TechMail, the TTU Information Technology (IT) Division's e-mail service, provides sophisticated levels of filtering to all users. When an individual outside TTU sends e-mail to a TTU individual using TechMail, the filter evaluates each message for recognizable spam patterns and assigns the message a rating based on the probability that the message is unsolicited commercial e-mail or spam. This rating is called the Spam Confidence Level (SCL). Messages scored 0-2 will be delivered to the recipient's inbox; those scored 3-7 will deliver to the recipient's junk e-mail folder; and those scored 8 and 9 are refused and returned to the sender. In addition to this automatic filtering, TechMail offers customer-managed filtering options at the client level to help manage unwanted and unsolicited e-mail.
General recommendations for customer-managed TechMail junk e-mail filtering:
- Enable filtering through Outlook Web Access (OWA) at http://mail.ttu.edu by choosing “Options” and then selecting “Filter Junk E-mail” and “Save.” This step must be completed in order for junk messages to be filtered to your Junk E-mail folder.
- Outlook Clients: If you have enabled filtering in OWA, then your junk email lists through your Outlook client will automatically synchronize with OWA. Once enabled, there is no additional management necessary through OWA.
- Non-Outlook Clients (including some data devices): Depending on your client, you may need to manage your Junk E-mail Lists through OWA to control unwanted and unsolicited messages.
- Enable Outlook client-side filtering by going to “Tools,” then choose “Options,” click on the “Preferences” tab, and click on the “Junk E-mail” button, click on your choices and click “OK.”
- Microsoft Outlook (2003 and 2007) offers four levels of Junk E-mail filtering: None, Low, High, and Safe List Only. Select "Safe List Only" for the highest level of filtering available in both server-side and client-side processing. For detailed instructions, please visit the Web site at the bottom of this message.
- Enable International top-level domain blocking in Outlook (see link at the bottom of this message for more details).
- Manage your Junk E-mail Lists - Safe Senders, Safe recipients, and Blocked Senders.
- Lists can be managed using OWA choosing “Options” (http://mail.ttu.edu) or from within your Outlook client.
- For spam delivered to your TechMail Inbox, right click on the message, select “Junk E-mail”, and “Add Sender to Blocked Senders List.”
- For legitimate messages delivered to Junk E-mail folder, right click on the message, select “Junk E-mail”, and “Add Sender to Safe Senders List.”
- Add the domains commonly used by spammers (such as paypal.com and chasebanking.com) to your Blocked Senders list.
- Consider carefully which e-mail addresses/domains you add to your Safe Senders list. Adding the ttu.edu domain to your list may seem like a good idea, but this will also allow e-mails with “spoofed” ttu.edu addresses to reach your inbox. TechMail is configured so mail sent from within the TechMail system itself will not be filtered into your junk e-mail folder; adding the ttu.edu domain to your safe senders list is not necessary. Also, please be aware that e-mails from TTU systems, such as HR Express, ePo, and Lyris are sent from outside TechMail and could possibly filter to Junk E-Mail depending on your filtering levels. These addresses should be explicitly added to your Safe Senders List.
In addition, we recommend the following practices to reduce your spam:
- To avoid mailbox quota issues, junk e-mail should be reviewed carefully, and then deleted or archived on a regular basis.
- Spammers play a constant cat-and-mouse game with industry spam filter rules. As spam techniques are identified and incorporated into spam filters, spammers find ways to bypass the rules and create new spam methods. To maintain the highest level of protection, periodically check for and install updates for Outlook’s Junk e-mail filter at http://officeupdate.microsoft.com
- Use rules to move messages with certain words in the subject or message body (Ephedrine, weight loss, etc) to the Junk E-mail folder. You can create a rule in Outlook by opening the “Tools” menu and choosing “Rules and Alerts.”
- Consider using an alternate e-mail address (Hotmail, Yahoo, etc) when registering and purchasing with companies online. Some of these companies may sell your address to third-party vendors. For added safety, be sure to read the company’s privacy policy before registering your e-mail address with them.
- When possible, do not post your e-mail address on public Web sites. “Spam-bots” are automated programs that mine email address and contract information from public websites.
- Do not reply to spam messages, to include clicking any “unsubscribe” links; unsubscribe links are designed to identify active and legitimate e-mail addresses.
IT Help Central will be glad to assist with your TechMail Junk e-mail settings. Instructions for setting up your spam filters are available at http://www.depts.ttu.edu/helpcentral/info/antispam.php . If you have any questions or need additional assistance, please contact IT Help Central at (806)742-HELP (4357).
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Posted:
10/17/2007
Originator:
TTU Office of the CIO
Email:
cio@ttu.edu
Department:
OFFICE OF THE CIO, TTU
Categories
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