E-mail & Calendaring

E-mail & Calendaring Direction

Overview

Beginning in late 2011 and ending in the summer of 2012, a number of campus constituent groups set out to assess the current state of email, calendaring, and collaboration services provided to students, faculty and staff; survey the current landscape of service offerings available; and determine a new direction for these services. This page overviews the messaging and calendaring services chosen as a result of this effort, and tracks the progress toward their implementation.

Phase 1: Google Apps for Education

In the spring of 2012, the undergraduate and graduate student governments surveyed their peers about their preferences for an email and calendaring service to replace CULink. A strong preference for Google Apps for Education emerged and a project was undertaken to make Google Apps for Education available for students and alumni during the 2012-13 academic year.

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Service Category

Exchange - Delegate Best Practices and Recommendations

Overview

Follow the guidelines below when working with delegates within Exchange.

  • In order to avoid any inconsistencies, it is best for only the organizer of a meeting to make updates to a meeting.
  • It is best for owners and delegates to use the same version of Outlook, with the same software patches and hot fixes, to avoid complications.  This is especially important for manager/delegate relationships.
  • Two users should never modify the same item at the same time. This will generate meeting conflicts, If the time is changed, the modified item may seem to disappear from the calendar.

Audience

Service Category

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Exchange - Requesting an Exception

Overview

CU employees have legal obligations to maintain and/or make available electronic information in the event of litigation, subpoena, court order, open records request, or other legal requests. If faculty or staff members determine that use of the CU-Boulder email service interferes with their ability to pursue their academic or research activities then they will need to certify, through the CU-Boulder IT Security Office, that e-discovery requirements are met. This document outlines that process.

Some organizations' domains, such as national labs, institutes or other campuses, have been approved to serve as one's email delivery location. If you wish to forward your email to a domain that is not on the approved list of domains, you should follow these steps to request that your email be forwarded to a third-party provider:

Service Category

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Unix Account Policy

Affiliated faculty, staff, and students receive email service via Google or Exchange, which uses the IdentiKey system.

Other accounts on particular OIT Unix machines may be requested by CU-Boulder faculty, staff, and students for any bona fide purpose related to their work or studies at CU-Boulder. Accounts will not be granted for commercial purposes. The requester will be required to state the purpose for which the account is to be used.

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E-mail for Life

Overview

Through the Email for Life program, CU-Boulder graduates will automatically keep registered colorado.edu email addresses accessible through Google.

OIT provides this service in partnership with the CU Alumni Association.

Features

Features

 

Benefits

Benefits

Keep your @colorado.edu address to keep your CU-Boulder contacts and connections.

Cost

Cost

There is no-cost for this service.

Who can get it

Who can get it

  • CU-Boulder alumni that graduated May 2008 and beyond get to keep their @colorado.edu email address and their Google email account. They can choose to change their email delivery location to a different email account.
  • CU-Boulder alumni that graduated between May 2002 and December 2007 that opted into the program get to keep their @colorado.edu email address, which they can forward to a different email account.
How to get it

How to get it

When you graduate from CU-Boulder you will get to keep your @colorado.edu email address and your email account automatically, with no disruption in service.

Tab 1

Tab Title

Training & Consulting

Tab Content

For assistance contact the IT Service Center.

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Audience

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Direction

E-mail and Anti-Spam - Report Spam

Overview

Learn how to report spam to OIT.

Reporting a False Negative

To report a false negative (mail not being marked as Potential-SPAM when it should have been) you can send that message as an attachment (RFC-822 MIME encoded) to spam@colorado.edu.

If you do not know how to send a message as an attachment follow the directions below for your mail client. Please note that the mis-identified message must be attached to the email that you send – we cannot accept “forwarded” messages.

Service Category

Apple Mail
  1. Click on the email you want to forward
  2. Select File Save AsFormat - Raw Message Source
  3. Create a new message
  4. Attach raw source file(s) to the new message
Entourage (All Versions)
  1. Right-click the message to submit
  2. Choose Forward As Attachment.
Google Mail in Browser
  1. Open the message you want to forward.
  2. Click the Forward link in the box below the message.
  3. Add the new recipient(s) and any additional text to your message.
  4. Click Send.
Microsoft Outlook 2007
  1. Click on the email you want to forward
  2. From the Actions menu, select Forward as Attachment
Microsoft Outlook 2010
  1. Click on the email you want to forward
  2. From the More menu, select Forward as Attachment
Microsoft Outlook 2011
  1. Right-click the message to submit
  2. Choose Forward Special -> As Attachment.
Mozilla Thunderbird
  1. Click on the email you want to forward
  2. Select Message, then Forward As, and then select Attachment
Outlook Web App (Using Internet Explorer on Windows)
  1. Select the email you wish to forward.
  2. Click the Forward drop down-arrow.
  3. Select Forward as Attachment.

Forwarding as an attachment is not available in the light version of OWA, using Safari or Firefox.

PINE
  1. Open PINE
  2. Configure PINE to display full headers if you have not already done so
    • M (Main Menu)
    • S (Setup) Choose a setup task from the menu below:
    • C (Configure)
    • Scroll down to Advanced Command Preferences, and press X to set enable-full-header-cmd.
  3. After checking enable-full-header-cmd Forward a message an attachment as follows:
  4. Select the message
  5. Press Enter to read it
  6. Press the H key to display full headers
  7. Press the F key
  8. Type yes to forward as attachment

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E-mail and Anti-Spam - Understanding Headers

Overview

Below are depictions of email headers so that you review the SenderBase Reputation scores (SRBS).

In the header, lines 1-4 are different for Gmail customers and Exchange customers. The images below demonstrate that difference.

First four lines of the header for a Gmail customer:

Gmail header, first four lines

First four lines of the header for an Exchange customer:

Exchange header, first four lines

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E-mail and Anti-Spam - Marking Potential Spam

OIT uses an email filtering technology to process incoming email for spam and viruses for the CU-Boulder campus. This system scans incoming messages using an extensive collection of rules to determine the likelihood of each message being spam, then assigns a numeric score to each message.

Messages are given an "SBRS" (SenderBase Reputation) score and an IronPort SPAM Score. For SBRS, the range is from 10 (likely a trustworthy sender) to -10 (apparent spammer). A score of "none" indicates that there was no information about the sender at the time the message was being processed.

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E-mail and Anti-Spam - Help

Support Area Description
Mark Potential Spam Learn about how OIT flags messages that might be spam.
Report Spam Send us false positives and false negatives.
Understanding Headers

Service Category

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Exchange - E-memo Regarding the Record Retention Policy

TO:    Boulder Campus Teaching & Research Faculty, Staff, Deans, Directors, Dept Chairs
      
FROM:    Office of the Chancellor, Office of the Provost
      
SENDER:    John Sleeman, University Counsel, Larry Levine, AVC for IT and CIO

DATE:    May 1, 2011
      
SUBJECT:    New Email/Calendaring Solution & the Record Retention Policy

Service Category

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