Transcript IT Desktop Management

Email and Postini
Email Account Access
Postini Email Protection
January 2014
Prepared by
Angela Mars
IT Education and Training
Table Of Contents
Email Account Information
page
5
Safe Email Practices
page
6
Recommended Email Etiquette
page
7
Strong Passwords
page
8
Password Tactics
page
9
Outlook Web Access
page 10
Postini information
page 13
Postini Outbound Email Services
page 14
Table Of Contents
Postini welcome letter
page 15
Postini logon page
page 16
For security, change your password
page 17
Your message center
page 19
Administer junk email settings
page 23
Notifying Postini
page 26
Email and Postini
Email Account Access
Email Account Information
Acquiring email accounts
To acquire an email account, the Director or Dean of your Division must send an email
request with the following information to the IT Help Desk at [email protected].
– Employee’s name
– Employee’s start date
– Position Title
– Department
– Building and Room number
– Phone number
– Supervisor’s name
5
Safe Email Practices
Safe email habits
– Do not open email if you do not know the sender. Contact the IT Help Desk at
extension 3103.
– Do not open attachments if you do not know the sender. If you know the sender
and the subject line looks suspicious, contact the sender before opening the
attachment.
– Turn off your preview or reading pane. This can be done from your Menu Bar,
under View. Some viruses can be activated by simply opening an infected
message.
– Use your Symantec® antivirus software.
– Check IT Service Alerts for security risks.
6
Recommended Email Etiquette
Electronic Correspondence For The Workplace
– Be professional and courteous.
– Keep messages short and to the point.
– Use a meaningful subject for all messages.
– Do not use personalization, such as, backgrounds, signatures, colored fonts, and
quotes.
– Do not type using all capital letters. This is considered SHOUTING and is
impolite.
– Respond to messages promptly.
– Get permission from the sender before forwarding email messages.
7
Strong Passwords
How to create strong passwords
– Good passwords are long.
A good password should include at least eight characters, more if possible.
– Good passwords are complex.
•
•
•
Use upper and lower case characters.
Use numbers.
Use special characters such as @, #, $,*, and not just one at the end of your
password.
– Change your password regularly.
When you change your clocks, change your password. At a minimum, passwords
should be changed every forty-five days.
– Choose a password you can remember.
Choose a phrase that you can remember and substitute characters for the
phrase; for example:
“I love working at CTC.” would be - i1lWaCTC2.
8
Password Tactics
Password tactics to avoid
– Do not write your password down.
Passwords should not be written down and left near your computer, taped to your
monitor, or under your keyboard...especially at work.
– Do not share your password with anyone.
If you think someone may know your password, change it immediately.
– Do not use personal information to create a password.
Passwords should not be related to information that can be easily guessed if
someone knows you.
– Do not use words that can be found in a dictionary.
Some password “cracking” programs contain dictionary files that can find
dictionary words, including permutations such as password or password1.
– Do not choose the same password for everything.
If a hacker guesses your password then they could have access to your online
bank accounts, email accounts, etc.
9
Outlook Web Access
Accessing your CTC email
account
1. Open Internet Explorer.
2. Go to the CTC website at www.ctcd.edu.
3. Click on the link for Faculty and Staff.
4. Click on the Outlook Web Access link.
10
Outlook Web Access
Accessing your CTC email
account, cont.
1. When the login window pops up, type in
your email address: [email protected].
2. Enter your password.
3. Click on the Sign In button.
Note: OWA 2010 has improved logon security. If you
select Private Computer, your session will be closed after
12 hours. If you select Public or shared computer your
session will be closed after 15 minutes. It is recommended
that you set your security to Private if you are accessing
your email in your office, home, or other private setting.
11
Email and Postini
Postini Email Protection
Postini Information
About Postini
Spam is unsolicited email usually sent by advertising companies to promote their products.
According to Postini.com, ten out of fifteen email messages are spam. The CTC Information
Technology Division uses a secure email boundary service developed by Postini to filter
most spam from entering the CTC network. Postini’s filtering system blocks up to 95% of
spam from entering the CTC network. You may, however, receive an occasional spam
message in your Inbox. If you do, Postini has three recommendations for you:
1. Check your settings in the Junk Email Settings screen at your Postini Message
Center.
2. By default, all settings should be set to “Aggressive”. Review your Approved
Mailing List.
3. Spam that does make it through our filter should be mailed to Postini.
Central Texas College Information Technology Division, Forwarding SPAM to Postini, 2013,
http://www.ctcd.edu/infotech/ITD/info/techtips/email/forwarding_spam_to_postini.aspx
13
Postini Information
Postini Outbound Email Services
On January 20, 2010, CTC began using Postini’s outbound anti-spam services to prevent
ctcd.edu email accounts from being used to relay SPAM messages. The decision to
implement this service is due to recent incidents where ctcd.edu email accounts generated
thousands of SPAM messages over a short period of time that resulted in temporary
blacklisting of CTC by some Internet Service Providers.
To prevent this from happening again in the future, Postini outbound email services will
evaluate all outgoing messages for possible SPAM content, malware, and viruses using
their message security service. Messages identified as SPAM will be returned to the sender
with the following message: “SMTP 501 Spam Blocked – psmtp”.
Email that is circulated within the CTC domain will not be affected by this.
If you receive the above error message on a legitimate outbound CTC business email,
contact the IT Help Desk at 501-3103 or [email protected].
IT SERVICE ANNOUNCEMENT - Number: ITSAN-01192010-1
14
Postini Welcome Letter
Logging on to Postini
Once your CTC email account has been set
up, you will receive an email from the
Director of IT Customer Service stating that
your virus and spam protection service has
been activated.
To log in to the Postini message center:
1. Click on the link provided in the
email, or
2. Open your web browser and type in
https://login.postini.com/.
NOTE: We recommend adding the web address to your
Favorites or Bookmarks section of your web browser future
access.
15
Postini Logon Page
Logging in to the Postini
message center
1. In the Log in Address section, enter
in your CTC email address:
[email protected].
2. In the Password section, enter the
password provided in your Postini
welcome letter.
3. Click on the Log In button.
16
For Security, Change Your
Password
Changing your Postini
password
1. In the Message Center, click on
Account Settings link.
2. Click on the Password link.
17
For Security, Change Your
Password, (cont.)
Changing your Postini
password, cont.
3. In the Temporary Password box enter
your current password.
4. In the New Password box enter your
new password.
5. In the Confirm New Password box
reenter your new password.
6. Click the Save Changes button.
18
Your Message Center
Quarantined Messages
The Quarantine section of your Postini
account contains email messages that have
been filtered from your CTC email account.
1. To view an email message without
sending it to your CTC account, click
on the hyperlinked Subject of the
message.
19
Your Message Center
Quarantined Messages,
cont.
2. To Delete an email message from the
quarantine section:
1.
Select the checkbox next to
the message, or
Click Select All to select every
message.
2.
Click Remove
20
Your Message Center
Quarantined Messages,
cont.
3. To send an email message to your
CTC account:
1.
Select the checkbox next to
the message.
2.
Click Deliver.
21
Your Message Center
Quarantined Messages,
cont.
You will be prompted to add the sender of the
delivered message to your Approved Senders
list:
1. Select the checkbox next to the
senders email address.
2. Click Continue.
NOTE: Adding the sender to your Approved
Senders List is optional. To proceed without
adding the sender to your Approved Senders
List, Click Continue.
22
Administer Junk Email Settings
Junk Email Blocking and Spam Filters
Selecting the Junk Email settings will allow you to set the level of protection on your email
account. There are three sections under the Junk Email settings option:
1. Junk Email Blocking
2. Spam Filters
3. Sender Lists
23
Administer Junk Email Settings
Junk Email Blocking and
Spam Filters
Junk Email blocking filters protect your inbox
from unwanted messages and suspicious
spam. This option should be set to ON.
Spam Filters allow you to select the filter
level on specific junk email categories. The
IT Division strongly recommends all options
be set to Aggressive.
24
Administer Junk Email Settings
Junk Email Blocking and
Spam Filters, cont.
Approved Senders Lists allow senders to
bypass the junk mail filters. To receive email
from specific senders, add the sender’s email
address to the Approved Senders List.
Instructors are encouraged to add their
students to their Approved Senders List to
prevent the student’s email from being
filtered by Postini.
Blocked Senders Lists keep messages from
particular senders from reaching your
inbox. To block email from specific senders,
add their email address to the Blocked
Senders List.
25
Notifying Postini
How to forward spam to Postini:
1. Open a new email message (Ctrl + N) in MS Outlook.
2. Resize your Inbox and New Message windows so they are side by side.
3. Select the spam email and drag it from your Inbox to the body of the New Message
window. This will create an attachment. Do not forward the spam email or save it
to your computer and attempt to add it as an attachment because this may release
any spyware attached to the spam email into your computer.
4. In the “To…” field type [email protected]. You do not need to type anything into
the body of the email.
5. Click “Send”.
Central Texas College Information Technology Division, Forwarding SPAM to Postini, 2013,
http://www.ctcd.edu/infotech/ITD/info/techtips/email/forwarding_spam_to_postini.aspx
26
Q&A?
Educational Requests:
Contact Angela Mars
[email protected]
Technical Questions:
Contact the IT Help Desk
[email protected]
254-501-3103