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What You Need to Know Before Switching to a New iPhone

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Are you planning to upgrade to a new iPhone 16? It’s exciting, we know, but it’s best to proceed deliberately when setting up your new iPhone to avoid causing yourself headaches. Follow these instructions when you’re ready to transfer your data—and, for many people, much of your digital life—to the new iPhone. Apple also has a series of videos you can watch.

  1. Update your old iPhone to the latest version of iOS. If you have an Apple Watch, update it to the latest version of watchOS. This process can take some time, so it may be best done overnight before you move data to your new iPhone.
  2. Make sure you know your Apple ID and password, and if you have an Apple Watch, its passcode. You will likely have to enter them at least once during this process.
  3. Back up your old iPhone to iCloud or your Mac. (If you back up to a Mac, be sure to encrypt the backup, or else it won’t include saved passwords, Wi-Fi settings, browsing history, Health data, and call history.) Or back up to both, for safety’s sake. We prefer iCloud backups because they’re easier and don’t introduce additional variables, like flaky USB cables. If you don’t usually back up to iCloud, Apple will give you temporary iCloud storage to make a backup when moving to a new iPhone. To initiate an iCloud backup, go to Settings > Your Name > iCloud > iCloud Backup and tap Back Up Now.
  4. If you have an Apple Watch, you don’t need to unpair it from your old iPhone at this point in the process. (Later, if the automatic transfer has not worked, you can unpair it manually and pair it again later. If you end up taking the manual route and have a cellular Apple Watch, you’ll be asked if you want to keep or remove your plan. If you’re keeping your Apple Watch to re-pair with your new iPhone, keep the plan.)
  5. You shouldn’t need to worry about transferring a SIM card. If you ordered your new iPhone through Apple and connected to your cellular carrier account during purchase, activating the new iPhone should cause it to take over your phone number. The same should be true if you’ve purchased directly through your carrier. Besides, it’s likely that iPhone 16 models sold in the US will rely on eSIM and lack SIM trays like the iPhone 15, so only non-US users might need to transfer the SIM card from the old iPhone to the new one. Even then, it’s better to contact your carrier and get them to activate the new SIM in the new iPhone because old SIMs don’t always support all current cellular features, such as full 5G support.
  6. Transfer your data, settings, apps, and purchased content in one of these three ways. None of them will be quick, despite the first one’s name, so initiate the transfer only when you have plenty of time:
    • Quick Start: With the Quick Start feature, content from your old iPhone copies directly from your old iPhone to your new one. We recommend this technique because it’s more likely to preserve app logins, something that’s less true when restoring from an iCloud backup. Put your iPhones next to each other (plugged into power), use the old iPhone to scan the animation on the new one, and then follow the rest of the steps.
    • iCloud: With this technique, the new iPhone will download your content from your old iPhone’s iCloud backup. Once you’ve joined a Wi-Fi network on the new iPhone and tapped the Restore from iCloud Backup button, you’ll have to select the correct backup—likely the most recent one you just made. Keep your new iPhone plugged into power the entire time to ensure that all your content syncs during this step.
    • Finder or iTunes: With this approach, you’ll restore your old iPhone’s content from a backup made to your Mac. Connect your new iPhone to your Mac using an appropriate cable, open a Finder window (or iTunes on an old Mac), select your device in the left-hand sidebar, click Restore Backup, and choose the appropriate backup—likely the most recent one.
  7. Perform post-transfer tasks. Ensure that you can make and receive a phone call. If necessary, pair your Apple Watch with the new iPhone. You’ll also need to pair your Bluetooth accessories—including AirPods—with your new iPhone. Plus, some app data needs to sync to your new iPhone, so open the Mail, Contacts, and Calendar apps and check if they have your data. It could take a few minutes for them to fill up. Apps may request notification permissions again, and you may need to download content and in-app purchases.
  8. If you use two-factor authentication with an app like 1Password, Authy, or Google Authenticator, ensure you can get your 2FA codes using your new iPhone. 1Password and Authy are good about providing access to 2FA codes from multiple devices—just log in to your account from each device—but Google Authenticator may require some additional setup since it didn’t initially offer any way to transfer codes to a new phone.
  9. Finally, if necessary, set up single sign-on for work or school. If your workplace or school uses a security system like Duo, you’ll likely want to activate your new iPhone and deactivate the old one. Using any device, navigate to a standard single sign-in login screen from your organization, look for a link for managing your logins, click that link, and follow the prompts.

Although Apple works hard to make the process of transferring from an old iPhone to a new one as painless as possible, some things may fail to transfer seamlessly. For that reason, we strongly recommend holding onto your old iPhone for a week or so to ensure the new one can do everything the old one could. During that time, put the new iPhone through its paces with an eye toward checking every app you need.

(Featured image by iStock.com/valiantsin suprunovich)

Social Media: It’s exciting to get a new iPhone, but take a few minutes to read our advice on what you need to do before—and after—transferring your data from your old iPhone.

Be Careful When Scanning Unknown QR Codes

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QR codes, those square, blocky codes you scan with your iPhone’s camera to load a Web page, have become ubiquitous. So much so that we seldom pause before scanning any QR code we see. But if you think about it, that’s the same as clicking random links in emails or texts, which is a terrible idea from a security perspective. “Quishing” (QR code phishing) isn’t commonplace yet, but some sources say there are thousands of cases per month. To avoid falling victim to a quishing scam, only scan QR codes from trusted sources, try to verify what a code will do once scanned, and evaluate the yellow URL preview Safari provides (when using other browsers, all you see is Open in Browser Name). Finally, always install iOS security updates promptly because they often address vulnerabilities that could be exploited with malicious data.

(Featured image based on an original by iStock.com/B4LLS)

Social Media: QR codes—those blocky squares you scan with your iPhone camera—are an easy way to open a Web page. Unfortunately, scammers also use them to trick people into visiting malicious websites, so read our tip about scanning these codes safely.

Missed an Alert? Check Notification Center

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iOS, iPadOS, and macOS all let you specify whether any given app should show no notifications, temporary banners, or persistent alerts: look in Settings > Notifications and System Settings > Notifications. Temporary banners appear briefly and then automatically disappear, which is appropriate for notifications requiring no acknowledgment. But what if you see a temporary banner only as it’s disappearing and can’t read it in time? You can find a historical list of notifications in Notification Center. To open it from the Lock Screen on an iPhone or iPad, swipe up from the middle of the screen. From any other screen, swipe down from the center of the top of the screen. On the Mac, click the date and time in the upper right corner. If your Mac has a trackpad, you can also swipe with two fingers from the right edge.

(Featured image based on an original by iStock.com/Shutthiphong Chandaeng)

Social Media: If a temporary banner disappears from your iPhone, iPad, or Mac before you have a chance to read it, you can find it in Notification Center.

Protect Domains That Don’t Send Email from Email Spoofing

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We recently wrote an article for those who manage their own Internet domain names about using SPF, DKIM, and DMARC to prevent your domains from being used in phishing attacks and enhance the deliverability of legitimate email. But what about other domains you own but don’t use for email? To make phishing attacks more believable, spammers sometimes forge email so it appears to come from parked domains that aren’t protected. You can use SPF, DKIM, and DMARC to ensure that forged email that seems to come from your unused domains isn’t accepted. The details are too specific to go into here, but Cloudflare has an excellent article outlining what you need to do.

(Featured image based on an original by iStock.com/Igor Kutyaev)

Social Media: If you have parked domains that never send email, it’s important to set up SPF, DKIM, and DMARC so scammers can’t forge legitimate-looking email from those domains.

Having Trouble with a Public Wi-Fi Network’s Captive Portal Login Page?

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When you connect to a public Wi-Fi network at an airport, hotel, coffee shop, or school, you may need to interact with a captive portal login page to be granted access to the network. It might require you to enter login credentials, ask for your name, or make you agree to terms of service. But what if that login page doesn’t appear, or something kicks you off the network and you can’t reconnect? In Safari, navigate to captive.apple.com, which should force the captive portal to display its login page again. If that doesn’t work, remove any custom DNS servers and restart. On the Mac, find custom DNS servers in System Settings > Network > Wi-Fi > Details > DNS. On an iPhone or iPad, go to Settings > Wi-Fi > Network Name > Configure DNS and choose Automatic.

(Featured image based on an original by iStock.com/CreativaImages)

Social Media: When you connect to a public Wi-Fi network, you often must authenticate or agree to terms on a captive portal login page. Here’s the solution if that page doesn’t appear.

Understanding the Key Differences Between Personal and Managed Apple IDs

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In the Apple world, the account that controls access to all your Apple-related online services is the Apple ID. Buying apps from the App Store, putting photos in iCloud Photos, and sharing data between iCloud-enabled apps—all these actions rely on your Apple ID. If you’re a regular Apple user, you have an Apple ID associated with your email address.

Most Apple users set up an Apple ID when they configure their first Apple device, and if you don’t have an email address that you want to use, you can create a free @icloud.com address during the process. (If you need to create a new Apple ID, you can do that at appleid.apple.com.)

There are actually two types of Apple IDs: personal Apple IDs used by individual users and managed Apple IDs given to employees by businesses and other organizations. Managed Apple IDs are popular with companies that give devices to staff members and need to ensure compliance with various usage and security policies. Let’s look at how they differ:

  • Creation, ownership, and control: Individuals set up personal Apple IDs on their own and maintain full ownership over the account and control over the device. Managed Apple IDs are set up by the organization, typically through Apple Business Manager, and the organization retains ownership and control for centralized management. That control is essential when an employee leaves. Otherwise, a company may be unable to reset a returned device and give it to another employee.
  • Access to Apple services: Personal Apple IDs have full access to all Apple services and features. Managed Apple IDs have much more limited access to protect the organization from unauthorized purchases and insecure behavior. Users with managed Apple IDs can’t purchase anything from the App Store, iTunes Store, or Apple Books. Nor can they access Apple Arcade, Apple Fitness+, Apple Music, Apple Music radio, Apple News+, or Apple TV+. The Find My, Health, Home, Journal, and Wallet apps aren’t available or fully functional. Plus, Apple Pay, iCloud Family Sharing, iCloud Mail, and iCloud+ services like Private Relay, Hide My Email, and custom email domains are unavailable.
  • Security and management: When a device relies on a personal Apple ID, that user is responsible for maintaining security and managing apps (which will belong to the user). That’s appropriate for individuals, but for companies that need to protect corporate information, managed Apple IDs allow the IT department to enhance security by requiring passcodes, enforcing password policies, setting role-based permissions, and separating work and personal data. On the management side, managed Apple IDs make it easier to reset devices, revoke access, comply with legal and privacy regulations, integrate with corporate identity systems, and centralize app licensing.

Though some organizations may prevent it, it is technically possible to use both types of Apple IDs on the same device. For instance, you could use a managed Apple ID on an employer-provided device along with a personal ID to access the App Store, Apple Music, Apple News+, and other Apple services. To do that on an iPhone, you’d go to Settings > Your Name > Media & Purchases and either sign in with your personal Apple ID or, if necessary, tap Sign Out and sign back in.

What’s the takeaway? There are three possibilities, depending on who owns the device and the employer’s security and management policies:

  • Personal device not used for work: If you’re a regular user who has purchased your own device and you either don’t use it for work or your employer doesn’t care what you do, all you need is a single personal Apple ID. Although it’s possible to create multiple Apple IDs and use them for different purposes, it’s a recipe for confusion down the road.
  • Personal device used for work: If your employer has a BYOD (Bring Your Own Device) program that lets you use your own device with corporate resources, they will likely ask to use Apple’s User Enrollment to create a profile on the device that separates personal and work data and allows the use of both personal and managed Apple IDs. Although the IT department cannot access your personal data (emails, messages, photos, location, etc.), it can enforce security policies, install and configure work-related apps, and control corporate data on the device. Some people find the privacy implications of this approach troubling and opt for separate work and personal devices.
  • Employer-provided device: If your employer provides a device for your use, they will likely require you to use a managed Apple ID on it. That prevents you from having to worry about security or management, but comes with some restrictions on what you can do. Talk to your IT department if you also want to use your personal Apple ID on the device.

Hopefully, we’ve clarified the situation surrounding personal and managed Apple IDs. Which makes the most sense in any given situation depends on a wide range of variables, so contact us if you need to talk through the possibilities as either an employee or employer.

(Featured image based on an original by iStock.com/dolgachov)

Social Media: There are actually two types of Apple IDs: personal and managed. Regular users have personal Apple IDs; those who use employer-provided devices are often required to use managed Apple IDs. Learn more about both.

Apple Explains Its Approach to Device Longevity

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We Apple users tend to believe that our devices usually last longer—both physically and functionally—than Windows PCs and Android smartphones. For instance, Apple’s current operating systems work on nearly all Macs, iPhones, and iPads introduced in 2018 and later, albeit with some feature loss on the oldest devices. In a white paper entitled “Longevity, by Design,” Apple has now outlined how it works to increase product longevity through design and manufacturing, ongoing software support, and access to repair services. The white paper may be partially aimed at dissuading elected officials from passing Right to Repair legislation that could force unwanted design changes, but it still offers an illuminating look at how the company balances environmental impact, protecting customer privacy and safety, and enabling repair transparency. It’s worth a read if you’re interested in why Apple makes the design decisions it does.

(Featured image based on an original by Apple)

Social Media: Apple has published a white paper that offers an illuminating look at how the company works to increase device longevity while balancing environmental impact, protecting customer privacy and safety, and enabling transparency in repair.

At WWDC, Apple Unveils Apple Intelligence and Previews New OS Features

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Apple’s Worldwide Developer Conference keynote was a lightning-fast (even in the full 1:44-long video—or try the 3-minute recap) look at what Apple is bringing to the software side of the Apple experience in the next year. Although some past keynotes have introduced hardware like new Macs and the Vision Pro, this year’s keynote stuck to new operating system features before previewing a suite of AI features collected under the umbrella term “Apple Intelligence.”

Apple previewed a boatload of new features and listed even more on its website. We’ll focus on those we think will make the biggest splash in your Apple experience, but we recommend that you scroll through Apple’s pages for each operating system to see more of what’s coming. Those are linked below, along with basic hardware requirements so you can see if your devices will be eligible to upgrade (not all features will be available on all devices):

  • macOS 15 Sequoia: iMac Pro from 2017, MacBook Pro and Mac mini from 2018 and later, iMac and Mac Pro from 2019 and later, MacBook Air from 2020 and later, and Mac Studio from 2022 and later
  • iOS 18: Second-generation iPhone SE, iPhone XR, and later (same as iOS 17)
  • iPadOS 18: Seventh-generation iPad and later, fifth-generation iPad mini and later, third-generation iPad Air and later (including M2 models), first-generation 11-inch iPad Pro and later, and third-generation 12.9-inch iPad Pro and later, and all M4 iPad Pro models
  • watchOS 11: Second-generation Apple Watch SE, Apple Watch Series 6 and later, and Apple Watch Ultra and later
  • tvOS 18: Apple TV HD (with fewer features), Apple TV 4K
  • visionOS 2: All Vision Pro headsets

Here are a handful of new features we think Apple users will find most interesting. Then we’ll look at Apple Intelligence.

Personalize Your iPhone and iPad Home Screen

iOS 18 and iPadOS 18 introduce significantly enhanced Home Screen customization options aimed at letting your creativity shine through. You can leave blank spaces between icons and arrange icons and widgets however you like. Additionally, you can change the size of icons and widgets and apply color tints.

Screenshot

Tile Windows Automatically in Sequoia

macOS has long had a subtle window alignment effect that makes it easy to line up windows, but in macOS 15 Sequoia, when you drag a window to the side of the screen, macOS suggests a tiled position on your desktop, intelligently sizing it for the window’s content. Window tiling makes it easy to put windows side-by-side and fill the screen without wasting space. Keyboard jockeys will appreciate new keyboard shortcuts for window tiling as well. (If you don’t want to wait for Sequoia, numerous utilities offer similar features now, including  Amethyst, BetterTouchTool, Magnet, Moom, Rectangle, and Yabai.)

Notes and Phone Gain Audio Recording and Transcription

If you find yourself wanting to revisit what was said in a lecture, appointment, or phone call, a pair of upcoming features can boost your recall. The Notes app on all platforms will record audio and create live transcriptions, allowing you to pay attention during a talk rather than furiously taking notes. Plus, the Phone app in iOS 18 will let you record and transcribe a live call—when you start recording, participants are automatically notified so everyone knows it’s happening.

Mirror Your iPhone on Your Mac

If you frequently pull out your iPhone while working on your Mac, you’ll appreciate Sequoia’s new iPhone mirroring feature. It lets you use your Mac’s pointing device and keyboard to interact with all your iPhone apps in a window on your Mac while the iPhone remains locked or in StandBy. Audio from the iPhone plays through your Mac, and you can share data between devices with drag and drop. A related Continuity feature displays iPhone notifications on your Mac—when mirroring your iPhone, clicking those notifications opens the associated iPhone app.

Passwords Breaks Free of Settings

At long last, Apple has given us a dedicated Passwords app in Sequoia, iOS 18, iPadOS 18, and visionOS 2. The company’s password management features have become quite good over the past few years, but they are awkward to access in Settings on the iPhone and iPad and System Settings on the Mac. We don’t anticipate significant feature changes beyond the addition of categories, but the Passwords app should make managing your logins even easier. Passwords still won’t fully match up to the likes of 1Password, but you won’t go wrong with Apple’s built-in solution. Remember that if you use a Web browser other than Safari, you’ll need the iCloud Passwords extension we’ve mentioned previously. You can also share your passwords with a Windows PC using iCloud for Windows.

Five More Welcome Features

For more reasons to upgrade once these new operating systems are out and stable, consider the following additional features:

  • Customize Control Center: iOS 18 and iPadOS 18 feature a thoroughly revamped Control Center, accessible with a continuous swipe down on the Home Screen. You can create custom groups of controls—some from third-party apps—with resizing and mixing options.
  • iPad Calculator app and Math Notes: Not only does the iPad finally get a Calculator app, but it also introduces Math Notes. You handwrite an equation with an Apple Pencil, and when you write an equals sign, Calculator solves the equation. Math Notes works with keyboards, too, and you can also find it in the Notes app.
  • Lock and hide iPhone apps: New privacy features in iOS 18 and iPadOS 18 let you lock apps with Face ID or Touch ID so the friend who’s scrolling through your vacation photos can’t also read your journal. You can also move apps to a hidden folder in the App Library that can’t be opened without biometric authentication.
  • More tapbacks: In Messages, when you want to use a tapback to acknowledge a message without typing out a reply, you’ll be able to use any emoji or sticker, or a new AI-powered Genmoji.
  • Vitals app collects overnight data: When you wear your Apple Watch to sleep, a new Vitals app in watchOS 11 collects and displays your overnight health metrics on your wrist, including heart rate, respiratory rate, temperature, blood oxygen, and sleep duration. It might help you rest up to fight off that cold that’s going around.

Apple usually releases its new operating systems in September or October; we’ll write more about them as we get closer. Generally speaking, it’s OK to upgrade to everything but macOS shortly after release; with macOS, we recommend caution to ensure your existing apps and workflows won’t be impacted.

Apple Intelligence

Apple devoted a large chunk of the keynote to introducing Apple Intelligence, a collection of AI-powered features coming to the Apple ecosystem over the next year. These features will enable your iPhone, iPad, and Mac to understand language and create both text and images, plus take actions aimed at simplifying your interactions with apps. What sets Apple Intelligence apart from AI efforts from other companies is its focus on—and understanding of—your personal context. Apple Intelligence will know about your contacts, schedule, email, messages, photos, and much more.

The most significant use of Apple Intelligence will come with Siri, which will let us speak more naturally and understand what we mean if we make mistakes. We’ve trained ourselves to say only things Siri is likely to be able to handle, but that won’t be necessary when Siri gains Apple Intelligence capabilities. You’ll be able to search for photos of your child holding a fishing rod, for instance, or ask Siri to find something when you can’t remember if it was in Mail or Messages. Siri will also gain context awareness, so you can ask what the weather will be like at the beach tomorrow, and if the response is good enough, have it schedule a trip there. Siri will even know a lot more about your Apple devices and can help you use them. For the most part, though, Siri won’t have global knowledge. If Siri can’t answer your query directly, it will offer to send it to ChatGPT for free.

Apple Intelligence also includes writing tools, but unlike ChatGPT, it’s not aimed at creating text from scratch. Instead, it can rewrite text you’ve written to help you fine-tune the wording or adjust the tone to be more appropriate. It can also proofread text, helping you with grammar, word choice, and sentence structure (if you need this now, check out Grammarly). Even when Apple Intelligence does create text, such as the Smart Reply feature coming to Mail, it asks you questions to guide its response.

Text summarization powered by Apple Intelligence shows up repeatedly. In Notes, you’ll be able to summarize a transcription. If you save a long article to Safari’s Reader, it can provide a table of contents and summary. In Mail, instead of the first few sentences appearing in the message list, you’ll get a short summary. Apple Intelligence can even prioritize and summarize notifications.

Unsurprisingly, Apple Intelligence lets you create and edit images, but it’s a far cry from the AI artbots that let you create photo-realistic images. Instead, Apple Intelligence lets you create custom emoji, called Genmoji, which let you express yourself graphically in ways that standard emoji can’t support. Image Playground lets you create images for inclusion in conversations and documents, but it limits you to three styles: Sketch, Illustration, and Paint. Apple doesn’t want anyone making deepfakes with Apple Intelligence. A new Image Wand feature in Notes even turns your rough sketches into polished images.

Apple took great pains to emphasize the privacy aspects of Apple Intelligence. Most Apple Intelligence tasks will take place entirely on your device, hence the need for powerful Apple silicon chips with their Neural Engines and Secure Enclaves. Some tasks require more processing power; to handle those, Apple has developed a highly secure system called Private Cloud Compute. It relies on Apple silicon servers, transfers only the data necessary to the task, and stores nothing.

Apple Intelligence features will start arriving in the fall and continue to roll out in feature-release updates over the next 6–8 months. They will run only on the iPhone 15 Pro, iPhone 15 Pro Max, and iPads and Macs with M1 or later chips. Intel-based Macs and less-powerful iPads and iPhones need not apply. Apple Intelligence will also require Siri and the device language to be set to US English in the early releases, with other languages to follow.

Overall, Apple appears to have put a great deal of thought and effort into integrating AI into the Apple experience in focused, helpful ways that offer new capabilities while preserving user privacy. We won’t know how well these features will work until they ship, but we look forward to seeing how they can improve interactions with our Apple devices.

(Featured image by Apple)

Social Media: At yesterday’s Worldwide Developer Conference, Apple announced a treasure trove of new features in its upcoming operating system upgrades, including practical, everyday improvements and impressive AI-based capabilities.

Quickly Catalog Books or Other Named Items on Shelves

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If you have trouble finding particular items across multiple shelves of books, labeled boxes, or anything else that’s clearly identified with a text name, take carefully composed photos that capture all the titles without glare. Later, you can search for any text in those photos to find them—tap the Search button in Photos on the iPhone or iPad, or use the Search field in Photos on the Mac. Photos highlights the search term on the found photo. (If Photos on the Mac doesn’t surface an expected photo, try again on your iPhone, which seems to get more hits on harder-to-read text.) This capability comes courtesy of Apple’s Live Text feature, which uses machine learning to identify text in photos. Think of it as the lazy person’s database!

(Featured image by Adam Engst)

Social Media: You can take advantage of Apple’s Live Text feature in Photos to catalog books, boxes, or any other items with text names. Think of it as a lazy person’s ad hoc database.

Find Some Ham Amidst Your Email Spam

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Spam filters work pretty well—99% of the messages in your spam mailbox are probably spam. But it’s frustrating to miss an important message that was caught by an overeager spam filter. Here’s an easy way to find many good messages, also known as “ham,” amidst all the spam. Think of keywords that might appear in legitimate email to you: the name of your city, major employers in your area, nearby colleges, companies whose products you use, their products, and so on. Then search for those terms inside your spam mailbox, either one at a time or, if your email app supports it, as a single search with OR statements for each keyword, like this Gmail search (use your actual town name and so forth): in:spam townName OR employerName OR clubName OR companyName. Of course, your keywords will appear in some spam messages, but if the searches reveal ham messages you would otherwise have missed, they’re worthwhile. Be extra cautious around any message that wants you to click a link, log in, or provide private information. The fact that your spam filter caught a message is a red flag.

(Featured image by iStock.com/Igor Kutyaev)

Social Media: Rather than frequently skimming your entire spam mailbox for incorrectly captured messages, try searching for specific keywords that are likely to appear in legitimate email.