Something that has been coming across my desk lately have been issues related to emails being caught by the Postini Spam filter.  I’m taking this opportunity to remind everyone how to check your Spam folder/emails as well as how to mark a sender as a “safe” sender.  Here we go:

There are two ways Spam is filtered.  One way is through the built-in Spam filter in your email.

  1. First things first, log into your email
  2. On the left side of the page you will see a list of all your folders/labels.  Click on Spam.  If you don’t see Spam, click where it say “1 More” or “3 More,” and then choose Spam
  3. Now you should see a list of messages that Google has classified as Spam.  If you see a message that is not Spam check the box next to the message and click the link towards the top of the page that says Not Junk.  This will move it from the Spam folder and put it in the Inbox as well as create a rule that allows messages from this sender to go directly to your Inbox.

Spam is also filtered before it even reaches your Google Spam filter.  This service is called Postini.

  1. Again, log into your email.
  2. This time, look for a message that says Quarantine Message Summary.  This email will list all messages caught by Postini.
  3. In the email you will notice there is a listing of the sender and the subject.  If you find a message that is both from someone you know and has a legitimate subject, the you need to click the “Deliver” link next to the message.  This will deliver the message to your Inbox and create a rule that classifies that sender as “Safe.”
  4. However, check your Google Spam folder as Google might also think the message is Spam.  If Google Spam catches the message, follow the steps outlined above.
  5. The Quarantine Message Summary will be delivered at most, once a day.  If you need to access your Postini Spam summary before then, go here: and log in with your email address and email password.  This will show all messages currently be held by Postini.



Creating a PDF on a Mac or PC

Now that we are moving to centralized color printing, you will need to send any file you wish to be printed in color as a PDF.  This way Janet will be able to open the file no matter what.  The procedure is pretty straightforward, but can be confusing if you haven’t done it before.

Do create a PDF on a Mac:

  1. Open the file you wish to turn into a PDF
  2. Click on File, then Print
  3. Click on PDF, then Save as PDF
  4. Name the file and choose a location to save the file to (Desktop or Documents most likely)
  5. Click Save and PDF will appear in the location you specified in the last step

To Create a PDF on a Windows Computer:

  1. Open the file you wish to turn into a PDF
  2. Click on File, then Print
  3. Click on PDF Writer that is listed with the rest of your printers
  4. Name the file and choose a location to save the file to (Desktop or Documents most likely)

Problems uploading files to Google Docs without file extension

I have noticed over the last few days a problem many users are having with uploading files to Google Docs.  What is happening is a user will create a new Microsoft Office file, save the file and then upload it to Google Docs.  However, a problem occurs when saving the file.  When users click File, Save As and delete all the contents of the file name they are deleting what is called a file extension.  A file extension may appear to be extra characters in a file name, but they do serve a purpose by telling the computer what kind of file it is, such as a Word document or PowerPoint slide show.

This isn’t something to sweat however, because it is possible to recover the file even after you have uploaded it to Google Docs and deleted the original on the computer.  If you go to the file in Google Docs and download it to your computer and then rename the file to include the proper file extension, you will be able to access the contents of the file.  This assumes you remember what type of file it should be, such as a Word document.  Below is a list of common file extensions and the applications they belong to:

  • Word Document: .doc or .docx
  • PowerPoint: .ppt or .pptx
  • Excel: .xls or xlsx
  • Adobe PDF: .pdf

You can avoid this problem entirely if you create your documents using Google Docs from the get go.  If you click “Create New” and then they type of file you wish to create, you can make your file directly in Google Docs and skip any uploading steps and the potential for file conversion issues.  Then when you near the end of your document, you can download the file and make any final additions using Microsoft Office, iWork, etc.  Also make sure when you use Google Docs to use the latest version of Firefox.  There have been numerous issues with Safari.