Email and Webmail FAQ

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Webmail FAQ

Many departments who operate local mail servers have established web-based interfaces (Webmail) for those servers.

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When you compose a message, you can search your personal address book or the UCI directory.

  1. Click the “Create a New Message” icon to begin a new email message.
  2. In the Compose screen, select the UCI PhoneBook in the Contacts pane.
  3. Type in the name of the person you are searching for in search field.
  4. Select the name of the person you are searching for and it will be placed in the “To” field.
    Roundcube Address Book

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You will need to contact the OIT Help Desk at (949) 824-2222 to temporarily increase your quota. This will allow you to delete messages and get back under quota.

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General Email Questions

OIT provides basic email services (OIT MailBox Services) for all faculty and staff. See “Getting Started with Email for Faculty and Staff“.

Students are provided email through UCI Google Apps. See “Getting Started with Email for Students“.

People with Sponsored UCInetIDs can also get an e-mail account. To sign up for email, you need to activate your UCInetID. Some departments also provide email accounts locally. Check with your Computing Support Coordinator.

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OIT scans incoming email for viruses and cleans up infected messages. This protection is available only to messages sent to @UCI.EDU addresses.

Overview

The number of computer virus infections has been steadily increasing over the past several years and is continuing to rise. Many computers don’t have virus detection software and don’t have the most recent security patches to prevent virus infection.

What is OIT doing?

OIT installed Anti-Virus software on the computers that process all email sent to “@uci.edu” addresses. OIT also installed the virus protection on enterprise mail servers used to provide OIT Mailbox Services.

Scanning Email Messages

The first line of defense against viruses is the ClamAV package. Any viruses detected by ClamAV are rejected and never accepted by UCI servers. The senders of the virus will receive notice from their servers that the email was not accepted by UCI.

The next line of defense is the MailScanner package that processes email messages as they travel through the Mail Transport Agent (MTA) machines. A second scan by ClamAV is done by MailScanner If ClamAV detects a virus, MailScanner notifies the recipient.

ClamAV

ClamAV is an open source anti-virus software package. More information about ClamAV may be found at the ClamAV web site

Details of MailScanner Implementation

  • All attachments will be scanned by Sophos for viruses.
  • All the attachments with the following extensions are blocked.
    Extension
    Description
    .bat
    MS-DOS Batch File
    .chm
    Compiled HTML Help
    .cmd
    DOS Command File
    .cnf
    Microsoft NetMeeting "SpeedDial" file
    .com
    MS-DOS Command File
    .cpl
    Windows Control Panel Extension
    .exe
    Executable File
    .hta
    Hypertext Application
    .ins
    Microsoft IIS Internet Communications Setting
    .its
    Internet Document Set
    .job
    Windows Task Scheduler Object
    .js
    JavaScript Source Code
    .jse
    JScript Encoded Script File
    .lnk
    Windows Shortcut
    .mad
    Microsoft Access Module Shortcut
    .maf
    Microsoft Access
    .mag
    Microsoft Access Diagram Shortcut
    .mam
    Microsoft Access Macro Shortcut
    .maq
    Microsoft Access Query Shortcut
    .mar
    Microsoft Access Report Shortcut
    .mas
    Microsoft Access Stored Procedures
    .mau
    Media Attachment Unit
    .mav
    Microsoft Access View Shortcut
    .maw
    Microsoft Access Data Access Page
    .mda
    Microsoft Access Add-in
    .mdz
    Microsoft Access Wizard Template
    .mhtml
    Archived Web Page
    .pif
    Windows Program Information File
    .prf
    Windows System File
    .pst
    Microsoft Exchange Address Book, Microsoft Outlook Personal Folder File
    .reg
    Windows Registry Data File
    .scf
    Windows Explorer Command
    .scr
    Windows Screen Saver
    .sct
    Windows Script Component
    .shb
    Windows Shortcut into a Document
    .shs
    Shell Scrapt Object File
    .tmp
    Temporary File
    .vbe
    VBScript Encoded Script File
    .vbs
    VBScript Script File
    .vsmacros
    Visual Studio .NET Binary-based Macro Project
    .vss
    Microsoft Visio Stencil
    .vst
    Microsoft Visio Template
    .vsw
    Microsoft Visio Workspace File
    .wmf
    Windows Metafile
    .ws
    Windows Script File
    .wsc
    Windows Script Component
    .wsf
    Windows Script File
    .wsh
    Windows Script Host Settings File
    .xnk
    Microsoft Exchange Shortcut
    The extension list is a subset
    of a list provided by Microsoft that is
    deemed unsafe.
    Attachment
    Manager Lis
    t and Attachments Restricted
    by Outlook 2003

SPAM/UCE Detection and Removal

Unsolicited Commercial Email (UCE), also known as “Spam”, is being received by the Internet community at an ever-increasing rate.

Anti-SPAM/UCE features have been added. Information on Spam detection and how to filter these messages out is available.

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You can use your email program to access UCI’s electronic phonebook through LDAP. LDAP (Lightweight Directory Access Protocol) is a set of protocols for accessing information directories. To use this service, configure your email program with the settings below.

Note: This will not work if you are off-campus unless you first enable the VPN. Visit oit.uci.edu/vpn for info on how to download and configure the VPN.

LDAP Directions

Thunderbird for Windows

Step 1: Set up Thunderbird to use UCI’s LDAP server

  1. Launch Thunderbird.
  2. From the Tools menu, select Account Settings. (See Figure 1)
    Tools > Account Setttings
    Figure 1
  3. Select Composition & Addressing from your UCI Email account. (See Figure 2)
  4. In the Addressing section, select the Use a different LDAP server radio button.
  5. Click the Edit Directories button next to the None drop down menu.
    Composition & Addressing
    Figure 2
  6. Click the Add button in LDAP window. (See Figure 3)
    Add Server
    Figure 3
  7. Under the General tab, fill in the following information (See Figure 4):
    1. Name: UCI Phone Book
      (This can be any name you choose.)
    2. Hostname: ldap.service.uci.edu
    3. Base DN: ou=University of California Irvine,o=University of California,c=US
      (Type this in exactly or copy and paste.)
    4. Port Number: 389
      Directory Server PropertiesFigure 4
    5. Click OK to exit the LDAP configuration window. Click OK to close the LDAP Server window.
    6. Back in the Addressing section, select the new UCI Phone Book entry from the drop down menu. (See Figure 5)
      Addressing
      Figure 5
    7. Click OK to close the Settings window.

Step 2: Using LDAP in Thunderbird

  1. Compose a new message in Thunderbird by clicking the Write icon or selecting File > New > Message.
  2. Type the name of your recipient in the To field.
  3. Thunderbird will start searching the directory and display a list of people who match your search criteria. (See Figure 6)
  4. Select the person to whom you want to send your message from the list.
    Compose
    Figure 6
  5. If Thunderbird does not search the directory, make sure the UCI Phone Book is selected in Addressing in Step 6 above. Also, remember, the directory lookup only works on campus or when using the VPN.

Thunderbird for Apple

Step 1: Set up Thunderbird to use UCI’s LDAP server

  1. Launch Thunderbird.
  2. From the Tools menu, select Account Settings. (See Figure 1)
    Tools > Account Settings
    Figure 1
  3. Select Composition & Addressing from your UCI Email account. (See Figure 2)
  4. In the Addressing section, select the Use a different LDAP server radio button.
  5. Click the Edit Directories button next to the None drop down menu.
    Edit Directories
    Figure 2
  6. Click the Add button in LDAP window. (See Figure 3)
    Add LDAP Directory
    Figure 3
  7. Under the General tab, fill in the following information (See Figure 4):
    1. Name: UCI Phone Book
      (This can be any name you choose.)
    2. Hostname: ldap.service.uci.edu
    3. Base DN: ou=University of California Irvine,o=University of California,c=US
      (Type this in exactly or copy and paste.)
    4. Port Number: 389
      General Settings
      Figure 4
    5. Click OK to exit the LDAP configuration window. Click OK to close the LDAP Server window.
    6. Back in the Addressing section, select the new UCI Phone Book entry from the drop down menu. (See Figure 5)
      Addressing
      Figure 5
    7. Click OK to close the Settings window.

Step 2: Using LDAP in Thunderbird

  1. Compose a new message in Thunderbird by clicking the Write icon or selecting File > New > Message.
  2. Type the name of your recipient in the To field.
  3. Thunderbird will start searching the directory and display a list of people who match your search criteria. (See Figure 6)
  4. Select the person to whom you want to send your message from the list.
    Compose
    Figure 6
  5. If Thunderbird does not search the directory, make sure the UCI Phone Book is selected in Addressing in Step 6 above. Also, remember, the directory lookup only works on campus or when using the VPN.

Apple Mail

Tested with Mac OS X 10.11 (El Capitan).

  1. Open System Preferences
  2. Select Internet Accounts
    Internet Accounts
  3. Select Add Other Account at the bottom of the list
    Add Other Account
  4. Select the “Add an LDAP account” radio button and click Create
    Create an LDAP Account
  5. Type in a description, for example UC Irvine
  6. Search base: ou=University of California Irvine,o=University of California,c=US
  7. Scope: Subtree
  8. Server address: ldap.service.uci.edu
  9. Server Options: Port = 389 (or you can leave it set to Auto)
  10. Use SSL: Uncheck the box
  11. Authentication: None
  12. Click Create.
    Server Settings

Using LDAP in Apple Mail

  1. Compose a new message
  2. In the To field, start typing a name. Apple Mail will use the online directory to find persons matching the name you type.
    Search for person

Server Settings for Advanced Use

  • Server: ldap.service.uci.edu
  • Search root: ou=University of California Irvine,o=University of California,c=US
  • Port: 389

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UCI Retirees may retain their email accounts indefinitely after retirement if they complete the following form. More information can be found on the Center for Emeriti and Retirees website.

Please check with your Health Sciences Help Desk (714-456-3333) or OIT (main campus) Help Desk (714-824-2222) to make sure you will have access to the same accounts to which you are accustomed.

If you have any questions, please contact the OIT Help Desk at (949) 824-2222.

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Currently, quota limits are 4 GB for faculty and career staff, 2 G for graduate students, and 1 GB for everyone else.

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Use My Email Options to check your quota and see how you are using. If you are at or near the limits, you should delete old messages or move them to your local computer.

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You can send up to 30 MB in e-mail, but this includes your e-mail message and any attachments.

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If you want to have your UCI e-mail delivered to another address, you need to change your “delivery point” through PhUpdate. We have instructions available to help you change your delivery point.

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Another way of checking your UCI e-mail is through a software program. We have written instructions to help you set up your software.

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IMAP folders are stored on the server. We have instructions to help you subscribe to your IMAP folders if they are not showing up automatically. You may have to subscribe to the spam folders set up by My E-mail Options if they do not appear automatically.

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We check incoming e-mail to try to determine if it is spam. Login to My Email Options to set up filter preferences to move them out of your Inbox into a new “SPAM” folder. No automated technique can determine with 100% accuracy if a message is spam. Check your “SPAM” folder regularly for legitimate messages that were incorrectly marked as spam, as well as to delete the actual spam.

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Faculty, staff and graduate students can choose an additional email address based on their full names using a My.Name Email Address.

Set Up Your My.Name Address (Login Required)

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We recommend the following safety tips for using email.

  1. Don’t open unexpected attachments.
  2. Use spam filters.
  3. Beware of spoof or phishing emails.
  4. Don’t send sensitive data in email.
  5. Avoid clicking on links in the body of a message. Type in the URL to a site yourself, to make sure the address hasn’t been spoofed.

More information can be found on the UCI Information Security and Privacy website.

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