Microsoft Office · Intermediate level

Intermediate level · Module 4: Email, Calendar and Professional Communication with Outlook · Lesson 2 of 3

Organising the Inbox and Staying Safe

Keep the inbox under control and avoid phishing and unsafe attachments.

In this lesson you will

  • Use folders, flags, search and rules
  • Recognise phishing warning signs

Key concepts

folders and rulesflag for follow-upsearchphishing

The lesson

Folders, flags and rules keep a busy inbox manageable. Rules can move messages automatically — for example, everything from a donor into a Donor folder.

Phishing emails pretend to be from someone you trust to steal passwords or money. Warning signs include urgent threats, unexpected attachments, mismatched sender addresses and links that do not go where the text says.

Never enter a password from an email link. Open the website yourself, and report suspicious emails to your IT contact.

Step by step

  1. Create folders for your main work areas.
  2. Set up two rules to file messages automatically.
  3. Examine sample emails for phishing signs.
  4. Report the suspicious ones using the agreed process.

Practice activity

Set up folders and two rules for a busy inbox, then identify the phishing emails in a sample set of ten.

Expected result: An organised inbox and correctly identified phishing emails.

Check your understanding

  1. Name two warning signs of a phishing email.

    Show answer

    Any two of: urgent pressure, mismatched or odd sender address, unexpected attachment, link to a strange site, request for passwords or payment.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.