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Merry Christmas and a successful new year!

 

“Year’s end is neither an end nor a beginning

but a going on, with all the wisdom that

experience can instill in us.”

(Hal Borland)

 

 

The entire SYNCING.NET team wishes you and your family peaceful Christmas, beautiful holidays and a healthy and successful new year!

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Sign with your good name – Outlook signatures

 

Today in the digital age more and more correspondence is influenced by Internet and E-mail. Fast replies to inquiries via E-Mail are economically more efficient than business correspondence on the postal way. The E-mail signature replaces the need to write a business letter and sign it with your personal signature. This cuts costs and simplifies the traceability of the filing.

 

E-mail signatures are basically intended to equip the E-mail automatically with name, address and other contact information of the sender. But more and more companies and private people use signatures to communicate notes, advertising messages etc.

 

A signature is like a business card, the proverbial store sign. A signature is composed of name, address, E-mail address, telephone number, company name and even a company logo can be integrated.

 

 

How to create your own signature

1. Via the menu item Tools Outlook opens the dialog Options, here you can switch to the register E-mail format

 

2. In the lower part of this register you can find the area Signatures

 

3. At first the dialog Signatures is still empty. To create the first signature click New

 

4. After you have entered a label for the new signature, click Next, then add the desired contents of your signature

 

5. Click Finish

 

The signature can be designed individually. Font, size and color can be modified. The option Paragraph formats the text of the signature and via the option Advanced a HTML generated signature can also be edited.

 

If a picture or a company logo should be involved within the signature, the message format needs to be HTML right from the start. Via Tools / Options you can open the register E-mail format in Outlook. Here you are able to select HTML as the message format.

 

Now a signature, as mentioned above in points 1–5, can be created and the picture or logo can be added. Note that the image needs to be created as a JPEG or GIF file.

 

 

Utilization of multiple signatures
Outlook offers the opportunity to create multiple signatures. Different signatures can be assigned to various E-mails. Since Outlook 2003, each created E-mail account is enabled to use different signatures. Via Tools / Options / E-mail format the signatures can be assigned to the different e-mail accounts.

 

There is also the possibility to use different signatures for new, sent and forwarded messages.

 

 

Signature with built-in vCard

A so-called vCard can also be automatically appended to a signature. A vCard is an internationally standardized form of a business card, a standardized address format.

 

The receiver of an electronic vCard is able to save the contact information directly as an Outlook contact. Combined with a signature the vCard is the ideal introduction to a new business partners or customers.

 

A vCard is generated automatically if a new contact is created.

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Outlook vs. Outlook Express

 

For many it is exactly the same, but as often the appearance doesn´t say much about the contents. That is the same with MS Outlook and his „little brother” Outlook Express.

 

Both programs look similar and have partially the same basic functions, but this should not lead to the conclusion that Outlook Express is similar to MS Outlook. To clarify the similarities and differences of these two e-mail clients, we here display both programs in a summary.

 

 

Outlook Express

Outlook Express is free and was designed for home users, who dial in to the Internet via an Internet service provider (ISP). Outlook Express was developed from the programs Microsoft Internet Mail and News and is the default messaging client in MS Office 98 for Macintosh.

 

Outlook Express is based on open Internet standards such as SMTP (Simple Mail Transfer Protocol), POP3 (Post Office Protocol 3) and IMAP (Internet Mail Access Protocol), etc.

 

Outlook Express is a simple e-mail program with address management. Additionally Outlook Express can be used as a news reader for the Usenet. The Usenet is the area in the Internet which contains thousands of discussion forums. Here you can discuss topics with like-minded people by e-mailing to virtual “bulletin boards“ (newsgroups).

 

Outlook Express cannot be connected to an Exchange Server as a client and is not able to function as a Task manager.

 

Since Windows XP, Outlook Express is called Windows Live Mail Desktop and Windows Mail and Windows contacts for Vista.

 

 

MS Outlook

Outlook is the default messaging client from Microsoft. Unlike Outlook Express Outlook is with costs.

 

With Outlook the user is able to receive E-Mail messages from multiple E-Mail accounts, coordinate personal and group - specific calendars and manage contacts and tasks. Effective Inbox rules enable you to filter and organize your E-Mails.

 

The complete integration of E-Mail, calendaring and contact management make Outlook the ideal e-mail client.

 

Together with an Exchange server Outlook the information, workflow communications, group scheduling, public folders, forms, etc. can be accessed via a common group.

 

Outlook integrates in its functionality tools such as Microsoft Mail, Microsoft Schedule, Lotus Organizer, NetManage ECCO, OneNote, etc. Meanwhile Outlook allows also the synchronization with the most important personal digital assistants (PDAs), such as 3 com Palm Pilot or Iphone.

 

 

Features of Outlook and Outlook Express

 

Outlook

- Send and receive E-Mail
- Manage E-Mail
- Management of multiple E-mail accounts (since XP)
- Rules for incoming E-Mail
- Rules for outgoing E-Mail
- Connection to Exchange Server
- Cooperation with Office (Word, Excel etc.)
- Automatic archiving
- Time management
- Meeting plan
- Task Management
- Notes
- Data export to other programs
- Re-tabling Items

 

Outlook Express

- Send and receive E-Mail
- Manage E-Mail
- Management of multiple E-mail accounts (since XP)
- Rules for incoming E-Mail

 

 

When should I use which E-Mail Client

When choosing between Outlook and Outlook Express various criteria should be considered:

 

Outlook Express

Only e-mail and newsgroup functionality is required.

If Office 98 for Macintosh is used or should be used Outlook Express is the default e-mail client.

MS Outlook

More functions, in addition to the e-mail and newsgroup features, are needed. For example: personal calendar, groups and scheduling, task and contact management.

Platform crossing E-mail and Calendar clients for newer and older Windows versions than Microsoft Windows 95 or Macintosh are needed.

Office versions from Office 97 until Office 2007 or Exchange Server should be used. In this case Outlook offers the best integration.

 

 

For all questions about Data synchronization visit the SYNCING.NET homepage.

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Phishing – Don´t swallow the bait

 

Your bank, which urgently needs your personal password, because of an glaring vulnerability in their system, to resolve the problem? Ebay, who has through a server error, however, “lost” your password and needs a new one?

 

If you know this kind of e-mails from your inbox, you have also become a victim of a so-called “phishing attack”.

 

When recently dubious Web site operators wanted to lure us to their homepages with many spam e-mails, we were still mildly amused at their methods. The problem was qickly solved with current spam filters, which are integrated in all popular e-mail programs.

 

 

But the espionage threat on your computer is still not over!
There has long been a “plague” in the virtual World - the “fishing” for personal data and passwords, known as “phishing”.

 

With serious-looking e-mails, supposedly from trusted senders such as banks or Ebay, imposters are trying to get passwords from their phishing victims. Often the phishing e-mails are so cleverly faked, that the fake ones can not be distinguished from the original e-mails. The phishing attackers assume that actually one recipient of their massively sent e-mails, is a customer at one of these companies. If the user really displays his user data (name, password, PIN, etc.) the fraudsters catch these data ( “fish”) and are now able to access user accounts. According to the protection organization Anti-Phishing Group (www.antiphishing.com) the number of such attacks has risen sharply since 2004.

 

While there are additional spam filters to those already known, even now anti-phishing programs or functions used in the best-known e-mail programs like Outlook or Thunderbird, don´t provide a perfect protection against such phishing attacks.

 

The best protection is first and foremost the attention and distrust of the user! It is the basic golden rule: You should always be suspicious when you receive e-mails from your bank, your phone provider or other companies which ask for personal data.
Never visit a website, where passwords and user data must be entered, via a hyperlink you received in an e-mail. Enter the Web address manually in your browser.

 

A definit evidence for secure and original websites is the https before the domain name. The extra s indicates a secure connection via SSL encryption of the page, which requires a special encryption certificate.

 

 

Meanwhile, there are reliable plug-ins for popular browsers, which compare the websites with an online database, where already known phishing pages are listed and the user will be warned when phishing contents are detected. Such plug-in providers are for example McAfee SiteAdvisor or Netcraft.

 

If you fear you´ve been the victim of a phishing attack, immediately contact your bank, your business partner or the police.

 

 

Protection against phishing attacks:

In order to prevent users from phishing attacks, we summarize the most important safeguards here for you:

 

* Suspiciousness against e-mails which ask for your personal data is the best safeguard against phishing-attackers. Banks or other reputable companies will never call on their clients via e-mail to enter their confidential information!

 

* With installation of anti-phishing programs or browser plug-ins your software is prepaired to shield you as much as possible against phishing attacks. Never follow any hyperlinks to websites mentioned in e-mails, which need entering of passwords or user data.

 

* Never follow any hyperlinks to websites mentioned in e-mails, which need entering of passwords or user data.

 

* Always look for the encryption SSL (https), which is used in a protected area and indicates a secure website.

 

* Enter the Web address of your bank or other providers which possess your personal data (such as Ebay, Amazon etc), directly into the browser address bar.

 

* In case of doubt contact your bank, your business partner or the police!

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Outlook 2007 - The current Outlook version convinces with helpful features

 

For some years now MS Outlook is the standard Mail-program in the offices world-wide and also email traffic at home is increasingly steered with Outlook. The advantages are clear: Outlook merges E-mails from all accounts, which one created in over 10 years of Internet and represents them uniformly. But Outlook is much more than a simple E-mail program with date and address administration. It is a PIM, a personal information manager. Almost every kind of information can be administered, searched, linked with Outlook and exchanged with others by E-mail - including contact and time management.

 

Where the first Outlook version, published in 1997, was not completely developed, this changed suddenly in 1998. With Outlook 98 Microsoft delivered a round E-mail program. With Outlook 2000 Microsoft built a strong foundation for further Outlook versions. In Outlook 2000 all errors of the predecessors were eliminated and the function range was again extended. The versions Outlook XP and Outlook 2003 followed. This versions continued to strengthen the employment of Outlook as the standard E-mail program. But Microsoft would not be Microsoft, if not still another ASS was hidden in their sleeves. With Outlook 2007 Microsoft set new standards. The current Outlook version captivates with a new, improved user surface and many new features.

 

 

More than a Facelift for Outlook 2007

Microsoft filled Outlook 2007 with a quantity of innovations. These refer not only on the optics of the program, but also particularly separate on topics such as functionality and security. The navigation border well-known from Outlook 2003 is now called mini bar and was equipped with new, helpful functions. It ´s now possible to open the navigation border by mouse click and to create colored groupings.

 

With the functions of the mini bar element the user is able to create an additional file-spreading system like a project folder, which helps to organize the several groups. Each group can contain as many Outlook files (E-mail, tasks, contacts etc.) as desired from every Outlook memory (personal files, official files or Exchange of p.o. boxes). So it´s possible, to organize all tasks, contacts and folders in one group. Particularly the new function, which allows the user to plan and steer several, parallel calendars at the same time, is very helpful to lighten project organizations. The calendars can now also be deposited with colors and are thereby better distinguishable.

 

calender

calender

 

The task list was also revised and now indicates dates and tasks. The interactive control makes it possible for users to edit entries and to add or delete them. Additional background colors for categories provide a simple organization of the messages. With only a few clicks the user has the ability to convert an E-mail into a task, which is then indicated in the calendar overview. If those tasks get not settled in time, Outlook shifts them automatically on the next day´s schedule.

 

Tasks

Tasks

 

Outlook 2007 centers itself again on its main task, the message handling. So now you´re not only able to subscribe to newsgroups but also to RSS feeds. Outlook offers also a preview of email attachments, without opening the attachments separately. This function works already with many applications and formats. As an additional safety feature only attachments from trustworthy classified senders are considered for the preview.

 

 

Outlook 2007 puts special attention to security issues. Exchange examines E-Mails for Phishing contents and viruses and only messages which successfully exist this scan, arrive in the inbox. All security issues are steered and administered in the so called „Trust center “.

 

 

Also the „OneNote “function was better integrated in Outlook 2007. After the installation the Outlook multi-function border is automatically extended with the button “Send to OneNote”. Now new tasks can be synchronized with each MS Office program. Automatically new preformatted „OneNote “sides can be produced, these sites contain discussion notes and are also connected with a date in the Outlook calendar. An automatic synchronization of the „OneNote “ tasks with the task list in Outlook 2007 is likewise possible. If a new date or a new task is created in Outlook 2007, a connection to OneNote 2007 can also be established here.

 

 

 

The „ new “classical

Even after over 10 years of the Outlook success story there is no end of it in sight. Competitors such as Thunderbird, Axigen 6.0.1 or Ubuntu could not run off Outlooks rank. With user friendly handling and efficient features Outlook is still the most popular information manager. Microsoft Outlook 2007 is a complete time and information manager, which also scores with improved features like new mini bar, parallel calendars, grouping possibilities, preview of E-mail attachments, OneNote integration and improved safety management. Outlook 2007 offers each user the possibility to steer his tasks and messages in such a way, that he is able to save enough time for the real important things in life.

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