Computing Services

The department behind IT services at the University of Bath

Tagged: Email

Ransomware email: be vigilant

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📥  Computing Services, Security

There have been reports that an educational institution has been targetted by a ransomware email. It contains an attachment that, when opened, scrambles files on your computer and on shared drives.

As a result of these reports, we recommend that you do not open any email attachments from unknown sources and ensure that you have antivirus software installed which is up to date. You can read the full guidance on protecting yourself against ransomware in our blog post.

Please feel free to contact us should you need any further information and advice about this issue.

We strongly advise you to back up your files on a regular basis.

 

Graduating students email account closure

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📥  Computing Services

Account closure arrangements for graduating students, 2016

Unless otherwise notified, students leaving in Summer 2016 will be allowed access to their computer accounts until Wednesday, 31 August 2016.

Students will receive an individual email when their record in the student database is removed, stating exactly when their account will be closed (which will be at least 30 days from the date of the email).

Leavers should ensure that they have taken copies of any documents, emails, address books or other data they may require before their account is closed, as recovery may not be possible afterwards.

Leavers should also ensure that they have registered an alternate email address with Facebook, and any other web sites they may have signed up to with their University email address, before their account is closed.

Alumni email account

All final year students are entitled to a BathMail account (@bath.edu email address). Powered by Google, this 25GB email account makes the perfect post-Bath email address. You will receive your BathMail account in June 2016. Please note no emails from your University account and no information will be transferred. For more about this service, visit http://www.bath.ac.uk/alumni/services/bathmail/ or contact the Alumni Relations Team at alumni@bath.ac.uk

Students starting another course

Students who are completing their current course of study this summer but who will be starting another course at the University of Bath in the autumn (including students completing a two-year Foundation Degree and going on to do the top-up year) need to take action if they wish their account to remain open throughout this period. Please email account-closure@bath.ac.uk giving details of the course you will be starting. Depending on the status of your application we may need to seek confirmation from the Academic Registry.

Please note that in certain circumstances the presence in the database of an application for a new course may cause the account to be locked (or put into a state in which only Registration-On-Line can be accessed) as soon as the record for the previous course is removed. If this happens to you just email account-closure@bath.ac.uk as described above, but please also include an alternative means by which we can contact you (should we need to) before the account is reopened.

 

Email Filtering Service Improvements - Update

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📥  Communications & Collaboration, Computing Services

Following on from the previous blog post regarding the planned changes to University email filtering and relaying.

We're pleased to announce that this work is progressing well and by the end of today (07 March 2016) all bath.ac.uk[1] domains will be live on the new service.

What this means for you

If you use the University's  (Exchange) Outlook email service you should start to notice a reduction in junk email arriving in your inbox. The new service has much improved email message filtering capability and will deal with junk email by placing it directly in your junk email folder. This means that you will need to check your junk email folder occasionally to make sure something important hasn't slipped in there by accident.

If you find an email message in your junk email folder that you don't think should have gone there, or if you have messages arriving in your inbox that you think are junk then you should continue to use the Block Senders and Never Block Sender options in Outlook. In addition to this we will be introducing ways for you to report junk email directly to our new filtering provider, we'll provide more information on how to do this in due course.

During this work we have done some necessary housekeeping on some of the legacy domains[2] to ensure they continue working where possible.

[1] The email domain cs.bath.ac.uk is not included in this programme of works.
[2] The email domain maths.bath.ac.uk is now directly associated with Exchange. If you previously had a maths.bath.ac.uk email address these will now deliver directly to your Exchange mailbox. If forwarding or redirects are required please use an Inbox rule within Outlook or Outlook Web App.

 

Email Filtering Service Improvements

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📥  Communications & Collaboration, Computing Services

From the 29 February 2016, Computing Services' Communications & Collaboration Team will begin a programme of works to improve the University’s Email Service. The work will involve changing the email relaying and filtering system and aims to improve IT Security and reduce the amount of unsolicited (Junk) email received by service users.

What this means for you

The changes will be implemented over a period of two weeks from 29 February to 11 March. Once the work is completed you will have greater control over your email filtering by using the Blocked and Safe Senders lists within Outlook and Outlook Web App. In addition, there will be new processes to allow you to report Junk emails that slip through as well as those message that might accidentally get categorised as Junk.

We wanted to let you know about these upcoming improvements and we’ll be in touch again to let you know once the work is completed and to let you know how you can make use of the new features. Until then please remember to check your Junk Email folder.

 

The email link is changing, Monday 9 November

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📥  Communications & Collaboration, Computing Services

Hello

The Webmail link on the student homepage is changing to mail.bath.ac.uk  on Monday 9 November, as over half our students have switched their email to Outlook.

Please make sure you have migrated to Outlook by Monday 9 November.

go to: migrateme.bath.ac.uk to sign up (you'll need your University username & password, they're on your library card).

 

Many thanks

IT Literacy

P.S. If you need to get to your email (once or twice more) before migrating to Outlook use webmail.bath.ac.uk.

Welcome to Outlook Calendar, 29 June 2015

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📥  Communications & Collaboration, Computing Services

We are pleased that all staff can now use Outlook on their desktop or via mail.bath.ac.uk for email and calendar.  Computing Services Assistant Director, Gordon Roberts, explains the move from Thunderbird and Oracle to Outlook.

Following extensive requests and feedback from all corners, the University invested in the Microsoft Exchange platform as a combined replacement for the email and calendaring system. This is the global enterprise standard for collaboration and communications and will join up the two previously separate systems. It will reduce long term training overheads as the majority of staff and students joining the University will have had exposure to Microsoft Exchange previously.

As someone who has used Microsoft Exchange for many years, this will be a big change for the University and presents an opportunity to develop internal working practices.

Benefits to the University

This change will bring benefits to the University which include:

  • a consistent, high quality service to all staff and students
  • an ability to collaborate with external institutions via federated services
  • an easy to use interface and easy mobile access
  • an ability to setup meetings directly from emails
  • an ability to manage emails and calendaring in one system
  • integrated contacts management
  • scalability of service
  • ease of training

Resources available to help you with your new Calendar

If you have any questions or concerns about your email or calendar please get in touch.

 

Positive feedback

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📥  Communications & Collaboration, Computing Services

The Exchange roll out to staff seems to be coming along nicely, with well over half the University discovering the benefits of collaborative working. We thought we would share some of the positive feedback we have received:

The transition to Outlook seems to have gone very smoothly and the documentation, communication and support materials have been really good. I’m sure there has been a lot of hard work going on behind the scenes to make it all happen, so I’d just like to say congratulations on an excellent job and thank you to everyone involved.

Thank you so much for your support and help.

 

Help and support using Outlook

The above comments hopefully show the importance of useful supporting documents so that you can get the most out of the new email service.  We have information about getting started with Outlook which includes setting up your University of Bath signature and your out of office reply (in time for May bank holidays!).  There are courses in Outlook and our IT support team is happy to assist if you have queries not covered in the training and documentation.

 

New email service - project update April 2015

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📥  Communications & Collaboration, Computing Services

The new email service is based on Microsoft Exchange and for the majority this will mean using Microsoft Outlook on your desktop and mail.bath.ac.uk for your web access.  We are rolling out the service to 3,075 members of staff at the Univeristy of Bath by 4 June 2015.

Progress to date

The roll out is taking place in 39 sprints.  There are up to 4 of these a week and up to 100 people are migrated to the new service in each sprint.  A path for all staff to move to new email has been set for all but 46 people and we are working hard to make it 100%.  Staff at the School of Management are moving over this weekend (25 and 26 April 2015) and this will mean that the University will have one email service for all.  Once your move date is less than 3 weeks away you will receive emails from Computing Services Information to let you know what to expect. If you would like to know about alternative email clients to Outlook and if they work  with the Exchange server, you will find details on this page

People like to know what they will see on the morning that their email changes and this video shows what you can expect if you are opening desktop Outlook for the first time.

University wide service

The University has taken the decision to implement and support one email service based on Microsoft Exchange.   Many people will use Outlook on their desktop and connect their mobile devices to the Exchange server.  Most devices will autoconnect and all you will need is your email address @bath.ac.uk that starts with your University username as seen on your Library card (eg. abc12) and your University password.  Some people will prefer to connect in a different way and we have provided some guidance on which clients work with Exchange.  As a University we support Outlook and OWA (mail.bath.ac.uk).  If you are concerned that the new service will not meet your business requirements, please get in touch via your IT supporter.

Next steps

Using Exchange will allow us to roll out more collaboration tools in the future, for example this technology allows us to introduce tools like Lync or ‘Skype for Business’. The next step is moving all staff at the University to Outlook Calendar on the last weekend of June 2015.

 

Microsoft Exchange is coming...

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📥  Communications & Collaboration, Computing Services

Between March and June 2015 an exciting change is happening to the University's email service. Computing Services are working hard to roll out Microsoft Outlook to staff University wide.  The move means changing from an IMAP server to an Exchange server.

For the majority, this means a change from Thunderbird to Microsoft Outlook 2013. Additionally everyone can use Microsoft Outlook Web App (OWA) online via https://mail.bath.ac.uk.  OWA features the majority of the same functionality as Outlook.

Outlook was chosen to replace existing email because it provides a wealth of useful features to collaborate with your colleagues and make your working life easier.

Benefits mentioned by our customers so far have included:

  • prioritising work using action flags
  • the next step of moving your Oracle calendar into Outlook Calendar after June 2015
  • easy to set up email on mobile phones

Following successful pilot schemes at the beginning of the year, involving staff from the University Library, Student Services and the Department of Electrical Engineering, the roll out has now begun for Faculties and Professional Services departments. The goal is to have all staff migrated to Outlook by the middle of June 2015 followed by migrating your Oracle Calendar over into Outlook.  Please continue to use Oracle until then.

So far the response has been largely positive and staff have been enjoying the benefits.  Although this may seem like a big change, your IT Supporter will be in touch and you will receive an email from Computing Services letting you know your go live date and guiding you through the steps to take before you start to use Outlook.