MailWise

GRCC uses MailWise to filter incoming mail for SPAM (unsolicited email) and Viruses.  Any email receiving a spam score above a predefined threshold is blocked.  These emails can be retrieved by logging into the MailWise Portal and releasing them.  Users can also opt to receive digests (reports containing information about the blocked email) which are sent to their GroupWise mailbox.  The digest allow users to release the blocked email without having to go to the MailWise website. Emails containing viruses are also blocked, but cannot be released. For further information on how to use the MailWise filtering service, please download the MailWise user guide.

Currently, MailWise blocks any emails with a spam score higher than or equal to 3.8.  If you find that you are getting a large amount of spam emails, and would like the spam score for your account lowered, please contact the helpdesk at 234-3688.  Please be advised that a lower score may cause desirable emails to be blocked.  Email addresses can be added to your "pass list" so that they are not blocked no matter what the spam score.  Please see the MailWise user guide for further information on adding addresses to your pass or block lists.

Please review the following guidelines to help reduce the number of Spam emails that you recieve.

Safe Emailing

When you’re the recipient…

Up-to-date Antivirus Program - Your best defense against being infected with an e-mail based virus is to have an up-to-date antivirus program installed on your computer. But remember, an antivirus program is only as good as the last update so it is imperative that you have a valid subscription to receive the latest updates, as well as having it set to auto update, so you don't have to remember to check for updates every day.  If you have an up-to-date antivirus program installed on your computer, it should catch any instances of viruses sent and either safely remove them or send them to a special quarantine file.
 
Think Twice Before Opening an Attachment - If you receive an e-mail attachment, even if it is coming from a name or email address you recognize, do not open under any circumstances. If you think it may be legitimate, simply e-mail the person and ask "did you just send me an email attachment?" or create a system with that person where they can notify you if they have sent an attachment.  It is much easier to take the time to ask than it is to try to undo the damage after you've opened it.   Be suspicious of any attachment or link.  Many self-propagating viruses will mail themselves to you before the sender has discovered that his/her machine is infected. Many viruses and Trojans spread as “worms” and modern worms often appear to have been sent by someone you know.  Smart worms scan your address book, especially if you use Microsoft Outlook or Outlook Express, and replicate by masquerading as legitimate attachments from legitimate contacts.
 
Avoid Clicking on Links Within an Email - More frequently, virus senders are disguising their virus within a “lake,” such as sending you to pick up a postcard or view an online game or website.  Avoid clicking on links to visit game sites, to pick up a postcard, or go to a site that is recommended by someone you do not know. These e-mails are often sent to encourage you to click on a link, and that web page will then either automatically download the virus, or incite the visitor to click on the virus installation rate under a false pretense. Most postcard sites are aware of the problem, and will send you an e-mail that is personalized to you, providing you the name and e-mail address of the person who sent it, as well as your e-mail address and the name that person supplied for you.
 
Spam and Phishing - NEVER respond to spam, even to request to be taken off the list. Spam servers send email to vast hoards of addresses and they never know which ones are “live” – meaning that someone is using the email address actively.  By responding, the server recognizes you as a “live” account and you are likely to receive even more spam as a result.  Being open to spam often leaves you at risk for "phishing" schemes. Phishers are criminals who, having obtained the email addresses of thousands of people from a spam list, create and distribute incredibly sophisticated emails that look exactly like those sent out by financial institutions and other legitimate businesses. There is usually a link in such an email, which the recipient is asked to click. This link usually takes the recipient to a website that may look virtually identical to the bank website that the fraudulent one has been based upon, but the website name is not the same. Generally, the criminals will attempt to obtain passwords, bank account numbers, social security numbers, and other information from the "fish" that they have hooked with this sort of scheme. If you suspect that you have received such an email, or fear that you have been subjected to such a scheme, please refer to OnGuard Online for further information.
 
Set Up An Email Account for Online Shopping - Consider using a "disposable" email account (such as a free account from Yahoo or Hotmail) for online shopping and posting to online discussion boards. You should not disclose this address to anyone, and use it only for these potentially unsafe circumstances. If the account starts to receive spam, then close it down and open another. Don't use your everyday email account for these purposes.

When you’re the sender…

Forwarding Emails - NEVER forward an email from someone you don’t know, or that originated with someone you don’t know. All those “think happy thoughts” emails that people send around could contain viruses that automatically download when the email is opened.  By sending them to your friends and associates you may be infecting their computers.  If you like the sentiment enough, retype the message and send it out yourself. If retyping it is not worth your time, it’s probably not that important a message.
 
Avoid Using HTML In Your Emails - Avoid using HTML, MIME or rich text in your email - only use plain text.  Enriched emails can contain embedded programs which could allow access or damage your computer files.
 
Sending / Fowarding To A Large Group - NEVER send email to a large group listed in the “To” or “CC” lines.  Instead, send the message to yourself and include everyone else’s name in the “bcc” lines. This is common courtesy as well as good privacy practice.  Otherwise, each time and e-mail is forwarded hundreds of email addresses of past recipients are forwarded along with it.
 
Use Meaningful Subject Lines - Use meaningful subject lines so the reader knows that you intended to send the message. Tell all your friends and colleagues to always say something personal in the subject line so you know they truly sent the message. Otherwise someone might be spoofing them, or a Trojan might have sent out an infected program to their entire mailing list, including you.

 

Updated on 05-JUN-07
Edit this page | View text only version