Email and Postini

1
Email and Postini

• Email Account Access
• Postini Email Protection
• September 2008
• Prepared by
• Angela Mars
• IT Education and Training

2
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 Welcome Letter page 14

3
Table Of Contents

• Postini Logon page page 15
• For Security, Change Your Password page
  16
• Your Message Center page 19
• Administer Junk Email Settings page 23
• Notifying Postini page 26

4
New Employee Orientation Customer Service

• Email Account Access

5
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
  help.desk_at_ctcd.edu.
• Employees name
• Employees start date
• Position Title
• Department
• Building and Room number
• Phone number
• Supervisors name

6
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.

7
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.

8
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 _at_, , ,, 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

9
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.

10
Outlook Web Access

• Accessing your CTC email account
• Open Internet Explorer.
• Go to the CTC website at www.ctcd.edu.
• Click on the link for Faculty and Staff.
• Click on the Outlook Web Access link.

11
Outlook Web Access

• Accessing your CTC email account, cont.
• When the login window pops up, type in your email
  address john.doe_at_ctcd.edu.
• Enter your password.
• Press Log On.
• Note  OWA 2007 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.

12
New Employee Orientation Customer Service

• Postini Email Protection

13
Postini Information

• About Postini
• Spam is unsolicited email usually sent by
  advertising companies to promote their products.
  The CTC IT Division uses a service developed by
  Postini to filter up to 95 of spam from entering
  the CTC network, however, you may receive an
  occasional spam message in your Inbox.   If you
  do, Postini has three recommendations for you
• Check your settings in the Junk Email Settings
  screen at your Postini Message Center (click here
  to visit postini.com).
• By default, all settings should be set to
  Aggressive. Review your Approved Mailing List.
• Forward your spam to Postini so they can add the
  sender to their filter system.
• Michael Hunter, Forwarding Spam to Postini,
  2006,
• http//www.ctcd.edu/infotech/ctcitd/Education/Tec
  h20Tips/email/postini.html

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
• Click on the link provided in the email, or
• Open your web browser and type in
  http//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
• In the Log in Address section, enter in your CTC
  email address john.doe_at_ctcd.edu.
• In the Password section, enter the password
  provided in your Postini welcome letter.
• Click Log In.

16
For Security, Change Your Password

• Changing your Postini password
• In the Message Center, click on Account Settings.

17
For Security, Change Your Password

• Changing your Postini password, cont.
• Click on Password.

18
For Security, Change Your Password

• Changing your Postini password, cont.
• In the Temporary Password box enter your current
  password.
• In the New Password box enter your new password.
• In the Confirm New Password box reenter your new
  password.
• Click Save Changes.

19
Your Message Center

• Quarantined Messages
• The Quarantine section of your Postini account
  contains email messages that have been filtered
  from your CTC email account.
• To view an email message without sending it to
  your CTC account, click on the hyperlinked
  Subject of the message.

20
Your Message Center

• Quarantined Messages, cont.
• To Delete an email message from the quarantine
  section
• Select the checkbox next to the message, or
• Click Select All to select every message.
• Click Remove.

21
Your Message Center

• Quarantined Messages, cont.
• To send an email message to your CTC account
• Select the checkbox next to the message.
• Click Deliver.

22
Your Message Center

• Quarantined Messages, cont.
• You will be prompted to add the sender of the
  delivered message to your Approved Senders list
• Select the checkbox next to the senders email
  address.
• 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.

23
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
• Junk Email Blocking
• Spam Filters
• Sender Lists

24
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.

25
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 senders email address
  to the Approved Senders List.
• Instructors are encouraged to add their students
  to their Approved Senders List to prevent the
  students 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.

26
Notifying Postini

• How to forward spam to Postini
• Open a new email message (Ctrl N) in MS
  Outlook.
• Resize your Inbox and New Message windows so they
  are side by side.
• 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.
• In the To field type spam_at_postini.com. You do
  not need to type anything into the body of the
  email.
• Click Send.
• Michael Hunter, Forwarding Spam to Postini, 2006,
• http//www.ctcd.edu/infotech/ctcitd/Education/Tech
  20Tips/email/postini.html

27
QA?Educational RequestsContact Angela
Marsangela.mars_at_ctcd.edu

• Technical QuestionsContact the IT Help
  Deskhelp.desk_at_ctcd.edu254-501-3103