May – June 2018 Faculty and Staff Technology News

The Spam Quarantine Email Returns to Your Inbox

and other updates for staff email

ECU is modernizing staff email to prepare for the upcoming move to Office 365

So far, the online archive folder is now active, and we’ve turned on Microsoft Exchange Online Protection which includes a spam filter, encryption tool and a data loss prevention service.

You may have noticed you now periodically receive a spam quarantine email. While we are still in the process of refining this tool, here’s what you can do right now to manage your quarantined messages.

There are four maintenance actions from which to choose:

  1. Do nothing. Captured messages are deleted after 14 days.
  2. Release a message back to the Inbox. Click the Release to Inbox link from the spam notification message. This is a one-time event, and subsequent emails from the same address will continue to be quarantined.
  3. Report as Not Junk. Click the Report as Not Junk link in the spam notification message. Messages from this address go directly to Microsoft for analysis.
  4. Unsubscribe to the newsletter. Most unsubscribe links are at the bottom of a marketing email. Release a quarantined message, open it and click the unsubscribe link found at the bottom of the message.

Next Steps

Enterprise Vault Items. With the retirement of the Enterprise Vault, we are now preparing to migrate stored items back to your email account. For current staff, the last three years of vaulted email will return to your Inbox – mailbox size will expand to accommodate both current messages and vault items – and all other vault items older than three years migrate to your online archive folder.

Retired and non-employee vaulted messages move back to the Inbox as the Online Archive is not available for these users.

Staff Email Moves to Office 365. Once all other features are in place, staff email will migrate to Office 365 during 2018-2019. We will announce more on this as details become available.

ITCS Spotlight

Linda Barry receives Internet2Inclusivity Award

Lisa Barry, a member of the ITCS Network Services Team, was recently awarded the Internet2 Inclusivity Award. One of four women to receive the award, Lisa attended the Internet2 Global Summit held the week of May 6 in San Diego.

The Internet2 Inclusivity Award is a scholarship established in 2014 by the Internet2 community as part of a larger community-led effort to improve diversity and inclusion in the information technology field within research and education. This scholarship provides recipients the opportunity to engage in discussions around the latest applied innovations and best-practices for their campuses, as well as access to mentors and a network of women IT and technology professionals.

Lisa joined ITCS in 2015 as a network engineer and quickly demonstrated her aptitude for advanced networking challenges. She currently serves as a network analyst with responsibilities that include administration of enterprise-level network services including firewalls, VPN systems, intrusion detection and prevention systems. Lisa also maintains identity services, access control systems and load balancing for backend servers. She is dedicated to providing excellent user experiences while maintaining a high standard of network security and performance.

To learn more about the Internet2 community, visit their website.

Sensitive Information, Encryption and You

Email encryption easy as 1-2-3

Do you work with sensitive information? Do you email that information from your computer or a copier to parties outside the ECU network? Then take note: Encryption is a simple two-step process that keeps sensitive information out of the wrong hands.

Email is never secure as hackers can, with the appropriate tools, steal a message while it is in transit between the sender and recipient. Therefore, it is required that email containing sensitive information sent outside the ECU network be encrypted.

Encryption options

Encryption scrambles a message’s text so that it is unreadable. You have two ways to do this with ECU email:

Option 1. Tag the message as sensitive (Windows)

  1. From the email’s menu bar, click the bottom right arrow in the Tags section. The Properties dialog box opens.
  2. From the Sensitivity drop-down menu, choose Confidential.

Option 2. Encrypt a message using [sendsecure] (Windows or Mac)

  1. Type the words, [sendsecure] anywhere in the subject line of an email. Be sure to include the brackets.

Decryption process

Once received, the recipient clicks, Read the message, to begin decryption of the email. The recipient is prompted to

  1. Log in to a Microsoft, Yahoo or Google account, OR
  2. Generate a one-use passcode to open the message.

Recipient follows the prompts in the dialog box. See these step-by-step encryption/decryption instructions that include screen shots for more details.

Encryption is REQUIRED when sending to users outside the ECU network. However, it is not necessary to encrypt information when sending from ECU employee to ECU employee.

Caution!

Encryption can only be set through the email system – information emailed through a copier is NOT encrypted. If you need to send a copy of sensitive information to someone outside the ECU network, first send the copied information to your email Inbox, then send to the recipient using Option 1 or Option 2 through your ECU email account.

For further information, visit the email encryption website.

Sync Your Files to OneDrive for Business

Anywhere access for your
non-sensitive ECU information

We all know Piratedrive is available and approved for storage of ECU sensitive data.

And then there’s OneDrive for Business cloud storage as part of our Office 365 subscription. This 1TB space allows you to store, share, collaborate and edit your information from anywhere.

But did you know you can now automatically sync files from your computer to your OneDrive storage?

Set up the sync feature on your computer:

Log in to pirate365.ecu.edu and open your OneDrive space (click the app launcher, upper left).

Click the Get the OneDrive apps link (lower left of the screen).

Follow the operating system-specific prompts for set up.

Visit the OneDrive page to learn about other features of your OneDrive space. Or see this OneDrive training from Microsoft.

June IT Training

Register through Cornerstone

www.ecu.edu/itcs/help/cornerstone

WordPress Official Website Training

Wednesday, June 13

9:00 a.m. – 12:00 p.m.

Austin 309

Thursday, June 28

1:00 p.m. – 4:00 p.m.

Austin 309

WebEx for Instruction: Virtual Classroom

Thursday, June 14

2:00 p.m. – 4:00 p.m.

Joyner East 204

Wednesday, June 20

10:00 a.m. – 12:00 p.m.

Online

Web Accessibility

Tuesday, June 19

9:00 a.m. – 10:30 a.m.

Online

VoiceThread

Monday, June 25

10:00 a.m. – 11:30 a.m.

Online

TurningPoint Audience Response System Workshop

Tuesday, June 12

10:30 a.m. – 12:00 p.m.

Joyner East 204