Office 365 Spam Filtering and E-Mail Routing Changes

ITS has removed e-mail routing through the old Washburn mail system.  E-mails to @washburn.edu addresses are now being delivered directly to Microsoft Office 365.

For the most part, this change will not be noticeable to you.  Key changes:

  • E-mail spam filtering is no longer being done via the Barracuda Spam firewalls
  • E-mails will no longer arrive with [SPAM] or [POSSIBLE SPAM] headers
  • You will no longer receive e-mail quarantine reports (with a possible exception of a last one for today)
  • Spam filtering is being perform by Microsoft Office 365 anti-spam systems and suspected spam is delivered to your “Junk Email” folder

Let us know if you have any questions.  We’re preparing additional guidance on managing your spam settings and will publish that shortly.  Microsoft documentation on spam management in Office 365 can be found at this link:

http://office.microsoft.com/en-us/office365-suite-help/spam-and-virus-protection-in-office-365-small-business-HA103582250.aspx

Questions or problems, please contact ITS User Services at support@washburn.edu or by calling 785-670-3000.

 

Office 365 Progress and Preparation

Information Technology Services has finished migrating to Office 365.  All ITS staff are now using Office 365 for our email and calendar.  All of our student workers are using the new Office 365 as well.  We are happy to report that everything is working great! 

As we prepare to migrate those individuals that volunteered to be early adopters, we are working on documentation as well as the schedule for migrating all of campus.  We have the web site (http://www.washburn.edu/a-z-index/its/email-calendar) where we will be posting documentation, migration schedule, pre-migration, and post migration steps.  We will also be announcing drop in sessions for question and answer one-on-one sessions.

A few items to remind you about that are also listed on the web site (http://www.washburn.edu/a-z-index/its/email-calendar/prepare-migration.html) include:

  1. Delete any unneeded mail – Delete any email you do not need to keep. This will help your migration go faster.
  2. Trash Folder – Empty your trash and keep it empty. The trash, deleted, and deleted items folders will not be migrated to the new system. If you need assistance checking your Trash folder settings to make sure that messages are being purged, please contact 785-670-3000 or email support@washburn.edu. If you are using the Trash folder as a “staging area” for email prioritization, you will need to come up with a different folder to use for that purpose.
  3. Folder names — Remove any special characters from folder names to ensure a smooth transfer. Special characters include: !@#$%^&*
  4. Large messages/attachments — Large messages greater than 25 MB  may not easily migrate to the new system, so be sure to download any attachments you need to keep. Thunderbird will allow you to search for messages by size. MyWashburn webmail will allow messages to be displayed by size which can help locating large files. Please contact support@washburn.edu or call 785-670-3000 if you need assistance.
  5. Save any .exe attachments — The new email system will not accept email attachments with executable files (even if they are zipped), so be sure to save any .exe files before your migration.

Please watch the web site and email announcements for additional information.  Any questions or concerns, please contact ITS User Services at 785-670-3000 or via email support@washburn.edu.

 

Office 2013 Delayed to January 2014

We have not found any problems to keep us from going to Office 2013.  The product is working as expected and in some respects, I like it better than Office 2010.  With the notice not going out until just before everyone left for the summer and we did not want to surprise anyone when they returned for the fall semester, we decided to wait until January 2014 to roll out Office 2013.

We will be communicating during the fall semester with tutorials, training, and information.  So, please watch for that information to go out once we get the semester started.

If you would like to begin using Office 2013 in your office before January, please contact ITS User Services via email support@washburn.edu or by phone 785-670-3000.  We will have Office 2013 installed on the computers in Bennett 102 for you to use and then also for training.

We will Thank you and please let us know if you have any questions or concerns.

 

Multiple Reports of Czech Republic Phishing Messages

We started receiving reports of phishing attempts.  The first few reports came in on Saturday and Sunday the number has tripled.  The message has been the same in all of the reports and below is an example of the message.  Note, this was not sent out by Washburn ITS.  We will never send out such a message or ask for your password.  If you responded to this message, please change your password immediately to a new password you have not used previously.

Your Incident ID is: 130329-018715
This is an automated message to notify you that we detected a login attempt with a valid password to your Washburn! account from an unrecognized device on Sunday, June 14th, 2013 12:26 AM BST.
Location: Czech Republic IP=89.187.142.93
Was this you? If so, you can disregard the rest of this email. If this wasn’t you kindly follow this link http://mywashburnportal.webs.com/ to review your Washburn account
Sincerely,
The Washburn! Helpdesk

We are working to block this message from arriving on campus.  If you have any questions, please contact us at 785-670-3000 or send email to support@washburn.edu.

New Employee in User Services

Please welcome Bryan Carney to Washburn as a new employee in User Services.  Bryan fills the position of Technology Support Technician I and will eventually be located in Petro Allied Health Building as their building technician. 

Bryan is A+ certified in CompTIA A+ Essential hardware and Software and CompTIA A+ Remote Support Technician.  His recent work experience was working as a sale consultant for Office Max.  Prior to that position, he worked for EnsurePC as a computer repair technician and sales.  Bryan graduated from Washburn Institute of Technology with a technical certification in Computer Repair and Networking.

Bryan will spend part of the summer with his office located in Bennett Computer Center room 106 while he learns processes and procedures.  Prior to the start of the fall semester, he will be moved to Petro where he will be permanently located.  His office will be located in the School of Nursing department.  I know that the School of Nursing as well as all of Petro is excited to have Bryan hired and to start working.

Please help us welcome Bryan to Washburn!

Bryan Carney
Bennett 106
bryan.carney@washburn.edu

 

Washburn E-mail Quarantine Access and Purpose

Log on Window for E-mail Filter

Log on Window for WU E-mail Filter

The Washburn University email system has a spam filter in place to help protect from unwanted email, viruses, and other malicious messages.  We  have had this spam filter (WU E-mail Filter) for the past few years.  The system scans all incoming and outgoing email and assigns a numeric rating on whether the message being sent or received is a spam message.  The higher the rating the better chance that message has of going into the spam quarantine.

The WU E-mail Filter, or spam quarantine, is there to protect you from those malicious messages from the Internet.  To access your spam quarantine, visit the following web site:

https://mxgateway.washburn.edu/cgi-mod/index.cgi?locale=en_US

Log on using your MyWashburn user ID and password.  This will display any messages waiting in your spam quarantine.  From here, it is possible to see a list of any messages that have been held and not delivered to your e-mail inbox due to the message being tagged as spam.

Click on the message in the quarantine to see a preview of the message.  This will allow you to see the contents of the message without it being delivered to your inbox and possibly infecting your computer.  When clicking on the email in the list, this opens a new window, which allows you to preview the message.  If the message should be delivered, click the deliver button.  However, if the message should not be delivered, close the window and either click delete next to the message, or check the box to delete a list of messages.

Occasionally, messages that should be delivered to your inbox end up in the quarantine.  In order to keep that from happening, there a few options.  The first option is to click the deliver button which would allow the message to deliver.  If the sender is someone you expect to hear from often, click the link for whitelist.  This will add the sender address to your whitelist so that those messages will not be held in the quarantine.  It is also possible to manually enter e-mail addresses into the whitelist through preferences.  This option also allows the adding of entire domains.  So, if you are working with a vendor and multiple people are contacting you, you could add their domain.com into your whitelist and anyone sending from that vendor would make it into your inbox.

The feature I use often is to go through and mark those messages in my spam quarantine that I know are spam. It is possible to mark multiple messages that based on the sender and subject I know I do not want to see.  Check each message and then click on Spam at the top of the list.  This does two things for you.  First, it adds them to your spam list and second it sends the sender information to the vendor who manages the product so they can possibly block it for other people too.

WU E-mail Filter Preferences

Preferences for changing settings within the WU E-mail Filter

The preferences menu is at the top of the window.  From the preferences, it is possible to see the Whitelist/Blacklist items that you have marked.  It is also possible to add/remove addresses from the list.  Click the Whitelist/Blacklist link to view this section.

The Quarantine Settings is the section where it is possible to specify how often the WU E-mail Filter notifies you when there are messages in your spam quarantine.  By default, the notice will be sent to your Washburn e-mail address.  I prefer to have mine set to daily as I get a lot of e-mail and many of the messages end up in my quarantine.  This is also the area where it is possible to disable your spam quarantine.  If the spam quarantine is disabled, messages that would normally be held for review would be delivered to your e-mail inbox and tagged with [SPAM] or [POSSIBLE SPAM].  This can be turned on or off as needed.  The recommendation is to leave this setting turned on to protect you and your computer from possible harmful e-mail messages.

The last tab is the Spam Settings.  This is the area where it is possible to change how messages are tagged.  The default is to use the system settings, but it is possible to change to your desired settings if needed.

If there are any questions or problems regarding the WU E-mail Filter, please contact ITS User Services at support@washburn.edu or by calling 785.670.3000.

 

Office 2013 Evaluation with Deployment for Fall 2013

Microsoft has released a new version of the Office suite.  Over the course of the summer, we will be evaluating when we should migrate to the new version.  The new version is 2013 and while it has a lot of the same features, the user interface has been updated.

The new version has already shown up on new computers and students, faculty, and staff are able to purchase Office 365 which includes Office 2013 for their personal computers.  Microsoft always allows for backward compatibility and in this case it is no different.  Office 2013 will be able to open older versions and there is a conversion tool available to be able to open 2013 files on older installations.

By July, we will have reviewed Office 2013 to determine if there are issues that would delay us to a later date for the update.

Windows 7 and Searching Files Tip

Folder Options > Search Options TabA quick tip for searching for files in Windows 7.  This applies to campus computers or your Windows 7 computer at home.

If you are like me, I have a lot of files and sometimes need to find a file with a specific phrase in the document.  By default, Windows 7 searches for your search phrase by the file names and not within the files.  This can be changed by doing the following steps:

  1. Open Computer (Start > Computer).
  2. Click Tools > Folder Options (Atl-T).
  3. Select the Search tab.
  4. Select the second option for “Always search file names and contents (this might take several minutes)”.
  5. Click Apply and then OK.

After making this change, the Windows 7 search will search file names and within files for the item you are searching.  I found that making this change has helped me to locate files much easier.

Running Windows 8 and want to make this change, directions can be found at http://www.quepublishing.com/articles/article.aspx?p=1963993&seqNum=18

If you have questions, please contact ITS User Services at support@washburn.edu.

Internet Explorer 9 Rolled Out to Campus

Over the weekend, we installed Internet Explorer 9 on all campus computers running Windows 7.  We had been running version 8 for the past few years due to some Washburn web sites not supporting the newer version.  Those issues have been resolved and we were able to go to the current version.  The upgrade to version 9 required a reboot in order to complete the installation.

If your computer does not appear to be running the new version, please reboot your computer.  If rebooting does not resolve the old version from being displayed, please call ITS User Services at 785-670-3000 or send email to support@washburn.edu.

 

New Position and New Hire for ITS User Services

I am happy to announce that Erik Crouch has been hired as a Technology Support Technician II.  Erik has worked as a Tech I for the past five years.  He will be heavily involved in the computer replacement process and continue working with our anti virus product, Sophos. Erik will continue to also be involved in the maintenance of Macs on campus.  He will be involved in planning and developing new processes for the computer replacement process working closely with departments to provide quoted systems and software.  Please join us in congratulating Erik in his new position!