New Employee Orientation

1
New Employee Orientation Customer Service

• Email Accounts
• Postini Email Protection
• May 2006
• Prepared by
• Angela Mars
• IT Education and Training

2
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.

3
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.

4
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.

5
Outlook Web Access

• Accessing your email from off-campus through
  Outlook Web Access
• 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.
• When the login window pops up, type in your email
  address john.doe_at_ctcd.edu.
• Enter your password.
• Press OK.

6
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 six months.
• Choose a password you can remember.

7
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.

8
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/Tech
  20Tips/email/postini.html

9
Postini Information

• 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.
• Highlight 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

10
Postini Welcome Letter
11
Postini Logon Page
12
For Security, Change Your Password
13
For Security, Change Your Password
14
For Security, Change Your Password
15
Your Message Center
16
Quarantined Messages
17
Virus Protection
18
Junk Email Blocking And Spam Filters
19
Approve And Block Email Addresses
20
QA?

• Educational Request
• Contact Angela Mars
• angela.mars_at_ctcd.edu
• 254-501-3103
• Technical Questions
• Contact the IT Help Desk
• help.desk_at_ctcd.edu
• 254-501-3103