DEALING WITH SPAM


IMPORTANT CHANGE NOTICE

As of July 18th OCAD University I.T. Services will be implementing improvements to the faculty and staff email security and anti-spam solution.  We will be migrating to a learning based and self-reporting approach that enables end users to determine and customize spam filtering settings.  These changes will significantly reduce concerns related to proper identification and processing of spam.

Approximately 90% of all incoming email into the University is unsolicited, unwanted, bulk messages -- otherwise known as spam.

OCAD U IT Services uses several layers of security and preventative measures including software to scan every e-mail message and analytically determine if an e-mail message is spam or a legitimate correspondence. The software is unfortunately not always accurate -- it will miss some spam, and may incorrectly label legitimate mail as spam.

Please review the following important points carefully to ensure a smooth and effective transition.

Frequently Asked Questions

Q:Will messages still be labelled as *****SPAM****** in the subject line?

No. Identified spam will no longer be labelled but messages will be automatically filtered to the Junk-Email folder. Please check your Junk-Email folder regularly for incorrectly filtered email.

  • The Junk E-Mail folder can be found in your Outlook account listed with your other Mail Folders.  The Junk E-Mail folder is automatically created and any email that is deemed Junk/Spam is placed in this folder.

Q: Do I need to make changes to my existing filter rules?

No.  It is not necessary to make any changes to your filter rules.

  • Filter rules are used to automatically sort your email based upon specific parameters.

Q: What do I do if I receive an unidentified (unfiltered) spam in my Inbox?

You no longer need to report emails to the IT Services Help Desk for identification or assessment for spam filtering.  Please follow these steps:

For Windows users (for Mac users see below) to find out what version of Outlook you are using Click Start → All Programs → Microsoft Office → Microsoft Office Outlook (Version #)

For users using Outlook 2007 : right click message and select Junk E-Mail -> Add Sender to Blocked Senders List.

  • For Outlook 2010: right click message and select Junk -> Block sender.
  • Outlook Web Access (https://outlook.ocad.ca) :  right click message and select Junk E-Mail -> Add Sender to Blocked Senders List.
  • Outlook for Mac: right click message and select Junk Mail -> Mark as Junk.
  • Apple Mail: open the message and click the Junk Button.

Q: What do I do if I receive a legitimate email in my Junk E-Mail folder?

You will need to review the contents of your Junk E-Mail folder regularly to check for emails incorrectly identified as spam.  You can white list emails  sent from that address.

You no longer need to report emails to be white listed to the IT Services Help Desk.    Please follow these steps:

  • Outlook 2007 : right click message and select Junk E-Mail -> Mark as Not Junk.
  • Outlook 2010: right click message and select Junk -> Not Junk
  • Outlook Web Access: right click message and select Junk E-Mail -> Mark as Not Junk.
  • Outlook for Mac:  right click on the message and select Junk E-Mail -> Mark as Not Junk and it will be moved to the Inbox.
  • Apple Mail: open the message and click the not junk button and it will be moved to the inbox.

Q: How does it work with Blackberry and iPhone?

The new spam filtering service and access to Junk Email folders is available through your Outlook client or Web Outlook access.  White listing functions are not presently available through Blackberry or iPhone.

Q: Are my contacts whitelisted by default?

Yes they are. Any emails sent from contacts in your contact directory will not be filtered into the junk mail box.

Q: Which web browsers are supported?

Internet Explorer 7 or later, Firefox 3 or later, Safari 5 or later.