Outlook Express 6 (Continued)
Backup and Restore emails in Outlook Express
Tool: Outlook Express
Backing up emails
If you want to back up the emails you've saved in Outlook Express, and restore them later on, follow these procedures:
1. Open Outlook Express, go to Tools>Options and open the Maintenance tab.
2. Click the Store Folder button and highlight the directory path shown with your mouse (right-click on the text and choose Select All).
3. Right-click again on the highlighted text and select Copy.
4. Go to Start>Run and right-click in the box. Select Paste, then click OK. This opens an Explorer window in the folder where Outlook Express holds your emails and email folders as .dbx files.
5. The folder names should be self-explanatory. Select individual .dbx files where you stored emails and copy them to another location for backup purposes.
To restore these emails back into Outlook Express, say after a reformat of Windows, follow these procedures:
1. Open Outlook Express, go to File>Import>Messages.
2. Select 'Microsoft Outlook Express 6' from the list (or whichever version of OE you saved the messages under).
3. Select 'Import mail from an OE6 store directory' and click OK.
4. Browse to the directory where you backed up your Outlook Express messages as .dbx files. Click OK, then click Next.
5. Click All Folders, select Next, then select Finish. Your messages should be restored as you saved them.
You can also use the Import and Export functions in Outlook Express to save and restore your Address Book, Email account and Newsgroup account data. These aren't detailed here, but the procedure is similar to that outlined above.
Block spam with Outlook Express built-in features
Tool: Outlook Express
Outlook Express has some useful features for blocking spam emails. Spam is unsolicited email with useless content...if you live on Earth you would have received some by now. These built-in features can be used to sort mail automatically and ignore/block individuals for example. Note that these tools don't work for IMAP and HTTP (i.e. Web-based) email accounts such as Hotmail. Use these tools for your POP3 accounts (i.e. non-webmail based), such as the ones your ISP provides, or Yahoo when set up as POP3.
To access and set up these tools do the following:
1. Open Outlook Express and go to Tools>Message Rules and select Mail.
2. Click the New button to create a new rule. The New Mail Rule window will open.
3. Select a condition for your rule. For example, we'll choose 'Where the message is more than size'. We can set the size parameter for this rule in Step 5.
4. Select the action for the rule. For example, 'Move it to the specified folder'.
5. Set any parameters required for the rule by clicking on the blue underline text in the Rule Description box. For example, we'll click on the Size text and choose 40KB as our size limit for the rule set up in step 3. We'll click on the Folder text and choose Deleted Items.
6. Give the rule an appropriate name, such as 'Large email redirector' in this example. Click OK.
7. In the Mail Rules window, put a tick next to the new rule and click the Apply Now button. If you want to add more parameters or change the rule, click the Modify button, and go back through steps 3 - 6 above until you're happy.
8. Create as many rules as you like, and arrange them in order of priority/application to new messages by using the Move Up and Move Down buttons.
Now when you receive an email, the above rule will automatically check its size and if it's over 40KB, will redirect it to your Deleted Items folder automatically. You can have a quick look in there after checking your mail and see if it's anything you want to keep, otherwise just empty the deleted items and you've cleared some hefty spam straight away.
Create more rules once you identify patterns in your email. For example I was getting a lot of spam emails with phony virus screensavers attached. So I set up a new rule which automatically deletes from my mail server (so I don't even download them) any emails with 'Screensaver' in the message body. Worked a treat too! Eventually they stopped, so I deleted the rule.
Of course you can do a lot more with Message Rules, such as block individuals, accounts from particular domains (such as MSN, Yahoo or AOL), etc. Experiment with the tool as it is very powerful. If in doubt, set the action for the rule to redirect flagged mail to a separate folder you set up and see if any legitimate mail is getting caught up by the rule. Also, create multiple rules to finely sift through the mail and get rid of the genuine rubbish.
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