Category: Email

Self Service Password Reset Prompts

Have you set up Self Service Password Reset (SSPR) before?

If you have registered two methods of authentication methods with us in the past, normally a mobile number and a personal email address, it means if you ever forget your password you can reset it without needing to contact UoDIT for assistance. Once a year you will be prompted to check the details you have registered to make sure that they are up to date. As we have just passed another anniversary since going live with SSPR, you may find you are being prompted for these checks around now.

Don’t worry, this is perfectly normal behaviour. Please check your details and amend if necessary then you are go to go for another year. However, if you have any questions or are unsure of the process, please contact the Service Desk via the Self Service Portal – help4u.dundee.ac.uk

If you have never registered your details via SSPR please take the time to do so. The tool lets you take control if you forget your password or need to change it. Take a minute to add your details by clicking on Set it up now at the webmail login page – www.uod.ac.uk/email.

Service Disruption: Life Sciences Password Reset Prompts

Uod IT are aware that colleagues in Life Sciences are receiving emails requesting that they change their Life Sciences password.  The majority of these emails reference dates in the past – these emails do not require any action from you.

Our engineers are looking into a resolution and any updates to this issue will be communicated via this status.

Please accept our apologies for the inconvenience.

Delayed emails from My Dundee

Emails sent from My Dundee have been delayed and are now starting to come through to your inboxes. You may see this error “This sender might be impersonating a domain that’s associated with your organization”

What’s happening?
Significant numbers of emails sent from My Dundee, including both module and major system announcements, have been identified by Microsoft servers as spam. they have therefore been blocked, meaning that many users have not received these messages.

UoD IT have worked with Microsoft to release these blocked emails and have now released them. This has resulted in a backlog of emails coming out. This means that you may get emails that should have been received as long ago as the 2 Jan 2019.

Solution?
A temporary solution has been put in place and the emails that had been blocked over the last two weeks have now been released. This does however mean that many of you will receive delayed emails.

A long term solution is being put in place by UoD IT, working with our vendors Blackboard and Microsoft. We expect this to be resolved today.

We have no reason to believe that any emails or announcements have been lost.

Updates to Secure Mobile Working/Company Portal app on iOS

If you get your work emails on your smartphone/tablet through an app such as Outlook, that means you’ve proven your device meets the University’s minimum security standards. This check is performed by the Company Portal app, which you’ve installed on your device.

Stopped getting emails to your iOS device lately?
Microsoft Intune just updated their support policy for the Company Portal app, which means you need to have updated the software on your device to iOS 10 (minimum) or above (latest iOS 12 recommended). Go into your Settings app, select General, then Software Update, and apply the update to start receiving your emails through your chosen app once again. In line with Apple, only devices running one of the 3 latest iOS versions will be compatible with the app from now on.

Older devices that don’t support an OS greater than iOS 9 
Certain devices such as iPhone 4S, iPod Touch, iPad 2, iPad (3rd Generation), and iPad Mini (1st Generation) can’t be updated to within the latest 3 versions. If you have one of these devices, you will have noticed you’re no longer receiving your work emails through your chosen email app. If this applies to you and accessing your email via browser on your device moving forwards isn’t an acceptable option, contact the budget holder in your School or Professional Service to discuss the possibility of procuring a new device through IT Buying.

Received a Spam or Phishing Message??

Received a junk or phishing email?

Follow our guidance below to flag these messages to Microsoft directly:

Submit junk messages in Outlook on the web

To submit a junk mail message to Microsoft:

1. Click on the junk message and then click Junk on the toolbar. This moves the message to your Junk email folder and adds the sender to your blocked sender list.

2. A dialog box opens asking if you want to send a copy of the junk email message to Microsoft for analysis. Click report to send the message to the Microsoft Spam Analysis Team. Optionally, select the Don’t show me this message again check box if you want to automatically submit future junk messages to Microsoft without being prompted.

Submit phishing scam messages in Outlook on the web

To submit a phishing scam message to Microsoft:

Click on the phishing scam message, click the down arrow next to Junk, and then click Phishing on the toolbar. Office 365 does not block the sender because senders of phishing scam messages typically impersonate legitimate senders. If you prefer, add the sender to your blocked senders list by following the instructions in the topic Block or allow

To submit a junk or phishing scam message to Microsoft using an email programme

1. Create a new, blank email in your email program (Outlook, Mail,
Thunderbird etc.)

2. Address the email to the Microsoft team that reviews messages as
follows:
• For junk messages, address your email to
junk@office365.microsoft.com

• For phishing scam messages, address your email to
phish@office365.microsoft.com.

3. Copy and paste the junk or phishing scam message into that email (as
an attachment).You can attach multiple messages to the email if you
want to. Make sure all the messages are the same type – either
phishing scam messages or junk email messages.
Leave the body of the new message empty.

4. Click Send

Microsoft retiring Outlook Web Apps (OWA)

The OWA apps for iPhone, iPad, and Android mobile devices will no longer work from tomorrow (15 May 2018) onwards. If you currently use this app on any of your mobile devices, you need to download and install the Outlook for iOS or Outlook for Android app instead.

The Outlook apps offer enhanced email and calendar features, and most of the functionality currently found in the OWA apps. A few features such as the ability to access shared mailboxes will not be available until later in the year.

More information can be found in Microsoft’s support.office.com article.

Changes to your Junk Email folder

We’re making changes to the email system that will improve the filter on your Junk Email Folder from Wed 25 Apr.

Impact
If you don’t already do so, you need to start checking and managing your Junk Email folder regularly. Most emails diverted to this folder will be junk and spam/phishing, but some legitimate emails may be sent there too.

What to do with spam/phishing emails you find in this folder
Report these emails to Microsoft using the instructions in our web guide before deleting from your Deleted folder.

What to do with any legitimate emails you find in this folder
Right-click the email and mark as Not junk to divert the email to your Inbox folder. All emails you receive from that sender will go to your Inbox from then on. Further instructions can be found in our web guide.

Benefit
This will reduce the amount of fraudulent emails that make it into your Inbox, decreasing the likelihood you’ll interact with them.

Getting help
If you have any issues or questions, please contact the Service Desk (C1804-007).

Phishing email: Undelivered Mail

UoDIT is aware of more phishing emails being received by staff at the University.

Example Email below:


Dundee server detected your [username]@dundee.ac.uk email have (14) undelivered mails since the 16th of December 2017, which are awaiting your approval to be delivered.

Be aware that this should fix any mailbox malfunctions, kindly ask you to follow instructions as below.

* Move pending messagesnfrom Server to Inbox
* Review pending messagenwith Dundee Cloud server

Further messages might not be delivered if any of the above actions are not performed.


Please remain vigilant and please do not click any links in these emails and do not interact with the email if you have received it and delete from your inbox immediately.

Did you click?

  • If you have supplied your credentials or personal information, change your password immediately.
  • If the device you used when interacting with it is University-owned (i.e. a Student / Staff Desktop), please contact the IT Service Desk for advice.
  • If the device you used when interacting with it is your own (i.e. a personal device), we advise that you run an anti-malware software from a reputable source and perform a scan on your device yourself.

Educate yourself
The most common phishing attack method is by emails. These authentic-looking messages, usually called phishing scams, are designed to exploit information from the recipients; either by asking them to reply to an email message or by clicking on a link/attachment within the email.

These emails cannot corrupt your device on its own, you have to interact with it. Think:

  • When you receive an email to your University account, consider if you were expecting correspondence on that topic, from that recipient. If you weren’t, and the message is calling for you to act either by sending information, clicking on an active link, or downloading an attachment, first ask the IT Service Desk to confirm its legitimacy.
  • Never tick/check enable macros on attachments, unless you explicitly need to and trust the sender.
  • Don’t run a program if you don’t know where it has come from and you have not chosen to install it yourself
  • Do not provide your username and password, especially if you have any concern over the legitimacy of an email

Further advice can be found on the Information Security website section.

https://www.dundee.ac.uk/it/services/security/

Getting help
UoD IT staff are available 09:00-22:00 Mon-Fri and 10:00-22:00 Sat-Sun. Please log a call for assistance via Help4U if you have any concerns.

Phishing email named Your Office Email Storage Space Low

UoDIT is aware of more phishing emails being received by staff at the University.

Example Email below:


Subject: Your Office Email Storage Space Low

Microsoft Office Email 365
You are out of storage space.

Your email xxxxx@dundee.ac.uk is out of storage space and will soon be stopped from sending or receiving emails until you
enable or buy more storage space

We recommend you to enable or buy more storage space by checking enable more storage below
for you to enable sending and receiving emails and to avoid your email being compromised

Enable More Storage

This action will take a brief period before this request takes effect
This is a mandatory communication about the service. To set communication preferences for other cases.
This message was sent from the email address is not monitored. Do not reply to this message.
Privacy | Legal Notices

Microsoft Corporation
600 Pine Street, Suite 352,
Seattle,
WA 98101, USA.


 

Please remain vigilant and please do not click any links in these emails and do not interact with the email if you have received it and delete from your inbox immediately.

Did you click?

  • If you have supplied your credentials or personal information, change your password immediately.
  • If the device you used when interacting with it is University-owned (i.e. a Student / Staff Desktop), please contact the IT Service Desk for advice.
  • If the device you used when interacting with it is your own (i.e. a personal device), we advise that you run an anti-malware software from a reputable source and perform a scan on your device yourself.

Educate yourself
The most common phishing attack method is by emails. These authentic-looking messages, usually called phishing scams, are designed to exploit information from the recipients; either by asking them to reply to an email message or by clicking on a link/attachment within the email.

These emails cannot corrupt your device on its own, you have to interact with it. Think:

  • When you receive an email to your University account, consider if you were expecting correspondence on that topic, from that recipient. If you weren’t, and the message is calling for you to act either by sending information, clicking on an active link, or downloading an attachment, first ask the IT Service Desk to confirm its legitimacy.
  • Never tick/check enable macros on attachments, unless you explicitly need to and trust the sender.
  • Don’t run a program if you don’t know where it has come from and you have not chosen to install it yourself
  • Do not provide your username and password, especially if you have any concern over the legitimacy of an email

Further advice can be found on the Information Security website section.

https://www.dundee.ac.uk/it/services/security/

Getting help
UoD IT staff are available 09:00-22:00 Mon-Fri and 10:00-22:00 Sat-Sun. Please log a call for assistance via Help4U if you have any concerns.