windmail.dat attachments are a proprietary format used only by Microsoft Outlook. One solution is for the sender to configure their copy of Outlook to stop using that format, and use Internet-standard formats instead. Instructions for doing so are in Microsoft's Knowledgebase Article ID 138053

The short explanation is that Outlook should NOT be configured to send messages in "Rich Text" format.

There are also tools that will allow you to decode winmail.dat files. The best tool we've found is available from AkeeSoft called WMViewer for Windows.

Recognizing that there are times that you may need to send large attachments or attachment types that are blocked, we have developed a web application that allows you to upload your files to the Engineering webserver. After you upload the files you email a weblink to the files instead of the files themselves. The application also allows you to set different types of Gatorlink authentication in order to secure your files. Access the attachment website at:

http://attachments.eng.ufl.edu

One other method is to zip the attachment using Winzip, PowerArchiver, or other similiar program. However, zip files are one of the blocked attachment types so you will need to change the extension of the zip file to something different. For example, rename 'myarchive.zip' to 'myarchive.blah.'

However, if you do this you will need to explain in the text of the email that the recipient will need to change the extension of the file back to zip in order to open the file.

If you send a link by right clicking on it in a webpage some email clients add the text of the link as well as a .URL attachment. URL attachments are a security problem because they could allow arbitrary commands to be run on your computer. As a result, this attachment type is blocked. The best way to send links is to just copy the url and paste it into the body of an email message.

There is a 10mb limit on the total size of an email message on the engineering administration mail server. This means, for instance, that a message with a 9mb attachment is okay, but a message with two 6mb attachments will be blocked.

Recognizing that this limitation could present a problem, we have developed a web application that allows you to upload large attachments to the Engineering webserver for distribution. This application allows you to set different types of Gatorlink authentication to secure your files as well. Access the attachment website at:

http://attachments.eng.ufl.edu

 

Yes, right now the server is set to block a list of file types that are excutable that have been found to be security problems.

Many viruses or other malicious applications are sent as email attachments. We block the file types found to be the biggest secruity problems.

If you send an email with an attachment type that is blocked you will get a message back saying that it was blocked.

No, we are not blocking these document types. We recognize that we would be hurting the productivity and efficiency of our users if these common document types were blocked. However, these types of files can contain viruses. As a result, you should always be careful when opening attachments that you were not expecting. It is advised to check that you should have recieved the attachment before opening it.

After you have been transitioned to the new server the manner at which you open shared folders has changed. Permissions are only given on calendar folders now (not on the calendar AND the mailbox). As a result, you will not be opening the Mailbox of the person's calendar you share.

Instead, if you want to gain access to someone's shared calendar you click on the 'Open a Shared Calendar...' link on the bottom of the 'Calendar' navigation pane. In the resulting popup window you can type either the gatorlink username or name ([last name],[first name]) or click on the 'Name...' button and find the person within the global address book.

Once you've opened a shared calendar that calendar will be saved in the navigation pane for future access.

If you accessed calendars in the 'Public Folders' area. You must use the 'Folder List' to browse to 'Public Folders' -> 'All Public Folders' -> 'Engineering Administration'. You can right-click a calendar here and choose 'Add to favorites' from the context menu in order to have it listed in the Calendar's navigation pane.

At this time we are still working on correct permissions for some of the shared calendars and calendars in public folders. Calendars that are properly shared include:

• Dean Khargonekar
• Erik Sander
• 204 conference room
• 210 tutorial room
• 300 conference room
• 307 conference room
• 340I conference room (FNP)
• Dean's Office travel/leave schedules
• CNG
• OER

The sharing of the following calendars will be addressed as soon as possible on Monday morning. Please let MIS know when access to these calendars is available so that the sharing permissions can be established.

• Dr Anderson
• Dr Abernathy
• Dr Earle

The most likely culprit of missing email for Outlook 2003 users is the Junk E-mail Filter. The Junk E-Mail filter, when trained properly, is a wonderful addition to any e-mail environment. This technology can be taught how to determine what messages are junk e-mail, with your assistance, and forward it to a Junk E-mail folder for you.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

The Junk E-mail Filter in Outlook is turned on by default and may catch some legitimate e-mail. Any message that is caught by the Junk E-mail Filter is moved to a special Junk E-mail folder. You should review messages in the Junk E-mail folder from time to time to make sure that they are not legitimate messages that you want to see. Over time you can train the Junk E-mail filter to recognize which items are junk and which items are legitimate. Keep reading for more instructions on how you can do this.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

The Junk E-Mail settings are stored in a file on your workstation or on the Exchange server depending on your settings. With the transition, MIS Technicians have changed the location that Outlook searches for your mail and the settings that control how your mail is handled. Once all of the users have been transitioned to the new server MIS will be able to assist you in the process of importing most of the settings that you have used in the past.

In the meantime you will need to verify that all of the email that is being transferred to the Junk E-Mail folder is actually junk e-mail and act accordingly. I have outlined the different options that you have for setting this filter.

Outlook 2003 has built in three Junk e-mail Filter lists — Safe Senders, Safe Recipients, and Blocked Senders. When you receive email in your inbox it may already be labeled [SPAM] or it may not. Please verify that the email is junk e-mail then right click it and find the “Junk E-mail” option. Place your mouse over “Junk E-mail” and select one of the following options from the list to the right:

Add Sender to Blocked Senders List – Select this option if you want all e-mail from this sender to be automatically forwarded to your Junk E-mail box.

Add Sender to Safe Senders List – Select this option if an item is inadvertently marked as [SPAM] and/or forwarded to your Junk E-mail box.

Add Sender’s Domain [@example.com] to Safe Senders List – Select this option for e-mail addresses that are from domains that you would normally receive e-mail from. (i.e. [@eng.ufl.edu] or [@ufl.edu])

Add Recipient to Safe Recipients List – Select this option if you belong to a mailing list or a distribution list. You can add the list sender to the Safe Recipients List, so that messages sent to these e-mail addresses or domain names are never treated as junk, regardless of the content of the message.

Mark as Not Junk – Select this option if messages are inadvertently labeled as Junk E-mail and you would like them returned to your inbox. You will then have the option to always trust email received from that sender and always trust email sent to the recipient (designed for items sent to a distribution list). By selecting this option you are training your Junk E-Mail filter to recognize what is legitimate and what is not.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

Microsoft choose to implement a proprietary format for adding attachments to email that most other email clients do not recognize and decode. Instead, other email clients see these attachments as winmail.dat files. These attachments are a proprietary format used only by Microsoft Outlook. One solution is for the sender to configure their copy of Outlook to stop using that format, and use Internet-standard formats instead. Instructions for doing so are in Microsoft's Knowledgebase Article ID 138053

By default, we have configured most Outlook clients to send attachments via the Internet standard. It is possible that we may have missed this setting when you were converted to using Outlook. However, there is another possibility to consider.

When Outlook connects to and delivers email through a Microsoft Exchange Server there is no way to override the creation of 'winmail.dat' attachments. Within Engineering Administration we do not use the Exchange Server for email but there is still the possibility that your email is being delivered through it. The primary cause of this is using the Exchange Server's address book when composing an email message. If you use the Exchange Server's address book you are delivering email through the Exchange Server as one Exchange user to another... Outlook sees this and uses its proprietary 'winmail.dat' attachments.

How do I know if I'm using the Exchange Server's address book? When composing a message do you select addresses from an address book or do you type them in? If you select from an address book, do you select either of the Recipients entries from the Show Names from the: drop-down in the upper right corner of the address book dialog? If you do, you're using the exchange server to deliver your email.

First, it is important to know that you can only open someone else's calendar if they have given you permission to do so. Also, there are varying degrees of permission you can receive. Within administration we primarily deal with two types of access permissions:

• EDITOR: permission is granted for viewing the calendar and adding/deleting/editing items.
• REVIEWER: permissions is granted ONLY for viewing the calendar.

Once you know you've been granted permissions the next hurdle is making your client open the person's mailbox. This is a simple process done through the Mail control panel... not through Outlook. So, do the following:

1. Close Outlook if you have it open.
2. From the Start menu, choose Settings-Control Panel-Mail.
3. Click the Email Accounts... button from the Mail Setup - Outlook dialog.
4. Verify that the View or change existing email accounts radio button is selected... select it if it isn't.
5. Click the Next button.
6. Highlight the Microsoft Exchange Server named account by clicking it.
7. Click the Change... button.
8. Click the More Settings... button when viewing the Exchange Server Settings.
9. Click the Advanced tab on the Microsoft Exchange Server dialog. You will now see the screen where you add the mailbox.
10. Click the Add... button.
11. Type in the person's name you want to add and click the OK button (this dialog closes).
12. Click OK on the Microsoft Exchange Server dialog (this dialog closes).
13. Click Next on the E-mail Accounts dialog (you go back to the previous screen)
14. Click Finished on the E-mail Accounts dialog (this dialog closes).
15. Click Close on the Mail Setup - Outlook control panel (this dialog closes).
16. Open Outlook, you should now have access to the new calendar.

Select E-mail accounts from the Tools menu. Click the View or change existing directories or address books radio button and click the Next button to goto the next dialog. Select Outlook Address Book and click the Change button. Set your sort order by making your selection from the Show names by section.

When composing a message do you select addresses from an address book or do you type them in? If you select from an address book, do you select either of the Recipients entries from the Show Names from the: drop-down in the upper right corner of the address book dialog? If you do, you're using the Exchange server's address book.

Outlook does this because it recognizes the FAX number as a valid transport delivery method. If you had a fax modem installed you could send faxes straight through Outlook. Unfortunately this does not apply in our setting and it clutters up the address book selection screen. The only way to prevent these FAX entries from being displayed is to edit your contacts and prepend something to the start of the fax number so it is no longer a valid phone number. Try using FAX:.

Microsoft Outlook, in the spirit of keeping things hidden and simple, made it hard to find how to view full email header information... and they have made it even harder to actually forward them.

Full header information contains important information such as the various message IDs and computer systems the email took in its route to your INBOX, spam scoring information, and other important stuff. Sometimes technical support asks for this information in order to diagnosis and solve various email problems.

1. To view email headers:
   
   • In your mailbox's Table of Contents right-click the line for the email message in question.
   • Choose Options from the resulting context menu.
   • At the bottom of the resulting dialog will be the full email headers labeled as Internet Headers
2. To forward email headers:
   
   • Follow the steps above to view the full email headers.
   • Highlight all the headers by clicking and dragging.
   • Use the CTRL-C keyboard shortcut for Copy.
   • Open a new email message and Paste the information into it either using the CTRL-V keyboard shortcut or Edit menu option.

Filters are an easy way to have email automatically organize itself as you receive email. One typical use is to filter all email to various busy listservs to its own mailbox so that it doesn't clutter your Inbox.

Eudora called them 'filters'; Outlook calls them 'rules'. Different name but it's the same concept. 'Rules' are available from the Rules and Alerts... selection in the Tools menu. More information on creating 'rules' can be obtained by searching for rule in from Microsoft Office Outlook Help (available by pressing the F1 key).

Engineering Administration uses a Microsoft Exchange server for sharing calendars. People that are connected to Exchange will have the Mailbox - [my name] entry in the Folders list which indicates the account on the Exchange server and all the folders associated with it. Our typical setup is to only use an Exchange account for access to shared calendars (and for sharing your calendar if that is something you want to do). All other folders, Tasks, Contacts, Inbox, Sent Items, etc, should be empty/unused. Unfortunately there isn't a way to remove them to avoid confusion.

Personal Folders indicates the email setup. All your email folders should end up here and you should use this Contacts folder (it feeds the email address book).

There are several reasons why people that have been converted to using Microsoft Outlook as their email client should not be using the Exchange server's address book. It should be understood, however, that only people that are using the Exchange server for calendar sharing will encounter these problems.

1. The Exchange server's address book is not complete.
   The names you are seeing in the Exchange server's address book are simply people that have accounts on the server for calendar sharing. Not all people in Engineering Administration use calendar sharing and, thus, do not have accounts on the server.
2. Using the Exchange server address book delivers email ON the Exchange server.
   If you use the address book on the Exchange server you are delivering email to the Exchange server email address, not to the person's real email address. When you see email addresses that end @alpha.engnet.ufl.edu you know that the Exchange server email address is used. Without some mechanism in place to forward the Exchange email, the email will sit on the Exchange server unoticed.
3. Not everyone has an Internet forward and, if they do, it may not be up-to-date.
   Internet forwards are used on the Exchange server to forward email to the appropriate address on the Engineering mail server. We do our best to create an Internet forward every time a new account is created however it may be possible one is missed. Additionally, sometimes email addresses change and the Internet forward is often overlooked.
4. The LIST-XYZ addresses are used for assigning permissions on shared calendars, not as email aliases for offices.
   The LIST-XYZ addresses many times do not reflect the entire staff of an office. If you are interested in using office email aliases use the ALL-XYZ@ENG.UFL.EDU addresses that are noted on the administrative phone list.
5. You may be sending 'winmail.dat' attachments that are difficult to decode with alternate email clients.
   When Outlook connects to and delivers email through a Microsoft Exchange Server there is no way to override the creation of 'winmail.dat' attachments. Within Engineering Administration we do not use the Exchange Server for email but there is still the possibility that your email is being delivered through it. The primary cause of this is using the Exchange Server's address book when composing an email message. If you use the Exchange Server's address book you are delivering email through the Exchange Server as one Exchange user to another... Outlook sees this and uses its proprietary 'winmail.dat' attachments.

You may ask, "How do I know if I'm using the Exchange Server's address book?" next. It's simple, when composing a message do you select addresses from an address book or do you type them in? If you select from an address book, do you select either of the Recipients entries from the Show Names from the: drop-down in the upper right corner of the address book dialog? If you do, you're using the Exchange server to deliver your email.

Adding another account to Thunderbird is relatively simple. It does, however, require you to know the appropriate account information and server addresses.

• From the menubar choose: Tools -> Account Settings
• From the Account Settings popup window click the Add Account button.
• Follow the different dialog prompts to enter the account and server settings.

  Uncheck the Use Global Inbox (store mail in Local Folders) checkbox if you want this account to have its own inbox, drafts, sent, and trash folders and not integrate with your Local Folders.

NOTE: Only add another account if this is an email address that you want to check for new email.

A different alias/identity will allow you to send email as a different From address (but not create another email account that needs to be checked for new email)... using your offices email alias for example (mis@eng.ufl.edu).

To create an alias/identity:

• From the menu select: Tools -> Account Settings
• Select the account you want to add an alias/identiy to by clicking it
• Click the Manage Identities... button
• Click the Add button when the identities for the account are displayed
• Complete the information in the Identity Settings dialog (at a minimum the Your Name and Email Address textboxes need to be filled in).
• Click the Ok buttons until the changes are saved.

To set a default domain you need to edit advanced settings in the config editor. You'll want to be careful what you do in here because if you change things without knowing what they do you can really messup some stuff:

Tools (menubar) -> Options (menu selection) -> Advanced (icon at top of popup window) -> Config Editor (button)...

(new window pops up)

Scroll till you see the setting mail.identitiy.default.autocompleteToMyDomain and click it so it says True. It will probably go bold as well to indicate that is is no longer a default value.

Sending the email as a different account/alias/identity is the same. When composing the message, click the down-arrow at the end of the From: selection to change it to the new address.

Establishing the different account/alias/identity is a different story. Look for the other FAQs about that.

No! Unfortunately, Thunderbird does not import filters from Eudora or Outlook. The filters will have to be set up manually.

Email folders for those that have received their new computer have been moved back to network drives. This means that your email files are automatically backed-up nightly. If you question whether or not this includes you, please contact MIS.

For those individuals still using old computer systems, MIS has an article discussing some helpful email practices. There is information on how to manually backup Eudora email in this article. Please follow the link below to view this section of the article.

http://www.eng.ufl.edu/home/mis/articles.html? id=239#Backup

The only method for changing what HEADER information is printed is by changing what HEADER information is displayed before you click the print button.

By default, if you are printing email messages from the preview pane, only the FROM, TO, and SUBJECT header lines will print. If, on the other hand, you open the message and print, you will see the additional header lines of DATE, X- MAILER, X-SPAM-STATUS, X-SPAM- LEVEL, and X-SPAM-CHECKER-VERSION. When you have the message open, you can also click the BLAH BLAH BLAH button to display the RECEIVED header lines. If, at this point, you click the print button, you will also have the RECEIVED header lines on your printout.

You can not have different message header lines print that what are displayed.

You can selectively choose which header lines appear in the preview pane by using an advanced X-EUDORA option called PreviewHeaders and PreviewHeadersMaxLines. To change these settings click on the link below. Within Eudora a dialog box will be displayed that shows the default value, current value, and new value. Simply type in the new value and click the OK button. You may need to restart Eudora to have the settings take effect.

Option	Default Value	Explanation
PreviewHeaders	To:,Subject:,Cc:, Bcc:,X-Attachments:	A comma-separated list of headers that should be shown in the preview pane. The matching is done on a prefix basis, so any header that begins with one of these values will be shown.
PreviewHeadersMaxLines	4	This is designed to keep preview pane headers to a minimum. This is most often used to control large To: or Cc: headers where someone inserts a large number of individual addresses.

Thus, to add the date to the Preview Pane header information, click on the PreviewHeaders link above and type in "To:, Subject:, Date:, Cc:, Bcc:, X-Attachment:" for the new value.

NOTE: In Eudora 6.X make sure None is selected in the Preview Pane Header Style drop-down box (indicated by the red arrow in the below image).

Question submitted by: Alexia Lewis (OER)

Eudora will do it's best to properly junk messages... but undoubtedly during the first few days it'll be wrong. What do you do? For messages that are not properly junked (spam that is still in your In mailbox), simply right-click and choose Junk from the context menu. You can also use the keyboard shortcut of CTRL-J once the message is selected.

You'll also want to periodically check the Junk mailbox to see if there were any false positives (a message that was junked that shouldn't have been). If there is a false positive, right-click on it and select Not Junk. Marking it as Not Junk should move the message back to the In mailbox.

Everytime you mark something as Junk or Not Junk Eudora will get a little bit smarter and, hopefully, not make the same mistake again. This process is referred to as training the filter and could take a few days or weeks until the Junk Mail filter reliably junks messages.

Read more about this and see some sample screenshots illustrating the training process in the Eudora's Junk Mail Feature article.

Eudora has a feature called 'Junk Mail'. You should see a mailbox called Junk right under the In and Out mailboxes. When new mail arrives Eudora's filtering process tries to examine the email and determine if a message should be 'junked' or not. It scores email as junk much the same way as SpamAssassin does. However, the biggest way it learns what is junk mail and what is not is by being trained. Over the course of time, as it is trained, it will become better at recognizing junk email.

In other words, the Junk Mail feature is an automagic way of getting rid of spam email.

Eudora will do it's best to properly junk messages... but undoubtedly during the first few days it'll be wrong. What do you do? For messages that are not properly junked (spam that is still in your In mailbox), simply right-click and choose Junk from the context menu. You can also use the keyboard shortcut of CTRL-J once the message is selected.

You'll also want to periodically check the Junk mailbox to see if there were any false positives (a message that was junked that shouldn't have been). If there is a false positive, right-click on it and select Not Junk. Marking it as Not Junk should move the message back to the In mailbox.

There are some additional control settings that can be tuned in the Options control panel within Eudora available through the Tools menu. Such as marking any message coming from someone in your addressbook as not junk. Take a look and see how you can customize this feature for yourself.

Read more about this and see some sample screenshots illustrating the training process in the Eudora's Junk Mail Feature article.

If you find that you are getting mostly unwanted email to an expansion address, contact MIS and have us blacklist it.

All you need to do is add a '-' and then some text after your engineering email username in your email address. Ex. myusername- text@eng.ufl.edu.

The ability to create email aliases whenever you like by adding a special character and some text after your username in your email address. Ex. myusername-text@eng.ufl.edu. Any email sent to this different address will still be delivered to your regular email account.

Expansion addresses can help with filtering your message into different mailboxes. They also help with dealing with spam, now you can register to a website with an expansion address and if you start getting spam to that expansion address you can have it blacklisted.

http://webmail.ad.ufl.edu

Login using your Gatorlink username and password. The webmail client will work in any browser but the best experience comes when using Internet Explorer 7. With IE7, the webmail client resembles Outlook. As a result, you will have access to your calendar, tasks, notes, etc. You will also be a few other benefits (like having access to the Exchange global address lists).

There are three possibilities for changing your email password:

1.	If you do not know your current password: If you do not know your current password you'll need to call MIS (392-9217) and ask to have your email password changed. We will set a temporary password so that you can change your password to something you want using one of the methods below.
2.	If you know your current password (webmail): Open a web browser and login to the Engineering webmail client ( http://webmail.eng.ufl.edu). Once logged in, select the Options link in the top menu (#1, figure one). Once at the Options screen select the Change Password link (#2, figure one). You will need to enter your old password and new password twice to change your password. NOTE: This process sometimes has problems changing passwords that use punctuation. If you have problems please contact MIS.	Figure One: click for larger image
3.	If you know your password (Eudora) From the Special (#1, figure two), choose Change Password... (#2, figure two). You will be guided through the process by several dialog boxes that ask for your current password and new passwords. NOTE: This option is only available from your Engineering Administration workstation in Weil Hall.	Figure Two: click for larger image

Archiving and organization of email into smaller and/or less accessed mailboxes are two of the best ways to help protect email from being lost.

Please look over our other email FAQ questions to get more detailed information about:

• Archiving Email
• Organizing Mailboxes

You should NOT do this through Eudora. There is a smart application called 'vacation' that is available through 'Options' in the webmail client. Please use this for creating away messages and automatic out-of-office replies.

SMTP server (outgoing) mail.eng.ufl.edu IMAP server (incoming) imap.eng.ufl.edu POP server (incoming) pop.eng.ufl.edu Your username and password.

The most likely culprit of missing email for Outlook 2003 users is the Junk E-mail Filter. The Junk E-Mail filter, when trained properly, is a wonderful addition to any e-mail environment. This technology can be taught how to determine what messages are junk e-mail, with your assistance, and forward it to a Junk E-mail folder for you.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

The Junk E-mail Filter in Outlook is turned on by default and may catch some legitimate e-mail. Any message that is caught by the Junk E-mail Filter is moved to a special Junk E-mail folder. You should review messages in the Junk E-mail folder from time to time to make sure that they are not legitimate messages that you want to see. Over time you can train the Junk E-mail filter to recognize which items are junk and which items are legitimate. Keep reading for more instructions on how you can do this.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

The Junk E-Mail settings are stored in a file on your workstation or on the Exchange server depending on your settings. With the transition, MIS Technicians have changed the location that Outlook searches for your mail and the settings that control how your mail is handled. Once all of the users have been transitioned to the new server MIS will be able to assist you in the process of importing most of the settings that you have used in the past.

In the meantime you will need to verify that all of the email that is being transferred to the Junk E-Mail folder is actually junk e-mail and act accordingly. I have outlined the different options that you have for setting this filter.

Outlook 2003 has built in three Junk e-mail Filter lists — Safe Senders, Safe Recipients, and Blocked Senders. When you receive email in your inbox it may already be labeled [SPAM] or it may not. Please verify that the email is junk e-mail then right click it and find the “Junk E-mail” option. Place your mouse over “Junk E-mail” and select one of the following options from the list to the right:

Add Sender to Blocked Senders List – Select this option if you want all e-mail from this sender to be automatically forwarded to your Junk E-mail box.

Add Sender to Safe Senders List – Select this option if an item is inadvertently marked as [SPAM] and/or forwarded to your Junk E-mail box.

Add Sender’s Domain [@example.com] to Safe Senders List – Select this option for e-mail addresses that are from domains that you would normally receive e-mail from. (i.e. [@eng.ufl.edu] or [@ufl.edu])

Add Recipient to Safe Recipients List – Select this option if you belong to a mailing list or a distribution list. You can add the list sender to the Safe Recipients List, so that messages sent to these e-mail addresses or domain names are never treated as junk, regardless of the content of the message.

Mark as Not Junk – Select this option if messages are inadvertently labeled as Junk E-mail and you would like them returned to your inbox. You will then have the option to always trust email received from that sender and always trust email sent to the recipient (designed for items sent to a distribution list). By selecting this option you are training your Junk E-Mail filter to recognize what is legitimate and what is not.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

Eudora will do it's best to properly junk messages... but undoubtedly during the first few days it'll be wrong. What do you do? For messages that are not properly junked (spam that is still in your In mailbox), simply right-click and choose Junk from the context menu. You can also use the keyboard shortcut of CTRL-J once the message is selected.

You'll also want to periodically check the Junk mailbox to see if there were any false positives (a message that was junked that shouldn't have been). If there is a false positive, right-click on it and select Not Junk. Marking it as Not Junk should move the message back to the In mailbox.

Everytime you mark something as Junk or Not Junk Eudora will get a little bit smarter and, hopefully, not make the same mistake again. This process is referred to as training the filter and could take a few days or weeks until the Junk Mail filter reliably junks messages.

Read more about this and see some sample screenshots illustrating the training process in the Eudora's Junk Mail Feature article.

Eudora has a feature called 'Junk Mail'. You should see a mailbox called Junk right under the In and Out mailboxes. When new mail arrives Eudora's filtering process tries to examine the email and determine if a message should be 'junked' or not. It scores email as junk much the same way as SpamAssassin does. However, the biggest way it learns what is junk mail and what is not is by being trained. Over the course of time, as it is trained, it will become better at recognizing junk email.

In other words, the Junk Mail feature is an automagic way of getting rid of spam email.

Eudora will do it's best to properly junk messages... but undoubtedly during the first few days it'll be wrong. What do you do? For messages that are not properly junked (spam that is still in your In mailbox), simply right-click and choose Junk from the context menu. You can also use the keyboard shortcut of CTRL-J once the message is selected.

You'll also want to periodically check the Junk mailbox to see if there were any false positives (a message that was junked that shouldn't have been). If there is a false positive, right-click on it and select Not Junk. Marking it as Not Junk should move the message back to the In mailbox.

There are some additional control settings that can be tuned in the Options control panel within Eudora available through the Tools menu. Such as marking any message coming from someone in your addressbook as not junk. Take a look and see how you can customize this feature for yourself.

Read more about this and see some sample screenshots illustrating the training process in the Eudora's Junk Mail Feature article.

If you notice that messages incorrectly tagged as spam, or messages that are not being tagged as spam but should be, are right on the verge of earning a score that would allow SA to correctly tag them it is better to adjust the score that a test has then to adjust your threshold. As you become familiar with the new system you will see what the tests are and how the are scored. If you notice that a slight adjustment to the score of one of the tests will help you, email the test name and the new score value to MIS.

If you find that a large percentage of legitimate email is being tagged as spam or that spam messages are not being caught by SA this could indicate that the threshold is set incorrectly. The SA threshold can be raised or lowered to any value by MIS. If, after using this new system you notice that only spam messages are scoring in the five range, your threshold can be lowered to five. Conversely, if you have a large amount of legitimate mail being incorrectly tagged as spam, the threshold can be raised. Contact MIS to ask that your threshold be changed.

Yes, SA can be changed so that the new header information is just added to the email or that the SUBJECT line is modified. However, this is much less secure and not recommended.

No, SA is not a virus scanning application.

Spam emails often have a characteristic style or common disclaimers (a large percentage of capital letters, subjects pertaining to refinancing or viagra, being asked to click below, etc). SA uses more than 900 different tests based on these characteristics to determine if a message is spam. Each test that 'hits', meaning the email message has that specific characteristic, has a score associated with it indicating how likely the message is, or is not, spam. If the final score of all tests is above a certain threshold the email will be tagged as spam. The threshold on the COE mail server is currently set to six

Yes, you can contact MIS and request that your email not be filtered.

Yes, MIS has installed SpamAssassin (SA), a programable SPAM filter that checks incoming email and tags messages it thinks are spam. More information about SA can be found in our Filtering Spam article. We have also developed several blacklists, explained below, and other filters for blocking know spammers. In addition to server-side protection we are planning an upgrade to the next version of Eudora which includes a client-side junk mail filter (Eudora will progressively learn to tag spam as you teach it which messages are, and aren't, spam. We also have developed several techniques for preventing email addresses from being harvested from the College of Engineering web server.

All messages should be processed by SA and should have the additional headers added. So, before you assume a spam message was not processed by SA open the message and view the full headers. It may be that the spam did not score high enough in order to be tagged as spam. At times, however, the mail server can become overloaded with incoming and outgoing messages. During these conditions SA will choose to pass the message on without processing it. This is done so that mail messages are not dropped. These conditions should not happen very often.

SA is not full-proof, sometimes legitimate email will be incorrectly tagged as SPAM. It is advised that you periodically review the messages tagged as SPAM to ensure that this has not happened.

Yes. If you find that you are getting SPAM from a certain address, we can force SA to always tag messages from that address as spam (this is called blacklisting). Other tuning of SA can be done by adjusting the scoring threshold or changing the value on specific SA tests. More detail about these options can be found in the Filtering Spam article.

SA is not always accurate. It will tag messages as spam that really aren't. This is called a false positive. The most useful technique in tuning SA to not tag messages as spam is called whitelisting. This refers to creating a list of email addresses that SA will never tag as spam (the opposite of blacklisting). In addition, the threshold or values assigned to SA tests can be changed for you. More detail about these options can be found in the Filtering Spam article.

SA makes several changes to an email once it is tagged as spam. A full discussion of the changes can be found in the Filtering Spam article. Briefly, there are four changes made to a message tagged as spam:

1. Header Additions: several new headers are added to the message to indicate how the message was processed
2. Content Preview: the first few lines of the message are provided as text so you can preview the message
3. Content Analysis: a summary of the tests that hit
4. Attachment: the original message is attached at the end of this new message

These changes are made so that you can use client-side filtering to move all messages tagged as spam to a separate mailbox for later review.

Email that is marked as SPAM that is actually a valid email message.

Creating a list of email addresses whose messages will always be tagged as spam by SA.

Creating a list of email addresses whose messages will never be tagged as spam by SA.

The original message is added as an attachment for security reasons. Many SPAM emails contain obscene content or executable HTML content that can potentially harm your computer. As an attachment you do not have to worry about the harmful side- effects of spam.

Yes, server protection is only one part of an effective solution to fight viruses. Infection can also occur when downloading programs, browsing webpages, using floppy disks, etc. This is why good virus scanning software on the workstation is still a necessary part of the total solution.

Yes, you still need to be leary of opening attachments that you were not expecting. You should also still run virus checking on your computer regularly.

No, currently we block email containing viruses from delivery and generate a bounce message to the sender stating what kind of delivery problems there where and what they need to do to correct them.

We do not currently have 'virus scanning' software on the email server that scans email attachments for virus. before delivery of the message. Other procedures are in place, howerver, to protect your computer from viruses. The primary method is by blocking executable attachments (.EXE, .COM, .BAT, .PIF, .SCR, and many many more). We also have filters on the server to block attachments with known virus names or that come from known virus email address such as BIG@boss.com. The protections on the mail server are in addition to the virus protection software running on your local workstation and on the novell file servers.