as senders, recipients and subjects. You can perform a number of tasks such as deleting messages, moving them to specific folders, and creating alerts. Using rules in Outlook 2010 or 2013 can help you manage your email more efficiently.

In this tutorial, we will walk you through an example of how to create a rule to send all accepted meeting responses to one specific folder. You can skip to step 4 if you already have a specific folder in mind.

  1. Under the Folder tab select New Folder to open the Create New Folder dialog box.
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  2. Enter a name for your folder and select Mail and Post Items in the Folder containsdrop-down menu. Scroll and highlight to select where you want to place the folder and click OK.

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  3. Click on the Home tab. Click Rules and then Manage Rules & Alerts to open theRules and Alerts dialog window.
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  4. Click on New Rule… to open the Rules Wizard dialog box.
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  5. Click on Move messages with specific words in the subject to a folder.
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  6. Click on the specific words link to open the Search Text dialog box.
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  7. Type the specified word in the field provided and click Add.
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  8. Click OK to return to the Rules Wizard dialog box. Then click on the specified link to open the Rules and Alerts dialog box.
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  9. Scroll and click to highlight the desired folder and click OK to return to the Rules Wizard dialog box.
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  10. You will see that the link in the rule description has changed from specific words to Accepted and the specified folder link has changed to Accepted Meetings.
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  11. Click on Finish to return to the Rules and Alerts dialog box. You will see that the rule has been created and is selected. Click OK to complete the rule process.

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If you want more Tech Tips like this one – Create a rule Outlook using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Initiate a meeting: Outlook 2010 and 2013

Initiate a meeting: Outlook 2010 and 2013

A meeting occurs at a scheduled time and location. Unlike appointments, it includes notifying and inviting other people. A meeting in your calendar could be one you set up, or it could be one you’ve been invited to by someone else. Meetings appear both in your calendar and in the calendars of the invitees.

  1. When looking at your calendar, click on the New Meeting icon.

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  2. Enter a Subject and Location for your meeting and adjust the Start and End times if necessary. Make sure the All Day Event box is NOT selected and include a comment or description of the meeting in the field provided.

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  3. When you are finished, click on the Scheduling Assistant icon to begin inviting attendees.

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  4. Enter a name in the Search field and highlight the name of the person you wish to invite. Then click on Required. You can also click on Optional if the invitee’s presence isn’t mandatory. Once you have added everyone that you want to invite, click OK.

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  5. You can now scroll through the calendar to find an available meeting time for all attendees, or you can use the Suggested Times in the bottom right of the screen to automatically search for the next available meeting time open to all invitees.

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  6. Once the attendees and time have been established, click the Send button to send the invitation.
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  7. The meeting has now been created in your calendar and will also appear in the calendars of those invited, provided they accept your invitation.
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    To add a room to a meeting, double click on the meeting in your calendar. Then click onRooms.
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  9. Type the room name in the Search field and highlight the desired room on the list. Then click on Rooms and then OK.

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  10. To add other resources or individuals to a meeting, click on the Scheduling Assistant. Then click on the Add Attendees icon. Enter new information or edit the existing information. Once you are finished editing your meeting, click Send Update.

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  11. Replies to your meeting invitation will be sent to your Inbox. To track who has responded to your meeting invite, open the meeting in your calendar and click onTracking. There you will see all of the responses.
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If you want more Tech Tips like this one – Initiate a meeting using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Disable Out-of-Office Assistant: Outlook 2010 and 2013

Disable Out-of-Office Assistant: Outlook 2010 and 2013

If you did not set an end date, you will need to turn the Out of Office Assistant off when you return. For more information about setting up the Out of Office Assistant, see Activate Out of Office Assistant: Outlook 2010 and 2013.

  1. Click the File tab then click Turn off.

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If you want more Tech Tips like this one – Disable Out-of-Office Assistant using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Activate Out-of-Office Assistant

Activate Out of Office Assistant: Outlook 2010 and 2013

When you are away from your computer and are not checking emails, you can setup Outlook’s Out of Office Assistant to send an automated response to some or all of the people who send you emails.

  1. Click the File tab and click Automatic Replies.
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  2. Click to change the selection to Send automatic replies.
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  3. You can choose to send automatic replies only during a specific date and time range by clicking the Only send during this time range box and entering the start and end times. If you don’t specify a time now, you can manually disable the Out of Office Assistant when you begin checking emails again.
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  4. Type your message in the space provided. Note that you can choose to send replies Inside My Organization or Outside My Organization and can have a different message for each option. Note that Inside My Organization refers to faculty and staff who use Exchange email.
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  5. To send an automatic reply outside your organization, click the Outside My Organization tab and click the box beside Auto-reply to people outside my organization. You can also only send the automatic reply to people in your contact list.
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  6. Click OK to activate your out-of-office message.

 

If you want more Tech Tips like this one – Activate Out-of-Office Assistant using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Respond to a meeting request: Outlook 2010 and 2013

Respond to a meeting request: Outlook 2010 and 2013

When invited to a meeting, there are four actions you can take: Accept, Decline,Tentative, and Propose New Time. Until you act on the on a meeting invitation, Outlook automatically sets your reply as Tentative and the date/time in your calendar is also marked as Tentative. It is very important that you act on a meeting request as soon as you receive one.

Accept

Open the meeting request and click Accept. Click Send the response now if you wish to respond or select Do not send a response.  Then click OK. You may wish to select Edit the response before sending to include a comment such as: “I will be arriving late.”

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Tentative

Open the meeting request and click on Tentative. Click Send the response now if you wish to respond or select Do not send a response. You may wish to select Edit the response before sending to include a comment such as: “This meeting overlaps another meeting I have across campus.”

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Note: If your Out of Office Assistant has been activated, the meeting organizer will receive an Out of Office reply indicating Tentative as the default status.

Decline

Open the meeting request and click on Decline. Click Send the response now if you wish to respond or select Do not send a response. You may wish to select Edit the response before sending to include a comment such as: “I have an off-campus appointment during this time.”

Note: If you decline a meeting request it will be moved from your Inbox to your Deleted Items folder. If circumstances change later and you are able to attend, you can always undelete the meeting request and accept it.

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Propose New Time

  1. Open the meeting request and click on Propose New Time.
  2. Click Tentative and propose new time or Decline and propose new time.

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  3. A dialog window will open allowing you to select an alternate date and time. When you are finished choosing your desired time, click on Propose Time.

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  4. A message window addressed to the meeting organizer will automatically open, and you will also see the current meeting time and time you are proposing for the meeting. Type a message or comment in the field provided and click Send.

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If you want more Tech Tips like this one – Respond to a meeting request using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Open a shared calendar: Outlook 2010 and 2013

Open a shared calendar: Outlook 2010 and 2013

In order to open a shared calendar, you must first be given the appropriate access. Please seeShare calendar: Office 2010 and 2013 for more information. If you have received a Sharing Invitation from another Outlook user, there are two ways to open the calendar:

  1. In the Outlook calendar view, click Open Calendar, then Open Shared Calendar.opensharedcalendar1
  2. Type the name or click on Name to access the Global Address List. Click OK when you are finished.opensharedcalendar2
  3. Alternatively, on the File menu, select Open and then click on Other User’s Folder.opensharedcalendar3
  4. Enter the person’s name or click on Name to access the Global Address List. SelectCalendar as the Folder Type. Click OK when you are finished.opensharedcalendar4
  5. The shared calendar you have opened is now visible and appears under Shared Calendars in the Outlook task pane. To close the shared calendar, click the check box beside it to deselect it.opensharedcalendar5

If you want more Tech Tips like this one – Open a shared calendar using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Cancel meeting request: Outlook 2010 and 2013

As the organizer of a meeting, it is often necessary to make changes to a meeting that has already been scheduled. The only item that cannot be changed is your attendance: as the organizer, the meeting cannot exist without you. Follow these steps to cancel a meeting. Otherwise, edit your meeting details.

  1. Double click on the meeting in your calendar to open the meeting dialogue box.1

    Note: If this meeting is a reoccurring event, you will be given the option of opening one occurrence or the entire series.

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  2. In the main meeting window, click on Cancel Meeting.3
  3. Click on Send Cancellation.4

This action cannot be undone. If you change your mind and decide to hold the meeting after all, you will need to send a new meeting request.

If you want more Tech Tips like this one – Outlook Cancel meeting request using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.