Has Your Password Been Exposed ?

You know by now that you should be changing your passwords regularly. I have have been strongly recommending password managers for several years now. This is because every day there seems to be another cyber security crisis. If you haven’t changed your passwords recently, it’s now officially time: a massive database containing login credentials is floating around the internet.

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We don’t know who’s behind the breach, but over 560 million leaked emails and passwords — 243.6 million unique email addresses — are compromised. First uncovered by the Kromtech Security Research Center, the leak has been confirmed by security researcher Troy Hunt, who created the “Have I Been Pwned” website.

What kind of information does it have?

The good news is, there hasn’t been a new hack: the trove of credentials is a collection of data from previous breaches at LinkedIn, DropBox, LastFM, MySpace, Adobe, Neopets, Tumblr and others. Some of these breaches are years old.

What makes this database troublesome from a security standpoint is how accessible it makes sensitive information. It basically compiled private data from various prior hacks to create one convenient database for hackers to illegally access.

Who is at risk?

Essentially, anyone who never updated their credentials at the time of the original breach. If you haven’t stayed on top of every hack and checked your status each and every time, then you could be at risk.

How to check if your credentials are compromised

The easiest way to see if your credentials are vulnerable is to go to Hunt’s site — Have I Been Pwned. Here, you can type in your email and find out if your email and password are safe or not.

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You may have changed your password at the time of a given breach, but let’s be real: you may not remember. If you scroll below the results, the site shows you which breaches you were impacted by. To view information on sensitive breaches, subscription is required. If this is your first time on the site and you get the dreaded “Oh no—pwned!” message, then it’s best take a screenshot of the result and change your password immediately.

Why a screenshot? The site tells you how many “breached sites” it’s on (in other words, how many unique incidents took your credentials) and if there are any “pastes” — a paste is when the information is shared on a public website. Saving this information (you can also jot it down somewhere safely) can let you know in the future if you’ve been breached again if the information in the results change.

Don’t understand what’s going on? It’s okay. Just go change your email password to be safe. And be sure to create a strong password.

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New Google Earth on iOS

Google on Wednesday released its major Google Earth update for iPhone and iPad users.

The new version of Google Earth includes 64-bit processor support, a redesign, and its new Voyager feature for flyover views. Google is including 64-bit processor support just in time for iOS 11, which won’t support 32-bit apps.

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Voyager allows users to interact with guided tours of popular tourist destinations and famous landmarks, providing more context of the location and the ability to virtually fly through it.

Google has included multi-day intineraries for 17 cities under the Travel category, including “Paris with Kids” and “Beyond the Beaches of Rio de Janeiro.” Google said there are more than 140 stories in eight languages available. Knowledge cards also provide interesting facts about a location.

The big Google Earth update was first available on Android and web browsers in April. For iOS users, the update is now available to download on the App Store.

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Google Looks to Block Ads

Earlier this year, Google was rumored to be working on a built-in ad blocker for its Chrome browser. The new ad blocker inside Chrome won’t block every ad you see on the web — instead, it’ll only block ads that are considered intrusive and go against the standards set by the Coalition for Better Ads.

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Google has started testing the new built-in ad blocker for Chrome today on the desktop and Android devices. The latest canary release for Google Chrome includes a new option under Chrome’s Settings where you can enable the new ad blocker inside Chrome. Users can enable the new feature by going to the Content options inside Chrome’s settings page (chrome://settings/content/ads).

The built-in ad blocker should automatically block ads that are considered “intrusive”. But Google Chrome also lets you strictly block ads on certain sites, and you can also choose to allow ads on certain sites if you’d like. Here are the types of ads that will get blocked on desktop sites with the ad blocker enabled on Chrome:

Google deciding to integrate an ad blocker right into its own browser in very interesting. Google’s AdSense business will certainly be affected by the ad-blocker as it could potentially block ads provided by Google on sites that could be abusing the ads that result in an intrusive experience. Google also has a service which lets users subscribe to certain sites in order to hide ads, so it will be interesting to see how the new ad blocker works with that. Google is yet to officially announce the new ad-blocker inside Chrome, and we’ll likely have the answers to our questions once it’s officially and available to all Google Chrome users.

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Reading Aloud with Microsoft Word

Microsoft Word has a new trick up its sleeve, and it should help anyone who struggles with the written word. The new feature is called Read Aloud, and it’s a significant improvement on the previous text-to-speech offerings in Word.

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Most of us can look at a word and immediately tell whether it’s spelt wrong. Or look at a sentence and tell whether it’s structured correctly. However, some people struggle with these things. Which is the main reason why Microsoft has upped its text-to-speech game with Read Aloud.

Microsoft Word Can Now Read Your Documents Aloud

 

Read Aloud is a new feature which has arrived as part of the latest Office 365 updates. Read Aloud does exactly what you’d expect it to do, with Word reading your document back to you. However, Word can now highlight each word as it’s read aloud right from within your workflow.

In its blog post detailing all of the new Office 365 updates Microsoft states that Read Aloud “makes it easier to recognize and correct errors as you write, improving reading and editing accuracy for everyone, especially users with learning disabilities such as dyslexia.”

Read Aloud, which is listed under the Review tab, is currently only available to Office Insiders. However, Microsoft promises it will become widely available to the general population “later this year”. Which, in Microsoft parlance, means anytime between now and December 31st.

Let’s Make Typos a Thing of the Past

Not everyone will need to make use of the new Read Aloud feature in Word. However, for those who struggle with spelling for whatever reason, this is sure to be useful. And if Read Aloud makes typos a thing of the past then people like myself will be able to sleep more suondly soundly.

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Microsoft Kill’s It’s Windows Keyboard for iOS

This is a sad day for me as another little piece of Microsoft’s Window Phone is being taken away.

Microsoft is removing Word Flow from the App Store. This means that the critically acclaimed keyboard app will no longer be available to iOS users who haven’t already downloaded it. And those that have face the prospect of Word Flow never being updated again. Because that’s how Microsoft rolls.

Having failed with their “Windows Phone” Microsoft began releasing several apps including Word Flow for iOS. Word Flow being a keyboard app designed to replicate the Windows Phone typing experience on your iPhone. Microsoft released Word Flow in April 2016, and gave it a major update adding GIF search and other features in August 2016. You can check out my April 25, 2016 review of Word Flow here.

Now, Microsoft is delisting Word Flow on the App Store. This means that while existing users will be able to carry on using Word Flow (without any future updates or support) new users are being denied the opportunity to try Word Flow out for themselves.

On the Microsoft Garage website, Microsoft describes the Windows Phone keyboard app as “an iOS app with a blazing fast keyboard that comes with search (GIFs, restaurants, and more), free customization options and includes Arc mode for comfortable one-handed typing.”

That one-handed typing is what separated Word Flow from the crowd. Once you got the hang of it Word Flow could speed up your typing, and all while leaving one hand free for other things.

Microsoft is advising Word Flow users to download SwiftKey instead because the former acquired the latter in early 2016. And this acquisition is probably why Microsoft is killing Word Flow in the first place. Let’s just hope the one-handed typing feature now makes it into SwiftKey.

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Google Introduces SOS Alerts

Google has added a number of emergency features to Maps and Search. Facebook has been trying to master this service for over a year now to mixed results.

SOS Alerts have been developed with the aim of delivering important updates to users during major disasters.

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These include maps, news reports, emergency phone numbers and translations of local phrases.

The company says “major natural, manmade, or humanitarian disasters” will activate the alerts, but it “can’t guarantee that you’ll see an SOS Alert for every major crisis”.

In Maps, Google’s SOS Alerts will tell you what’s going on in the area, warn you about road closures and point you towards emergency resources, such as helpful numbers and websites.

In Search, SOS Alerts will offer different levels of detail, depending on how close you are to the incident.

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If you’re nearby, it may display a banner notifying you of the ongoing crisis and displaying emergency information and resources.

If you have the latest version of the Google app and have your location turned on, you may also receive a notification on your phone’s home screen.

If you’re not in the immediate vicinity of the disaster, you won’t get a notification but will be able to access SOS Alerts by searching for information about the incident.

Similarly, instead of seeing an emergency phone number, Google may instead show you a link to make a donation.

“In times of crisis, access to timely, actionable information is crucial. Working alongside trained responders and volunteers on the ground, technology plays a vital role in providing information to help keep you and loved ones safe and informed,” said Google.

“We have teams around the world who source content from government agencies, first responders, trusted media outlets, and NGOs. We also aggregate information from other Google products and services, such as Google News, Google Maps, Waze, and more.”

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Kaspersky Offers Free Antivirus Version

Image result for kaspersky png logoMy favorite antivirus solution is about to offer a free version.

Kaspersky is launching a free version of its award-winning antivirus software worldwide. Kaspersky Free offers the most basic protection for free for everyone who wants it. And all without bombarding you with ads.

Some of you may have noticed a downturn in the number of security issues you personally have encountered in recent years. This is mainly because hackers and cybercriminals have moved onto newer, more targeted means of making money. Such as ransomware and identity theft.

However, despite this change in strategy, you still need good security software and a modicum of common sense to stay safe online. Kaspersky cannot help you with the common sense part, but the Russian security company is offering to cover the other part of the equation. And all for free.

Kaspersky Now Offers a Free Antivirus

Kaspersky Free, which has been in development for 18 months, is now available in selected countries. In the words of Eugene Kaspersky himself it offers “the bare essentials: file, email and web antivirus; automatic updates, self-defense; quarantine; and so on.” Which are essentially “the indispensable basics that no one on the planet should do without.”

This free offering will exist alongside Kaspersky’s premium offerings. The latter offering extra features such as parental control, online payment protection, and a VPN. However, Kaspersky reasons that offering everyone basic protection will help it hone its machine-learning, therefore keeping everybody safer in the longterm.

Kaspersky Free is being rolled out around the world in stages, starting with the U.S., Canada, and several Asia Pacific countries. When it becomes available in your region you can download it directly from the Kaspersky website. All you need is a Windows-based system running anything from Windows XP up to Windows 10.

Offering a Basic Level of Protection

Kaspersky Free looks to be a really solid security option for anyone who just wants the basic level of protection. Kaspersky’s antivirus protection has always performed well in independent testing, so Kaspersky Free should keep you safe.

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Protecting Your Passwords with Ice Cream

As a reader of this fine technology blog you no doubt are taking your security seriously. One of the most important things you can do to protect your personal data is adopting a strong password plan. I have recommended LastPass many times in the past – and it remains my password manager of choice.

The problem has remained the same since the dawn of the internet. People generally do not always use effective passwords. They’ll often use things like their birthday or the name of their pet in their login information. To make matters worse, people have a tendency to use the same password for multiple accounts. This happens because birthdays and pets are easy to remember. The same goes for recycling the same password for multiple accounts. In an attempt to get users to create better passwords, some companies like Apple force them to include special characters, numbers, and an uppercase letter in the password. Browsers offer to remember your password for you and all you have to do is set a good one. Another solution is to use a password vault. A password vault is an app that stores your logins. It allows you to set complicated passwords and remember them.

If you have a shared computer, multiple vaults can be used to separately store information for everyone that uses it. The vault locks itself automatically after a set period of time. If you walk away form your computer and forget to lock it, the vault and the information in it will still be safe.

Storing Information

Ice Cream Password Manager lets you store more than just your login information and it’s duly sorted by the type of information it is. You can mark information that you frequently use as a ‘Favorite’ but it is otherwise sorted into categories like Login, Credit cards, bank accounts, identities, passports, etc.

These categories don’t just sort information. Each one has fields that make it easy to enter information. For example, the passport category has essential fields like issuing authority, the date it’s been issued and when it will expire, your date of birth, etc.

Similarly, the Bank accounts category has fields for entering your bank’s Swift code and your account’s IBAN number. What this essentially ensures is that you enter all relevant information that’s related to an entry. You might have to take the time out to fill it all in but once that’s done, you’re never going to have to search online or through physical papers to locate the information you need.

Desktop App And Chrome Extension

The desktop app and Chrome extension don’t need one another to function but, if you have both of them installed your information is synced. The extension makes it easier for you to add login information. Every time you log in to a new domain, the extension offers to save it.

One advantage that comes with the Chrome extension is that it has a password generator. The password generator doesn’t just give you a random password. You can specify the length and how many special characters you need in your password.

The Chrome extension syncs all the vaults you’ve created, password and all. Like the desktop app, the Chrome extension locks itself after a period of inactivity and you need to enter your vault password to access your information.

Backup

Ice Cream Password Manager lets you schedule regular backups. In fact, you can keep multiple, incremental copies of your data.

Additionally, you can sync your information with Dropbox.

Security

I mentioned early on that the Ice Cream Password Manager automatically locks itself after a period of inactivity. The app lets you choose what that period of inactivity is. You can also set it to automatically clear the clipboard one minute after you’ve copied any information from your vault.

Shortcomings

Ice Cream Password Manager is an overall well developed app. It has a couple shortcomings. (1) it doesn’t lock down characters for known fields. For example, passport numbers are only 9 characters long. Similarly, IBAN codes are 14 characters long. In both these fields, you can enter as many characters as you like. This is problematic because you might accidentally repeat a character when entering your information and never know it happened until you try and use it.

(2) Another problem is that there is NO mobile app. We often need our passwords while on the run and this is a serious flaw. However if you want a free password manager this looks like a fairly good option and hopefully a mobile app is on the way.

Ice Cream Password Manager is pretty well made. It’s stable and the information is quick to sync between desktop and browser. There’s a Firefox add-on in the works so there isn’t much left wanting. If you struggle with remembering your password, or your purposefully keep simple ones, give this app a try. It will help you set complicated passwords and remember them. It will also make sure you always have all your important information in digital form on your computer at all times.

You can learn more about Ice Cream Password Manager here.

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10 Reasons Why I Love Star Trek: Voyager

On the eve of the newest Trek series to launch (Star Trek: Discovery) I take a look back at my favorite Trek and I try to explain why the most maligned in the franchise may actually be it’s very best.

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The Voyager crew from Seasons 4 through 7.

Airing from the Winter of 1995 to the Spring of 2001, Star Trek: Voyager was the final Star Trek television series to follow in the footsteps of Paramount Studios new line of Star Trek television productions that began with Star Trek: The Next Generation. Produced by primarily the same individuals responsible for ST:TNG and also ST:DS9, Voyager took another huge step forward in the Trek-verse, breaking new ground not only by placing a female Starfleet captain at the helm, but also by dropping the show’s flagship namesake into an unexplored region of the Star Trek universe.

Here’s a look at 10 reasons why Star Trek: Voyager may have come closer to Gene Roddenberry’s vision than any of the others…so far.

10. The Delta Quadrant

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By whisking Voyager into an unexplored region of the Star Trek universe with the pilot episode, the creators of the show immediately raised the stakes for the show. With a female captain at the helm, Voyager found itself in literally uncharted territory, populated in large part by Federation nemesis, The Borg. By Voyager’s projections, it would take nearly 75 Earth years to return home, thus placing Voyager in a place where literally “no man had gone before.”

9. The Emergency Medical Holographic Program

Voyager Doctor

In a new twist on an old Star Trek staple, the show’s creators implanted a holographic program to run the ship’s sick-bay, as opposed to the usual, living and breathing, chief medical officer. Gone were the days of the in-the-flesh doctors, “Bones” McCoy and Dr. Beverly Crusher, and instead we got Robert Picardo’s fantastic holographic character, “The Doctor.” Forced to run on a full-time basis due to Voyager’s sudden relocation to the Delta Quadrant, sans a medical officer, The Doctor would become this series first person in search of the meaning of humanity, following in the footsteps of the great Data from the TNG series, and further advocating for full sentient status with help from Captain Janeway.

8. Chakotay And The Maquis

Chakotay

True to Star Trek series tie-in form, the pilot episode of Voyager finds the ship leaving DS9 in pursuit of another vessel. This vessel would turn out to be a rebel ship, piloted by the Maquis, a race of people who are at war with the Cardassians. What is so significant about the Maquis in this particular episode is that they, too, are whisked over 70,000 light years from their last known location along with Voyager. Both crews are forced to unite their survivors in order to survive and ultimately find their way home to the Alpha Quadrant, and the Maquis crew thus becomes part of Voyager’s personnel. Included are Chakotay, who would become Voyager’s second in command; Tom Paris, who becomes Voyager’s helmsman; B’Elanna Torres, a half-human, half-Klingon Maquis who becomes Voyager’s chief engineer, and the Vulcan Tuvok: initially Voyager’s second in command who had infiltrated the Maquis ship in an undercover role.

7. Big Time Guest Stars

Voyager The Rock

Star Trek: Voyager was ripe with guest star appearances, including some of the earliest work of today’s more famous actors. Included in this list are screen legends such as Jason Alexander from TV’s Seinfeld, John Rhys-Davies from the Indiana Jones films and Lord of the Rings trilogy, and even WWE’s The Rock, Dwayne Johnson, who was featured in an episode of the show’s 6th season.

6. Recurring Star Trek Series Characters

Votager Q

Star Trek: Voyager probably contained the greatest number of former Star Trek character appearances of any of the post-original series. Throughout it’s 7 seasons on-air, the Voyager television show gave us a nostalgic look back at some our favorite characters from Star Trek’s past. Included would be the great omnipotent Q, portrayed fantastically as always by John DeLancie, who hilariously attempts to court Captain Janeway on several occasions. Also making appearances were Trek legends such as Dwight Schultz’s Reggie Barclay, Marina Sirtis’ Deanna Troi, and even Jonathan Frakes’ Will Riker. But perhaps the most important and notable appearances are those of the Borg Queen character: her/their story plays a vital role in the overall tale of the Voyager spacecraft and it’s ongoing trek home.

5. Kes

Voyager Kes

A native of the Delta Quadrant which became home for our Voyager spacecraft, Jennifer Lien’s character of Kes was instrumental in the ship’s quest to return to the Alpha Quadrant. She was the life partner of the ships cook, Neelix, and a student of The Doctor, where she worked in the ships sick-bay and also attempted to help The Doctor with his inter-personal skills as it related to the crew. Kes was an Ocampan, and thus she possessed the race’s psionic abilities. Her abilities would eventually evolve and with the help of Vulcan Tuvok, Kes would learn to harness her powers and eventually use them at the time of her death to send Voyager beyond the Borg-infested area of space, and 9,500 light years closer to home.

4. Tuvok: The Return of a Vulcan to a Starfleet Bridge

tuvok

The Tuvok character was instrumental from day one of the Voyager series for two reasons: the character itself was an homage to the classic and original Trek series by once again having a Vulcan as part of the ship’s senior staff for the first time since Captain Kirk’s reign; but more importantly the Tuvok character was also largely responsible for landing Voyager in the Delta Quadrant as the ship pursued the rebel Maquis vessel on which Tuvok was an undercover agent in the series pilot episode. These two reasons alone are enough to warrant the Tuvok character a place in the top 5 awesome reasons in this column; not to mention that Tim Russ did an awesome job carrying the Vulcan torch for the full 7 seasons while constantly taking a “#2” backseat to the lackluster Chakotay character and his “#1” position on the crew.

3. Species 8472 Changes the Game

Species_8472_Tripedal_Hirog

From fluidic space, a dimension outside the known Star Trek universe, emerged Species 8472. Discovered by The Borg, Species 8472 was unknown to Star Trek space until The Borg invaded their fluidic space in an attempt to assimilate their technological and biological distinctiveness into their own. How’d that work out, you ask? Yea, not so good: Species 8472’s complex triple helix DNA structure allowed them to forego and avoid assimilation, and practically destroy The Borg at will. As a result, Captain Janeway forms an alliance with The Borg: allow Voyager safe passage through Borg space, and Voyager will help with a nanotechnology answer to the Species 8472 threat. The result gives us the first and only Borg/Federation alliance, and the retreat of Species 8472 back to fluidic space.

2. Seven of Nine

Seven Of Nine

Arguably the defining character / subject of the Star Trek: Voyager series, Jeri Ryan’s orphaned Borg drone was the designated representative in the Federation/Borg alliance against Species 8472. After neutralizing the Species 8472 threat, Seven of Nine attempted to assimilate Voyager’s crew and was then separated from her collective. In the seasons that followed, Seven of Nine would be slowly integrated into the Voyager crew, with the majority of the crew resisting trusting her. She would also join The Doctor as another member of a Star Trek crew seeking to understand humanity, as she searched to reclaim her assimilated innocence.

1. Captain Kathryn Janeway/Kate Mulgrew

Captain Janeway

Without question, the character of Captain Kathryn Janeway broke through the final typecasting barrier that had stood for so long in the Trek universe: having a female series lead and also in the captains chair. Kate Mulgrew was cast as Voyager’s fearless captain, and so began Trek’s final television journey without an Enterprise leading the way, and with a female captain in control. What followed was seven fantastic seasons with the Star Trek universe being experienced through the eyes of a female captain, placing a new spin on familiar story arcs, and a new approach to unfamiliar territory. The Janeway character would later appear as a Starfleet Admiral, again portrayed in a cameo by Mulgrew, in the feature film Star Trek: Nemesis as a superior officer to the Enterprise’s Captain Jean-Luc Picard, and even later in a novelization that had her assimilated into the new Borg Queen as Seven of Nine sought to rescue her. Overall, a fitting lead for the final non-Enterprise related Trek series, and a legendary character to be sure, fitting of the Captain’s chair.

So, fellow trekkies, do you agree or disagree? Do you miss the show now that you’ve relived some of its finest elements, or do you disagree with me. I have been watching Star Trek almost my entire life (I am 53) and this one touches all the bases of Gene Roddenberry’s vision, and just like in our lives there are missteps along the way.

However in the end – it is the journey that matters the most.

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Organizing Your Folders in Outlook 2016

Would you rather spend less time searching and scrolling in Outlook and more time composing and replying? Then you need to learn about the benefits of folders and subfolders.

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Read on to get started with folders.

Folder management

By default an Outlook account will present the following folders:

  • Inbox — The inbox is the primary location for incoming messages.
  • Drafts — Drafts are messages that have been either completely or partially composed but have not been sent yet. Drafted messages are still able to be opened and edited before sending.
  • Sent Items — A copy of each message you send will be saved in the Sent Items folder. They are not visible in the inbox folder.
  • Deleted Items — As a message is chosen to be deleted, it’s moved to the Deleted Items folder. These messages will be automatically purged after 30 days unless the Retention Policy is changed. Users can also choose to empty the folder of its contents at any time.
  • Clutter — Messages that are considered low priority will be redirected to the Clutter folder. Outlook recognizes which messages are read and determines the unread messages to be of little importance.
  • Junk Email — Messages that seem to exude the appearance of junk mail will be redirected to this folder.
  • Archive — Archiving older messages moves them from the main .pst file into a separate archive.pst file.

Depending on your organization, you may see additional folders created by an administrator or by other services, such as Skype or Yammer. Now understanding the folders that are first presented to you, you should know that you cannot delete these folders. You can, however, create folders of your own and delete them, as well.

How to create a folder:
  1. Locate where the new folder should live on the left pane.
  2. Right-click on the location.
  3. Select New Folder.
  4. Input a name in the resulting Name box.
  5. Press Enter to create.
How to delete a folder:
  1. Right-click on the folder to be deleted.
  2. Select Delete from the command menu.
  3. Select Yes to confirm.

Folder creation and deletion are parts of the overall folder management options found when you right-click on the left pane of the Outlook interface. Keep in mind that many of the actions are grayed out for default folders. Here are the options that are presented:

  • Open in New Window — This opens another Outlook 2016 window with the selected folder opened.
  • New Folder — Creates a folder or sub-folder.
  • Rename Folder — This allows you to rename any folder or subfolder that you created.
  • Copy Folder — This copies the selected folder as a subfolder. You can then choose the destination folder in the resulting Copy Folder pop up box.
  • Move Folder — You can move the folder into any existing folder from inside the popup box.
  • Delete Folder — This option moves the folder and its contents to the Deleted Items folder.
  • Mark all as Read — All messages and other items in the folder will be marked as read.
  • Clean up Folder — Duplicate or redundant messages will be automatically moved to the Deleted Items folder.
  • Delete All — All items in the folder will be deleted. If you choose this action with a folder that contains subfolders, the sub-folders will be removed as well.
  • Show in Favorites — Choose to add this folder to the Favorites section, which is located near the top of the left panel.
  • Remove from Favorites — This option appears when right-clicking in the Favorites section. It removes the folder from Favorites but does not delete it.
  • Sort Subfolders A to Z — All sub folders within a folder will be listed alphabetically.
  • Move Up/Down — Folders and subfolders can be moved up or down the list, one entry at a time.
  • Properties — This action takes you the properties menu of the folder. A series of settings are presented such as selecting the folder policy, permissions and viewing the folder size.
Search folders

searching folders

Those who need Outlook to retain a large volume of messages could potentially have difficulty retrieving information. A Search Folder aims to eliminate the needle-in-a-haystack scenario. It presents messages that match search criteria determined by the user. It doesn’t matter if the messages are stored in various folders. As long as they are contained within the same .pst file, they will be found.

How to create a customized search folder:
  1. Select the Folder tab from the ribbon.
  2. Select New Search Folder.
  3. Select Create a custom Search Folder from the Select a Search Folder list.
  4. Click Choose.
  5. Enter the name of the folder in the name box.
  6. Click Criteria to pick your options from the following sections:
    • Messages – Choose to search for specific words from the subject or body, specific contacts or recipients.
    • More Choices – This offers more criteria such as specifying read or unread items, attachments and level of importance.
    • Advanced – This gives the user the option to create finely tuned criteria to narrow down result. This provides a list of criterion and allows you to choose conditions and values.
  7. Click Browse to select a specific folder to include in the search.
  8. Click Ok on each dialog box to confirm your selections.
How to create a pre-defined search folder:
  1. Select Folder from the ribbon.
  2. Choose New Search folder.
  3. Select a folder type from the Select a Search Folder list.
  4. Select Criteria under the Customize Search Folder section.
  5. Select Ok to save the search folder.
Folder sharing and delegation

sharing folders

Your Outlook folders can also be a place for collaboration. Depending on the necessary tasks, you can either choose to share a folder or delegate one. To delegate is to allow someone to act on your behalf, such as responding to emails or managing items in your folders. Sharing folders is commonly used to promote collaboration.

How to delegate a folder:
  1. Click on File.
  2. Click on Account Settings under Account Information.
  3. Click on Delegate Access.
  4. Click on Add.
  5. Search and select the individual.
  6. Click Add
  7. Select the permission level for the individual under the Permissions box.
  8. Right-click on the account.
  9. Select Folder Permissions.
    • Reviewer – Users can read items but cannot delete them.
    • Author – Users can read and create items.
    • Editor – Users can read, create and modify items.10.Click on the name of the person.11. Select the Permission Level. (then select OK)
How to remove a delegate:
  1. Click on File.
  2. Click on Account Information.
  3. Click on Delegate Access.
  4. Select the name of the current delegate.
  5. Click Remove.
  6. Click Ok.
How to share a folder
  1. Click on the Folder Tab in the ribbon.
  2. Click on Folder Permission in the Properties section
  3. Click on the Permissions tab in the Inbox Properties box.
  4. Click Add to add a user.
  5. Locate the person in the address list.
  6. Click Add
  7. Click Ok.
  8. Select an option from the Permission Level list.
    • Owner – Change permission levels for others who have access. Create, read, modify and delete contents of a folder.
    • Publishing Editor – All contents that the owner has created can be read and deleted. Content and subfolders can be created as well.
    • Editor – All items can be created read and modified.
    • Publishing Author – Items can be modified, deleted, created and read. Sub-folders can be created as well.
    • Author – Allows users to read and create items that the owner has created.
    • Nonediting Author – Owner created items can be deleted. Can create and read items.
    • Reviewer – Can read items but cannot delete them.
    • Contributor – Users can only create items.
  9. Select specific permission in the provided fields.
  10. Click Apply.
  11. Click Ok.
How to stop sharing a folder:
  1. Access the Folder tab from the ribbon.
  2. Select Folder permissions.
  3. Click on the name of the individual.
  4. Select None to suspend sharing.
  5. Select Remove to stop sharing.
Wrapping up

Being able to effectively manage folders enables you to be more productive in your communication. It also allows you to make Outlook both personal and comfortable.

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