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Saturday, November 01, 2014   2:00 AM    |   59°F
 
 

General E-Mail Support

 

Overview of How to Minimize E-Mail Spam at LSUHSC

How to submit a message as an attachment to Spam at LSUHSC.edu.

  1. Sumit Spam. You can now submit spam samples in both Outlook Web App and the Outlook client. Open a new message and address it to Spam-at-LSUHSC.edu substituting @ for –at-. In your message list, click and hold the mouse button down and drag the spam message to the body of the new email you are composing and let go of the mouse button. This message will appear as an attachment. Send the message. New message with spam email added as an attachment
  2. Attachment Only. The purpose of submitting the message as an attachment is so that the spam filtering service can see the header information that logs what servers on the internet the message passed through on its way to your mailbox. Without this header information it is just a waste of time to submit or forward a spam. A message that is not sent as an attachment is just ignored.
  3. Prevention - Avoid giving out your e-mail address to any entity that might abuse it. Avoid other scenarios when possible where your e-mail address may be "harvested".
    1. Do not Post it on Websites - unless there is a real legitimate need for people to get in touch with you from that site.
      - Many spammers have webbots that will scan the Internet for any e-mail addresses.
    2. Do not Forward Chain Letters - forwarded jokes and other messages often have a whole string of e-mail addresses that spammers can collect.
      - For business messages that you do send to others, be mindful of other people's addresses that are included.
      - Use the BCC: field instead of To: or CC: if sending to people who's e-mail address you may want to keep hidden.
    3. Avoid Using for Non-Correspondence Activities - for registrations or other times when asked for an e-mail address if you don't see a future need for correspondence, give a throw-away Yahoo or Hotmail account that you can check if needed but that you don't mind if spammers get ahold of the address.
    4. Get Rid of Old Addresses - if you have old addresses associated with your mailbox, that you no longer need - such as UserID@lsumc.edu, ask that they be removed from the account.
    5. Don't Unsubscribe - if you get junk e-mail that says you can unsubsribe to avoid future mailings, don't. Submitting an unsubscribe simply confirms that you have an active mailbox, and are actually reading their spam. The only time you should unsubscribe is if it is a reputable company, or one that you really did subscribe to their mailings.
  4. Outlook Web Access and Basic Outlook Blocking - Note: Blocking Senders with Outlook should not be needed since IronPort is now filtering nearly all spam messages coming in. However, if you have a persistent problem, targeted Outlook blocking can help.
    - It is better to forward spam messages you receive, AS ATTACHMENTS, to spam@lsuhsc.edu to aid in future blocking.
    - Configure Safe Senders, Safe Recipients, Blocked Senders etc.
    - Settings below can be configured with Outlook (under Tools, Options, Preferences, Junk E-mail...) or with Outlook Web Access (under Options, Privacy and Junk E-mail Prevention, Manage Junk E-mail Lists...)
    1. Safe Senders - used to allow specified senders or domains to send messages without being filtered
      - e.g. someone@example.com, @example.com, example.com
    2. Safe Recipients - used to allow mail addressed to specified recipients or domains to be delivered without being filtered
      - e.g. sent to a distribution list that you belong to and trust.
    3. Blocked Senders - used to block individual senders, or sender domains
      - e.g. someone@example.com, @example.com, example.com
    4. International - used to manage international spam
      - The following features are available in Outlook, not in OWA:
      - Blocked Top-Level Domain List - used to block messages by top-level country code - e.g. user@domain.co.uk
      - Blocked Encodings List - used to block messages based on language coding scheme - e.g. Cyrillic or Korean
  5. Outlook Junk Mail Filter - if you are running Outlook (not OWA), and using Cached Exchange Mode (not Online Mode), or if running Outlook, and the default delivery location is a PST file, then Outlook can also perform Junk E-mail Filtering to supplement the basic blocking listed above.
    - Note: Filtering with Outlook should not be needed since IronPort is now blocking nearly all spam messages coming in. However, if you have a persistent problem, Outlook filtering can help.
    - It is better to forward spam messages you receive, AS ATTACHMENTS, to spam@lsuhsc.edu to aid in future blocking.
    - If Filtering is ever used, the Junk E-mail folder should be checked often for wanted messages.
    - And if it is used, don't forget to update the Junk E-mail Filter by running Microsoft Update - http://update.microsoft.com/microsoftupdate
    This will keep the heuristics current, and Microsoft is continuing to improve blocking based on feedback from thousands of MSN and Hotmail clients.
    1. No Automatic Filtering - Safe and Blocked lists are still used, but Microsoft Junk E-mail Filter is not used.
      - This is the recommended setting for nearly all LSUHSC users.
    2. Low - There are fewer "false positives", but more spam gets through.
    3. High - More spam is caught, but there is also more chance for legitimate mail to be caught. Check Junk E-mail folder more often.
    4. Safe Lists Only - Warning: Only mail matching your safe lists gets through. All other mail is sent to Junk E-mail.
    5. Permanantly delete suspected junk e-mail
      - You should not do this, since there is always the possibility of legitimate mail being classified as junk.
      - We are making our best efforts to minimize what is sent to Junk E-mail, so cleaning it out will not be much work.
      - Junk E-mail folder should be checked often, and real junk cleaned out.
      - Legitimate mail found in the Junk E-mail folder can be used to create new entries in Safe Senders or Safe Recipients.
  6. Outlook Rules Wizard - can be used to create custom rules to block specific words or phrases that you find offensive.
    - Treat these messages like any other Junk, and move it to your Junk E-mail folder. Do not delete, or you may lose legitimate mail.
    1. Be Careful what You Ask For - Make sure your rules will not catch legitimate mail. Be specific.
    2. Check Your Work - Test your rules, and then check your Junk E-Mail Folder often to make sure you don't miss legitimate mail.

 

Using FTP to Send Files in Place of Email

If you are having problems, sending large files through your email, please contact the Postmaster.  There are two FTP directories setup for this issue. 

Steps for Setting up FTP for File Uploading for this Issue

  1. Contact Postmaster@lsuhsc.edu and let the Postmaster know that you cannot send your attachment.

  2. The Postmaster will ask you how long the file needs to be available via FTP.  This is typically 1 to 7 days.

  3. The Postmaster makes a request to Information Security to enable an account for the specified number of days for use with FTP.  This may take up to an hour.

  4. Information Security gives the password for the account to the Postmaster.

  5. Postmaster will give you the account and password via telephone.

  6. FTP to ftpdmz.lsuhsc.edu with the account that was given you, transfer to the proper directory, and upload your file.

  7. Send the account and password to the other user that needs to download the file and have that user do the same except download the file instead.

There are two accounts for uploading files with FTP, lsux933 and lsux934.  The directories in FTP have the same names as the accounts.

Uploading with FTP Using the Command Prompt

Assuming your account is lsux933:

  1. Start Menu -> Run
  2. Enter "cmd" or "command" if cmd doesn't work
  3. Navigate to the directory that your file is located in
    1. Example:  Enter "c:" to go to the c: drive or "d:" to go to the d: drive
    2. To change the directory, enter "cd\folder\subfolder\"
  4. Type "ftp ftpdmz.lsuhsc.edu"
  5. "User (ftpdmz.lsuhsc.edu:(none)):" will appear.  Enter "lsumc-master\lsux933"
  6. At the "Password:" prompt, enter the password that you were given.
  7. Type "cd lsux933"
  8. To upload your file, enter "put filename.ext"
  9. If you have multiple files, enter "mput *.ext"
  10. To see the files that are in the directory, enter "ls"

Download with FTP Using the Command Prompt

Assuming your account is lsux933:

Follow steps 1-7 above.

  1. To download the file, enter "get filename.ext"
  2. If you want to download multiple files, enter "mget *.ext"
  3. To see what files are in the directory, enter "ls"

Account Will Expire

The account will expire after the specified number of days.  At that time, you will no longer be able to get into FTP.  Any files that were uploaded will be deleted after 7 days or when the account is re-enabled for another user.
 

If you need further assistance using the FTP services, please contact your local computer supporter.