Enterprise Messaging EM Transition

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Enterprise Messaging (EM) Transition
ASUCLA
06/10/08
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Features of EM System

• Microsoft Exchange platform
• Similar to your current system
• Enterprise Email system
• Integrated Mail Calendar system
• Global Address Book updated weekly
• Campus Faculty, Staff, Department Lists
  Resources
• Shared Calendars and Resources
• Across Departments on EM
• Outlook Web Access (OWA) WebMail
• Built-in Spam control
• Mobile Solutions Active sync, no changes

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Transition Schedule

• Friday, June 20th
• Migration of Mailbox, Contacts, Calendar
• No weekend email access
• Monday, June 23rd
• Use Outlook Web Access (OWA) until your computer
  is configured for EM by your IT Staff

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Todays Agenda

• Logons Passwords
• Using your UCLA Logon ID for your EM Username
• Using Outlook Web Access (OWA)
• Changing EM Password
• Global Address Book Personal Contacts
• Outlook Entourage
• Barracuda Spam Firewall
• Tips for Preparing for Migration

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Logons Passwords

• Two separate logons
• ASUCLA Network account no change
• New EM Outlook account new logon Username
  same Outlook password

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Logons Passwords
ASUCLA Network / Current Outlook Username
Jbruin Password outpswd New / Existing UCLA
Logon ID Username Joebruin121 Password
bolpass (use to access BOL account and UCLA
wireless) Enterprise Messaging (EM) Username
Joebruin121 Password outpswd
Before Migration
After Migration
Your new Enterprise Messaging email account uses
your UCLA Logon ID for authentication
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EM Email Account Logon
When you launch Outlook, Entourage or Outlook Web
Access (OWA), EM will prompt you for a Username
and Password
EM Username UCLA Logon ID
Your UCLA Logon ID (formerly BOL ID)
authenticates you for your new EM Email account
EM Password same Outlook password you currently
use now
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EM Logon Requires a UCLA Logon ID

• If you do not already have a UCLA Logon ID, you
  must create one prior to migration
• Refer to the Instruction email sent by your IT
  Staff
• Or, go to the BOL Office in Kerckhoff Hall
• Your EM Username uses your UCLA Logon ID for
  authentication
• Synchronize EM ASUCLA Passwords
• ASUCLA passwords will continue to change on the
  current cycle
• Consider synchronizing your EM Outlook password
  with each ASUCLA cycle
• To change your EM password logon to Outlook Web
  Access (OWA)
• A UCLA Logon ID also gives you BOL services

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Outlook Web Access (OWA)

• Use OWA until IT Staff configures your desktop
• www.em.ucla.edu
• OWA is WebMail
• OWA looks and feels like Outlook
• OWA provides anywhere, anytime Email access
• OWA works with
• Internet Explorer, Firefox, Safari
• OWA synchronizes with Outlook Entourage

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Logon to OWA www.em.ucla.edu

• EM Logon
• Username
• Password

You can lookup your UCLA logon ID at
https//logon.ucla.edu
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Outlook Web Access (OWA)Internet Explorer Inbox
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Outlook Web Access (OWA)Alternate logon page if
you are timed out!
http//em.ucla.edu
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Changing the Email Password
Select Options Change Password Save and Close
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Changing the Email Password

• Domain ad
• Account UCLA Logon ID/BOL ID
• Enter Old New Passwords
• Recommended 8 characters (2 numbers, 2 letters,
  1 symbol)
• Required At least 6 characters
• Click OK
• Hint You may want to regularly match
  (synchronize) the EM password to your ASUCLA
  Network password.
• This procedure changes your password for both
  Outlook/Entourage and OWA.

Video Change Email password
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Post-Migration LogonAfter your IT Staff
configures your workstation
Domain ad EM User Name UCLA Logon ID Password
current password

• EM User Name ad\UCLA Logon ID
• Password current password

Note Your Account User name is a one-time entry
only. For security, do not select Remember my
password
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Global Address List (GAL ) Outlook

• Faculty, Staff Resources
• EM Department Listings
• Your migrated Personal Contact list

Video GAL
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Customize the Address Book
Customize your Address Book to display a specific
Address list first

• Select an Address list Click OK

• Click Tools menu Options

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CHPR Enterprise Messaging Mail Transition
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Addressing with the GAL Global Address Book
Outlook
Click the To button or the Address Book button
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Global Address Book (GAL)

• Faculty, Staff Resources
• EM Department Listings
• Your migrated Personal Contact list

Outlook
Video Select Names the GAL
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Addressing with Check Names
Outlook

• Type the recipient's First and Last Name in the
  To field.
• Click the Check Name button to find user in
  the Global Address List or your Contact list.
• Separate multiple names with a semi colon.

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Document Inbox Rules Outlook

• Click Tools Rules Alerts
• Take a screenshot
• Alt Print Screen
• Paste into a Word document

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Document Calendar Shares
Outlook

• From Calendar, click Share my Calendar
• Take a screenshot
• Alt Print Screen
• Paste into a Word document

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Document Delegations Outlook

• Click Tools Options Delegates tab
• Take a screenshot
• Alt Print Screen
• Paste into a Word document

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EM Using Entourage

• Domain ad
• Account ID EM Username (UCLA/BOL Logon)
• Password Current Password

Entourage
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Global Address List (GAL)
Entourage

• The GAL contains
• Campus Faculty and Staff, Resources, Dept.
  Distribution Lists
• Names, email addresses, your migrated Personal
  Contact list
• Current and updated weekly

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Global Address List (GAL)
Entourage

• To Filter the GAL
• In the area above the GAL, click an option on the
  pop-up menu.
• In the text box on the right, type the first few
  letters of the items you want to appear in the
  list.
• To remove the filter, in the area above the list,
  click Clear.

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GAL Details
Entourage

• For an individuals detailed information, double
  click their Address Book entry.
• For additional information about the individual,
  click the other tabs.
• Clicking the Add to Address Book button creates
  a contact in your personal address book

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Document Your Calendar Shares
If youve granted permissions to your calendar

• You will have to recreate them in your new
  account
• In the Folder window ctrl-click Calendar, select
  Sharing

Entourage
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Document your Calendar Shares

• From the Permissions tab
• AltPrint Screen
• Paste into Word

Entourage
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Document your Inbox Rules

• Click Tools menu Rules
• From the Rules window
• AltPrint Screen
• Paste into Word

Entourage
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Your EM Mailbox

• Average Mailbox quota 250MB
• Message/Attachment size 35 MB
• These incoming outgoing attachment extensions
  are blocked at EM
• .EXE .COM .CMD .BAT .VBS .DLL .WSH .PIF
  .SCR .CPL
• Workaround If you send these types of files, zip
  them up in a .zip file with password protection
• If blocked, the recipient is notified sender is
  not

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Spam Handling

• Barracuda
• Automated and User-Managed Features

05/27/08
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Spam Control Functions

• Automated Functions
• Scans email for virus and scores for likelihood
  of Spam
• Quarantines suspicious mail, delivers legitimate
• Sends user a daily-digest of messages quarantined
  w/in the last 24 hours
• User-Managed Functions
• Access quarantined messages
• Classify (train) messages / Spam toolbar
• Whitelist / Blacklist email addresses

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Vocabulary

• Quarantine
• Your Spam Inbox for suspicious messages
• Whitelist / Blacklist
• Safe senders / Prohibited senders
• Bayesian Database
• Learning engine used to classify (train) messages
• More effective over time

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Barracuda - Anti SPAM

• First-time Account Information Welcome

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Your Spam Quarantine Summarydelivered daily to
you when at least one suspicious email is
quarantined

• You can
• Delivermisclassified email
• Whitelist Safe Senders deliver mail
• Delete unwanted quarantined email

Watch video
Watch video
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Your Spam Quarantine Summary
Hint Its a good idea to keep at least one
Summary, since it contains links that provide
quick access to other Barracuda tools.
Your Summary also provides access to your entire
Spam Quarantine Inbox here
Watch video
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Quarantine Inbox
Your Entire Quarantine Inbox

• Deliver (unblock) misclassified email here
• Whitelist a Sender(allow future emails)
• Delete messages (messages 30 days old, gets
  deleted automatically)

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Barracuda Spam Quarantine Inbox

• Train (classify) your Spam to improve spam
  identification
• Classify as many messages as you can Spam/Not
  Spam
• Train it to identify similar content based on
  your Spam/Not Spam rules
• Becomes more effective over time

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Preferences Whitelists/Blacklists

• Allows or blocks delivery
• Add a full address, and that specific user is
  identified (johndoe_at_yahoo.com)
• Add just a domain, and all subdomains are
  included (yahoo.com, support.yahoo.com, etc.)
• To delete an entry, click the trash can icon

video
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Preferences - Quarantine Settings

• Enable Quarantine
• Yes delivers suspicious email to your
  Quarantine Inbox
• No delivers quarantined email to your general
  Inbox
• Quarantine Notification
• The frequency of your summary reports

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Preferences Spam Settings

• Enable or disable Spam scanning
• Edit your default spam scoring levels
• Select No, then edit the settings and Save your
  changes
• Bayesian Learning (Spam/Not Spam buttons)
• More effective over time
• Active once 200 of each are classified
• System uses your rules to determine how closely
  messages match as spam

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Outlook Spam Toolbar

• Classifying this email as Spam
• trains Barracudas Bayesian Learning database to
  identify future emails with similar content
• Classifying email as Spam
• relates to content
• does not affect the Sender

Note The Spam toolbar is not available with
Macintosh clients
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Outlook Spam Toolbar Options
Tools Menu Options Spam Firewall

• Tools Options Spam Firewall tab
• Can be configured to automatically
• Whitelist email addresses associated with Sent
  messages and new Contacts
• Move Spam-declared messages to Deleted Items
  folder
• Automatically Whitelist Not-Spam identified
  email

Watch video
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Create a Hands-free User-Managed Barracuda

• For those who
• Dont want the hassle of checking a Quarantine
  Inbox
• Want the system to work automatically
• Try this solution instead
• Disable the Quarantine
• Reconfigure settings to have messages either
  Delivered or Blocked

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Hands-free Barracuda

• Step 1 Preferences tab
• Quarantine Settings
• Disable Quarantine
• Save Changes

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Hands-free Barracuda

• Step 2 Preferences tab
• Spam Settings
• Disable System Defaults
• Save Changes
• (this opens the boxes)

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Hands-free Barracuda

• Step 3 Set new Spam score values
• Tag 3.5
• Quarantine 10 (disabled)
• Block 7
• Save changes

Note These values are suggestions only
Your messages will now either be delivered or
blocked
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Anti-Spam Re-cap

• Suspicious email is delivered to your Quarantine
  Inbox
• You receive a daily Quarantine Summary email
• Deliver, Whitelist or Delete quarantined messages
• Whitelist / Blacklist senders
• Classify messages as Spam or Not Spam
• This trains Barracuda to identify future email
• Effective after 200 of each have been classified

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Tips to Prepare for Migration

• If you havent created your UCLA Logon ID yet
• Go to BOL services page https//logon.ucla.edu
• Go to BOL Office in Kerckhoff after training
  class
• Document
• Inbox Rules (mail routing filters)
• Permissions / Delegations
• These will have to be re-created in the new EM
  account
• Take screen shots of each ALT Print Screen
  paste into MS Word document
• Use Outlook Web Access (OWA) until your
  workstation is configured for Outlook or
  Entourage

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For Information or Help

• Create an ESP Online Help ticket
• http//esp.asucla.ucla.edu/
• Training tutorials online http//www.asucla.ucla.
  edu
• For EM Information
• www.em.ucla.edu
• EM Help Desk [phone]

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Q A

• Thank you