Faculty & Staff Email

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Faculty & Staff Email

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Email Client and Login Information

Company / Developer: Microsoft

Version in use: In house server

Username: Blackboard username@niagaracollege.ca

Password: Same as Blackboard

Web client: https://outlook.office.com

Account Format

Your Computer/Blackboard and Email user account name are all the same.

Format: XYYYYYY
where: X is the 1st initial of your first name, as provided to Human Resources.
YYYYYY is your surname, as provided to Human Resources.

For example, if your name is John Smith, your user name might be jsmith.

Quick Start Guides

For more information about using Outlook 365 please check these guides here

Email Phishing

To all staff: Urgent:  Attempts to obtain your email account-related information.

Recently, email has been received by staff, entitled “Attention niagaracollege.ca E-mail Account Holder” asking for email account details.

This is an attempt to obtain your information, to compromise your account and gain access to unauthorized information.

Niagara College INFORMATION TECHNOLOGY SERVICES will NEVER ask for this information in an email.

DO NOT RESPOND TO ANY EMAIL-GENERATED REQUESTS FOR THIS INFORMATION AND DO NOT PROVIDE ANY ACCOUNT-RELATED INFORMATION.

What is Phishing?

In the field of computer security, phishing is the criminally fraudulent process of attempting to acquire sensitive information such as usernames, passwords and credit card details by masquerading as a trustworthy entity in an electronic communication. Communications purporting to be from popular social web sites, auction sites, online payment processors or IT administrators are commonly used to lure the unsuspecting public. Phishing is typically carried out by email and it often directs users to enter details at a fake website whose look and feel are almost identical to the legitimate one. Even when using server authentication, it may require tremendous skill to detect that the website is fake. Phishing is an example of social engineering techniques used to fool users and exploits the poor usability of current web security technologies

How Email Works – It is not instant messaging

Click here to read a document that explains in general terms how email systems work.

Setting up email on your mobile device

For information regarding mobile devices, view our Mobile Devices self-help article.

Changing your Outlook display name

You can change the way your name displays in Outlook.  For example, if your legal name is John, but you go by Jack.  Making this change will better serve people looking you up in the address book.

Instructions for this process can be found here.

What is this AutoDiscover popup?

Users of Outlook Email may experience an “autodiscovery” popup from time to time.  This is not anything to be concerned about and is simply an Outlook utility, which runs in the background, and maintains your connection to the Outlook servers.

Please check the box [Don’t ask me about this website again] and then select ALLOW.

From Microsoft Technet:

The Autodiscover service on the client side tries to contact the Autodiscover service on the Exchange Server to obtain the user’s connection settings by using one of the following methods: querying a set of predefined URLs based on the domain information in the user’s e-mail address, performing an HTTP redirect check, or by using a DNS Service Location (SRV) lookup.

Example popup:

example popup

 

 

 

 

 

 

 

The Autodiscover server is always running in the background and synchronizing your Outlook client with the Niagara College Exchange Servers.  When it finds something different, it will prompt the end user for confirmation of changes.

Repeated pop-ups each time you run outlook may indicate a slow client, slow network, or slow server, however, it is a normal part of the process to keep our Outlook in sync and is not a cause for worry. If you do experience this pop up on a regular basis, please report it to the ITS Helpdesk at [email protected].

Spam Filtering

On Thursday December 17, employee email will transition from using the current Sophos spam filtering solution to Microsoft’s Exchange Online Protection. Rather than a Sophos quarantine, the majority of spam and bulk email messages will be moved to your Outlook Junk Email folder. You will be able to easily self-manage your spam filter settings within Outlook.

Where do I check for junk email?

The majority of messages flagged as spam or bulk email can be found in your Junk Email folder in Outlook and Outlook on the Web (https://outlook.office.com). Previously these messages were stored in your Sophos Quarantine.

A message was incorrectly flagged as junk, can I change that?

Yes. Right click on the message, select Junk > Not Junk. You can then choose to move the individual message to your Inbox folder or all future messages from the sender.

 Can I mark email in my Inbox folder as junk?

Yes. Right click on the message, select Junk > Block Sender. Future messages from the sender will be sent to the Junk Email folder.

I don’t want any email going to the Junk Email folder, can I turn it off?

While this option is available, it is not recommended. Employees who do wish to receive all email in their Inbox folder can submit a request to the ITS Service Desk. Please Note: messages that are flagged as viruses, malware and high confidence phish are not delivered for security reasons.

I’m expecting an email that hasn’t arrived, how can I check the status?

The first place to look would be your Junk Email folder. If the message is not there you can also check your Microsoft quarantine by visiting https://protection.office.com/quarantine and logging in with your NC email and password.

I received an email message notification that a message was quarantined, can I release it?

Previously all messages marked as spam were quarantined in Sophos. In Exchange Online Protection most spam and bulk email will be placed in your Junk Email folder. However, some highly suspect messages may be quarantined. In such cases, employees will receive a digest – much like they did previously – with the subject of ‘Spam Notification’. In the message will be a link to release selected messages. Please Note: messages that are flagged as viruses, malware and high confidence phish cannot be released without ITS review and intervention.

For a complete overview of Spam Filtering please see the Niagara College Spam Documentation here