Email

Account

Password Management - change, check, sync, or reset your password.

Disabled Account - explains the possible reasons why your account was disabled and what you can do to fix it.

Procedure

One reason that your account will be disabled is if you reply to what is called a phishing email.  A phishing email is a message impersonating the University, designed to trick you into giving up your Western identity (your  user ID and password). When you provided your credentials to this third party, they went into your account and started using it to send out spam.

When WTS determines that your account is sending out spam, your access to all Western services is disabled and a password change is forced on your account to ensure no one has access.

Western will never send you an email telling you to go to a website and "verify" or "validate" or "upgrade" your account or information. All official emails WTS sends out will be listed on our website http://wts.uwo.ca/official_emails/. We also post examples of phishing messages seen on campus at http://wts.uwo.ca/spam_phishing/examples/index.html .

An information page to advise people about how to avoid getting phished can be found at https://cybersmart.uwo.ca/secureemail/phishing/index.html .  If your account has been disabled because you replied to a phishing email, you should read this page carefully to learn more about phishing emails and how to recognize them.

Once you have been told that your account has been re-inabled you will need to reset your password using the directions below. You cannot re-use your old password.

Students

To reset your password, you will need to have your Student Number and PIN Code (4-digit number sometimes referred to as an Access Code). 

  • Go to:  https://idm.uwo.ca/uwo/password/changePasswordController.jsp
  • Enter your Student Number and 4-digit PIN (Access Code)
  • On the next page you will receive a temporary password
  • Highlight and copy the password being sure to include all 8 characters but not include any spaces before or after it
  • Click the 'Login' button
  • Your user ID will already be populated, so you only have to paste the password in and click 'Submit'

If you do not know your PIN/Access code, please go to https://studentservices.uwo.ca/secure/PIN/GetPinInfo.cfm and enter in the information that it requests then click 'Submit'.  On occasion, this will only provide an error. If this occurs, you are to contact the Registrar's Office at 519-661-2100 to get your Access Code.

Faculty or Staff

To reset your password, please contact the Computer Accounts Office at x83800.  You must have your employee number and it is best to call from your office phone on campus.

Western Account After Graduation - find out what happens to your Western Account after you graduate.

This is a general list of Western Account Services that are maintained after graduation.  If you have any questions, please contact your department or the Helpdesk.

You maintain:

  • Access to your @uwo.ca email address (without Microsoft Student Advantage)
  • Ability to log in to your Student Center to request transcripts, view past grades, etc.
  • Limited Library Account Services (for more specific list of Library Services, please visit Western's Library Alumni page)

In the months leading up to your graduation, you will begin to recieve emails detailing the process of moving to an Alumni account and how to backup any data you may have stored on your Western Account.  Access to your full Western Account will be revoked approximately 1 academic term after your graduation.

Change my Display Name - find out how to change how your name is displayed in your account.

Procedure

The display name is originally populated by official sources of record, either the Office of the Registrar as a student or Western Human Resources as an employee.  If your display name for Office 365 is not correct please check both these systems of record first at either Western Human Resources or the Office of the Registrar.

  1. If you updated Western Human Resources we have triggers in place that should automatically update the necessary information here in WTS within 1-2 business days. 
  2. If you updated the Office of the Registrar then you will need to follow up with the Computer Accounts Office to have it updated accordingly.
  3. If the official sources of record are both correct or you want to be known by a preferred name e.g. Chuck instead of Charles then you can contact the Computer Accounts Office.

We cannot change your surname to anything other than what is listed in the official sources of record.

Email Forwarding - learn how to forward email from your Office 365 account to another email account.

Procedure

This procedure will explain how to redirect messages from your Office 365 email address to another email address.  If you forward your mail, all new messages will automatically be sent to the address you specified.

Some examples of when you might want to use mail forwarding:

  • If you have more than one email address
  • if you are going to be away and you would like someone else to respond to your emails during this time.

Turn ON Email Forwarding

Getting Started...

  1. Go to http://myoffice.uwo.ca and login, go to your Inbox
  2. Click the Gear icon in the top right
  3. Under "Your App settings" click "Mail"
  4. In the left sidebar, under 'Accounts' click 'Forwarding'
  5. Click "Start Forwarding"
  6. Enter the email address you wish to forward to.  Ensure "Keep a copy of forwarded messages" is selected
  7. Click "Save"

Testing Mail Forwarding

Be sure to test that your email is being correctly forwarded to avoid generating a mail loop.

  1. Send a message to your email address. You can use any email program that you like (ie. Outlook, Mozilla Thunderbird, Hotmail etc.)
  2. Check your destination email account (the place you forwarded your messages to). The new message you sent should be there.
  3. Your test message will appear in the inbox of your Western email address as well, unless you have removed the checkmark from Keep a Copy of the message

Turn OFF Email Forwarding

Getting Started...

  1. Go to http://myoffice.uwo.ca and login, go to your Inbox
  2. Click the Gear icon in the top right
  3. Under "Your App settings" click 'Mail'
  4. In the left sidebar, under 'Accounts' click "Forwarding"
  5. Click "Stop Forwarding"
  6. Click "Save"

NPA in Office 365 - learn about how to manage your Non-Person Account in Office 365.

Procedure

This page explains how to use a Non-Person Account for email and/or calendar.

Getting Started

Select from the following options to be redirected to the relevant How Do I... page.

  1. Select The Setup Guides accordion below if you use the account for email or calendar.
  2. Select NPA for Device in Private IP Space if the account is used on e.g. Printers, Multi-Function Devices or as a Mass Mailer.

Send on Behalf of a Mailing List

NOTE: The functionality Send on Behalf of a Mailing List is not supported in Office 365. If you send as another account or mailing list, see the "Send on Behalf of a Mailing List" process below for solutions in Office 365.

If you wish for emails to appear to be Sent As mailinglist@uwo.ca, review and select one of the solutions outlined below...

  1. Replace the Mailing List with a Non-Person Account
    1. Request a NPA with the same email address as the Mailing List.
    2. A secondary NPA can be used by multiple accounts to send and recieve email.
  2. Replace the Mailing List with an Email Alias
    1. All email from npa@uwo.ca will appear to be Sent As mailinglist@uwo.ca
    2. A personal Email Alias can only be used for one account. Contact Helpdesk at x83800 or if you are not on campus 519 661-3800 to facilitate the creation of the Email Alias

Email

Email Quota - how to purchase extra email space and check the size of your mailbox.

Manage Email Quota

Procedure

As a result of the migration of Western Mail (Convergence) to Office 365 and in preparation for the eventual decommissioning of the legacy email platform, WTS has frozen email quotas and will no longer accept requests for additional capacity effective April 1, 2016.

Office 365 offers greatly increased mailbox capacity and quota increases will not be required in the new system.

Check Email Quota

Introduction

This page explains how to check the amount of quota used by your email address.

Procedure

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings


4. Expand the 'General' section on the left

OWA General

5. Click 'My Account'

OWA Email Quota

6. At the bottom of the screen look for 'Mailbox usage', the amount of used space will be displayed in gigabytes (GB).

OWA Quota Usage

Backup your Email - how to backup your email.

Procedure

Before you decide which option to choose to backup your email, you need to evaluate the importance or operational need for the information. This is a practice called records management.
For more information about records management, please see http://en.wikipedia.org/wiki/Records_management.

For Information about Western University's Records and Archives Policy, please see http://www.uwo.ca/univsec/pdf/policies_procedures/section1/mapp130.pdf

Depending on the percentage of messages which meet your requirement you can consider the various options listed below:

  • Level 1
    • Use a full mail client such as Thunderbird, Outlook or Mac Mail and copy messages to a local folder OR
    • Use Outlook and take advantage of its Auto Archiving feature
  • Level 2 - Option A
    • Print and store a hard copy of the message
    • Please consider the environment.
  • Level 2 - Option B
    • use 3rd party tools associated with either the client or OS to backup and if necessary recover the appropriate system source files AND use one of the options listed in Level 1.

Outlook

MacMail

  • Use Time Machine (part of MacOS 10.5 and later)

Thunderbird

Subscribe to Shared Folders - explains how to subscribe to shared folders.

Procedure

Outlook 2013/2016

1. Open Outlook 2013

2. Click on File

3. Click Account Settings button, and then click the Account Settings... button that appears below

Outlook 2016 Account Information

4. Click the Email tab in the list

5. Click the Change button and then click More Settings

6. On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the mailbox name of the person whose mailbox that you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you permissions

Outlook 2016 Mailbox Advanced

Outlook Web Access (OWA)

1. Go to https://myoffice.uwo.ca and login

2. Click on the Mail icon

3. Right-Click your name (where it shows above Inbox), click Add shared folder…

OWA Add Shared Folder

4. Enter the email address of the person that owns the folder you wish to add

5. Click the Add button

Thunderbird

  • While viewing the inbox, click Tools, then Account Settings. Click on the Server Settings tab located on the left side of the screen. Click the Advanced button within the Server Settings area on the right side.
  • Uncheck Allow server to override these namespaces
  • Click OK to close the Advanced Account Settings window
  • Click OK to close the Account Settings window
  • Click on File, then Subscribe - Look for the Shared Folders item in that list.
  • Click on the + sign next to Shared Folders, then click on the + sign next to User for a listing of all the users that are sharing one or more folders. Click on the + sign next to the appropriate user to view all the folders that he/she is sharing.
  • Put a check mark next to the folder you wish to gain access to, and then click the Subscribe button.

The Shared folder should now appear in your folder list under a Shared Folders heading.

Share Email Folder - how to share email folders with other users.

Procedure

Step 1 - Set the Default Permission on Your Mailbox

Outlook 2013/2016

1. Open Outlook 2013

2. Click on the Inbox

3. Right Click your email address (where it shows above Inbox), click Folder Permissions

4. Click Default, in the box at the top

5. In the Permissions section, go to Other, and select "Folder Visible"

Outlook 2016 Mailbox Permissions

6. Click OK

Outlook Web Access (OWA)

1. Go to https://myoffice.uwo.ca and login

2. Click on the Mail icon

3. Right-Click your name (where it shows above Inbox), click Permissions

OWA Right Click Permission

4. Click Default, in the box at the top

5. In the Permissions section, go to Other, and select "Folder Visible"

OWL Default Permission

6. Click OK

Step 2 - Share your Email Folder

Outlook 2013/2016

1. Open Outlook 2013

2. Click on the Inbox

3. Right Click the folder you want to share, click Properties

4. Click the Permissions tab

5. Click the Add button

Outlook 2016 Mailbox Permissions

6. Enter the Name of the person you wish to share with in the search box

5. Click their name to select them, then click Add

6. Click OK

Use the tick boxes to select what specific permissions to assign the user.  Use the Permission Level drop-down menu to easily set pre-defined sets of permissions.

Outlook Web Access (OWA)

1. Go to https://myoffice.uwo.ca and login

2. Click on the Mail icon

3. Right-Click the folder you wish to share, click Permissions

OWA Permissions Right Click

4. In the window that pops up, click the + button in the top left corner

OWA Permission Add User

5. Enter the Email address of the person you wish to share your folder

OWA Permissions Add User

6. Use the Permission level drop-down menu or the checkboxes to manage what permissions users have on your folder

7. Click the OK button

Send Email as another Individual - learn how to delegate email to others.

Introduction

This page explains how to send email as another account.

A manager is the person/account which allows someone to Send on your Behalf.

A delegate is the person/account which receives Send on Behalf permissions.

NOTE: The functionality Send on Behalf of a Mailing List is not supported in Office 365.

Procedure

You must have delegate access to create or reply to an email message on behalf of another person. If you do not have access follow the "Obtain Access to Send" process.

  1. Ask a Manager to delegate Send on Behalf permissions - Follow the "Obtain Access to Send" process.
  2. A Delegate can Send on Behalf of a Manager - Follow the "Send Email on Behalf" process.

Allow a Person/Account to Send Email on Your Behalf

A valid email address configured in Outlook 2013/2016 is required delegate access to send on your behalf.

Outlook 2013/2016

1. Click the File tab.

Outlook 2016 Account Info

2. Click Account Settings button, and then click Delegate Access.

Outlook 2016 Delegate Access

3. Click Add.

Outlook 2016 Add a Delegate Button

4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

Outlook 2016 Add Users

5. Click Add, and then click OK.

6. In the Delegate Permissions dialog box, change the Calendar and Tasks drop down to "None".

NOTE: Send Email on Behalf permissions are assigned automatically. Delegated Calendar and Task permissions is not required.

Outlook 2016 Set Permissions

7. Click OK.

Send Email on Behalf of Another Person/Account

Upon the completion of the "Obtain Access to Send" process, you can create or reply to an email message on behalf of another person.

Outlook 2013/2016

  1. In Mail, click Home > New Email.

    New Email command on the ribbon

  1. On the Options tab, in the Show Fields group, click From.

  2. In the From box, type the name of the person on whose behalf you are sending the message.

    To select the name from a list in the Address Book, click From.

  3. Add recipients, a subject, and the contents of the message.

Vacation Message/Automatic Reply - how to set up a vacation or out of office message.

Procedure

Outlook 2013

  1. Click 'File'
  2. Click 'Automatic Replies'
  3. Select 'Send automatic replies'
  4. Specify a range of dates, if desired
  5. Click the 'Inside My Organization' tab and set your vacation message
  6. Click the 'Outside My Organization' tab and set your vacation message
  7. Click 'OK'

Outlook Web App (OWA)

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings

4. Under 'Mail' > 'Automatic Processing', click 'Automatic Replies'

OWA Automatic Reply

5. Select 'Send automatic replies'

Specify a range of dates, if desired

6. Fill in your vacation message for both the "inside my organization" and the "outside my organization" section.  It is important to fill out the "outside my organization" section to ensure replies are sent to users still in Convergence.

7. Click 'OK'

Manage Email Signature - how to create and backup your Western email signature.

Introduction

This page explains how to create an email signature that will appear at the bottom of every email.

Create Procedure

Outlook Web Access (OWA)

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings

4. Under 'Mail' > 'Layout', click 'Email Signature'

4b. Enter an email signature into the blank box.

To include the Western shield logo in your signature, right click the image below and click Copy Image.  Paste the image into the signature box in OWA

For Faculty specific logos, go to http://communications.uwo.ca/brandnew/email-signature.html

5. Click 'Save'

Outlook 2013

  • Open Outlook 2013
  • Click File
  • Click Options
  • Click Mail
  • Click Signatures
  • Click the “New” button and enter a name for your signature
  • If you saved your Email Signature before migrating, then find that document and Copy/Paste your Signature into the box
  • Click OK

Backup Procedure

Outlook 2013

  1. Click File
  2. Click Options
  3. Click Mail
  4. Click Signatures
  5. Highlight your Email Signature and copy/paste it into a word document.  Save the word document so you can reacreate your signature after migrating.

Mac Mail

  1. Click Mail
  2. Click Preferences
  3. Click Signatures
  4. Highlight your Email Signature and copy/paste it into a word document.  Save the word document so you can reacreate your signature after migrating.

Thunderbird

  1. Click Tools (if you don't see the Tools menu, press the ALT key)
  2. Click Account Settings
  3. Click your email address on the left
  4. Highlight your Email Signature and copy/paste it into a word document.  Save the word document so you can reacreate your signature after migrating

Language and Time Zone - how to change the display Language and Timezone in OWA

Introduction

This page explains how to change your default language and timezone.

Procedure

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings


4. Expand the 'General' section on the left

OWA General

5. Click 'Region and time zone'

6. Set your Language and Timezone as desired and click 'Save'

Clutter - how to enable and manage the Clutter feature.

Introduction

Clutter looks at what you've done in the past to determine the messages you're most likely to ignore. It then puts them in the Clutter folder. Just keep using email as usual and Clutter will learn which messages aren't as important to you. 

Procedure

If you want to use Clutter, you can go to https://outlook.office365.com/owa/?path=%2foptions%2fclutter and turn it on.  Just take note that any messages that end up in Clutter are your responsibilty. If you have Clutter enabled, WTS recommends checking your Clutter folder on a daily basis. 

From time to time, Clutter might misidentify a message as less-important. You can move the messages incorrectly identified as clutter to your inbox, and Clutter will take notice.  For more information about Clutter, visit the Microsoft Support page.

Recall an Email Message - how to recall or replace an email message that you sent.

Introduction

This page explains how to recall email messages that you have sent to other Office 365 users. When you recall an email, the message that you sent is retrieved from the mailboxes of the recipients who haven’t yet opened it. You can only recall messages that have not been read or moved out of the recipient's Inbox.

NOTE:  This feature is not available in the Outlook Web App (OWA).

Procedure

1. Start Outlook 2010/2013/2016

2. In the folder pane, click the 'Sent Items' folder.

3. Locate the email message you wish to recall, double click on the message. The email should open in a new window.

4. Click 'File'

5. In the left pane click 'Info'

Outlook 2016 Info

6. Click the button 'Resend or Recall'

Outlook 2016 Recall

7. Click 'Recall this message...' that appears below

Outlook 2016 Recall this Message

8. In the new window that appears press the 'OK' button.

Outlook 2016 Recall Confirmation

9. If the message is recalled successfully you will recieve an email with the subject: 'Message Recall Success:'

Manage Outlook PST - how to import and backup Outlook Personal Storage Tables (PST) files.

Import Procedure

In computing, a Personal Storage Table (.pst) is an open proprietary file format used to store copies of messages, calendar events, and other items within Microsoft Outlook

Outlook 2010/2013
  1. Start Outlook 2010/2013
  2. Click File
  3. Click "Open & Export" on the left
  4. Click Import/Export
  5. Select "Import from another program or file"
  6. Select "Outlook Data File (.pst)", click Next
  7. Click Browse and navigate to your saved .pst file, click Next
  8. Select "Import items to the same folder in" and make sure your UWO account is selected in the drop-down
  9. Click Finish

Outlook 2007

  1. Click Tools, click Options
  2. Click the Mail Setup tab, click Email accounts
  3. Click the Data Files tab, click Add
  4. Click "Office Outlook Personal Folders File (.pst)"
  5. Click OK twice

Backup Procedure

In computing, a Personal Storage Table (.pst) is an open proprietary file format used to store copies of messages, calendar events, and other items within Microsoft Outlook.

Microsoft Outlook 2010 and 2013

  1. Start Outlook 2010/2013.
  2. Click File
  3. Click "Open & Export" on the left
  4. Click Import/Export
  5. Select "Export to a file", click Next
  6. Select "Outlook Data File (.pst)", click Next
  7. Select your @uwo.ca email address to backup your emails, or select Outlook Data File to backup personal contacts and local folders
  8. Click Next
  9. Click Browse and choose a name and location to save your .pst file, click OK
  10. Click Finish

Microsoft Office Outlook 2007

  1. Start Outlook.
  2. On the Tools menu, click Options.
  3. On the Mail Setup tab, click the Data Files button.
  4. Note the path and file name of your .pst file.
  5. Click Close, click OK

Outlook Light - learn how to enable/disable the Outlook Light feature.

Introduction

There are two versions of Outlook Web App: Light version and and the Full version.  The Light version of the Outlook Web App is much simpler than the standard version, both in appearence and in function.  The Light version of Outlook Web App is HTML-based, therefore it can work better with assistive technologies such as screen readers.

In the Western environment the Light version of OWA will enable the feature: Use the blind and low vision experience. This ensures the latest accessibility functionality is available to all OWA users.

Note: When using the light version of Outlook Web App, the navigation to the rest of Office 365 is not available.  For example, the application tray will not be displayed and therefore you cannot get to the Web Applications (OneDrive, OneNote, and Office Web).

Enabling Outlook Light

Procedure

  1. Go to https://myoffice.uwo,ca
  2. Enter your full [UserID]@uwo.ca email address and password
  3. Click Sign In
  4. Click Options
  5. On the left side-bar click Outlook version
  6. Uncheck the box beside Use the light version
  7. Click the Save icon
  8. Logout of the Outlook Web App, the Light Version will be disabled on the next login  

Disabling Outlook Light

Procedure

  1. Go to https://myoffice.uwo,ca
  2. Enter your full [UserID]@uwo.ca email address and password
  3. Click Sign In
  4. Click Options
  5. On the left side-bar click Outlook version
  6. Uncheck the box beside Use the light version
  7. Click the Save icon
  8. Logout of the Outlook Web App, the Light Version will be disabled on the next login  

Mobile Device Setup - learn how to install Office 365 on a variety of mobile devices.

Introduction

Need help setting up Office 365 on your smartphone or computer?  The guides in this section will walk you through setting up your Office 365 mail account on a variety of devices. You have the option of using Android devices, iOS devices, Windows Mobile, Microsoft Surface, among other devices, so you can access your mail however and whenever you want.

Please consider using the Outlook app on all your devices to ensure you have the most consistent experience possible.

Note: If you previously had your Western email configured on your device, you will need to remove the existing accounts before setting up your new mail account.

If your device is not supported by Office 365, you will have to setup Office 365 as an IMAP account.


Android

BlackBerry

iOS

Windows

Desktop Setup Guides - learn how to install Office 365 on a variety of Desktop computers.

Introduction

Office 365 will fully integrate your email, calendar, and contacts with almost every current desktop email client. Combined with the Office 2013 suite provided free with ProPlus, users have powerful new options to manage their email on desktops/laptops.

Need help setting up Office 365 on your computer?  The guides in this section will walk you through setting up your Office 365 mail account on your PC or Mac.

Please consider using the Outlook app on all your devices to ensure you have the most consistent experience possible.

Note:   If your device is not supported by Office 365, you have to setup Office 365 as an IMAP account.

Mac

Windows

Other Setup Guides - miscellaneous setup guides for services such as Thunderbird, Gmail, etc.

Thunderbird

Other Services

Spam and Phishing

SpamTrap - learn all about how to use SpamTrap, Western's tool for catching spam.

About SpamTrap

A significant number of emails addressed to Western email addresses are now spam. WTS filters out 75% of incoming mail as 'known spam'. An additional 3% of incoming mail is 'suspect spam'.  Western's main tool for filtering spam is our SpamTrap service.

Western email address have their spam ‘trapped' in a central repository rather than clogging your Inbox and using email resources. A single notice is sent each day so that a user may see the messages that are trapped. This summary notice allows for 3 easy choices - delete all, deliver selected messages and delete the rest, or log in and manage your SpamTrap.

We recommend taking a few minutes to scan the notification message to ensure that the trap has not caught legitimate email. If you agree with what we have trapped then select the button ‘reject all as spam’.  You need to be sure - once this action is taken the message(s) cannot be retrieved.  If we have trapped something that you would like to receive then mark it as accept and the other messages as reject then select the button ‘submit’. 

By taking specific action on the notification message you are actively contributing to the efficiency of your personal stream.  It also makes it easier to scan the trap contents.  If no action is taken you will continue to receive daily reminders of any new or outstanding content in your trap until after 30 days it is automatically cleared.

Tag and Pass

All incoming mail from external sources is being scanned for both spam and virus content. However, there are some gaps in the processing of messages addressed in particular to mailing lists that are not 'trapped'. These messages will be received directly to an individual's inbox tagged as [Spam?] in the left hand margin of the subject line. This allows individuals to recognize, filter and delete them more easily.

Changing SpamTrap notifications

This procedure will describe how to change the 'notification type' within SpamTrap. This will simplify the management of your trap by allowing you to accept/reject messages caught in your trap without having to login to the SpamTrap service.

Procedure

  1. Login to your SpamTrap: http://spamtrap.uwo.ca
  2. Enter your Western user name and password.
  3. Select Preferences... Notification
  4. From the Notification type:
  5. Select Clickable Webform
  6. Select Logout
    • Note: To submit your selection using Outlook 2007, you will need to open the message, click the Other Actions button, then View in Browser.

Training SpamTrap to Identify Spam

This procedure will describe how you can help contribute to reduce the levels of undetected spam which you receive. This is accomplished by using training links inserted to individuals with an active stream, you can assist us in identifying new characteristics and techniques implemented by spammers. It should be noted that this will 'over time' adjust system filter to reduce the levels of undetected spam.

Requirements

  • An Active SpamTrap
  • Email delivery directly to Western email address

Procedure

  1. From your email client
  2. View the full email headers of the messages which you would like to report as spam.
  3. Search for "X-CanItPRO-Stream: username"
  4. Make sure the message went through your stream by ensuring the username is equal to yourself. If it didn't then you will not have the necessary permission to move forward with this procedure. You may want to consider forwarding the message to the username listed.
  5. Search for "X-Antispam-Training-Spam:"
  6. Copy the link.
  7. Login to https://spamtrap.uwo.ca, note this requires UWO authentication
  8. Paste the url from above into the address bar of the browser
  9. Select Spam.
  10. Select Logout

Releasing Messages from SpamTrap

Based on the automated email notification summarizing messages caught in your trap, on occasion you may discover a false positive e.g. legitimate email caught in your trap. This procedure describes how to release that message. If email from a recognizable source is frequently caught in your trap we would recommend that you safe list the sender.

Please Note: Once a message has been released from your trap it still has to go through the university's mail queue. Therefore a small delay may occur before this message reaches your inbox.  Based on the email client you are using and how you are sorting your message list it will appear with either the original sent date or the date you released the message from SpamTrap.

Procedure

  1. Login to your SpamTrap: http://spamtrap.uwo.ca 
  2. Enter your Western Email user name and password.
  3. Select Trap Contents... Pending
  4. Identify the email you would like to release from your trap from the section Pending Messages (x to y of y)
  5. From the column Status Pending drop down menu select Accept message
  6. From the top right hand corner select Log Out

Whitelisting Legitimate Senders

Requirements

  • An Active SpamTrap
  • Email delivery directly to yourself

Procedure

  1. Login to your SpamTrap: http://spamtrap.uwo.ca
  2. Enter your Western user name and password.
  3. Select Rules... Senders
  4. From the Enter a specific Sender's email address:
  5. Type the address you would like to receive mail from
  6. Select Add Rule
  7. From the column Action drop down menu select Always Allow
  8. Select Submit Changes
  9. Select Logout

Best Practices - describes the best practices when it comes to dealing with spam and phishing emails.

More and more unwanted messages are clogging mail servers and wasting employees' time. Therefore the easiest and best way to deal with spam is also the one which wastes the least resources and your time, simply delete it. The reality is because most messages that are spam come from outside sources, there isn't very much that we can do to control them because;

  • Systems administrators are usually aware of spammers and have closed down the access long before they receive a complaint.
  • Email accounts are freely available and readily opened, therefore as quick as a spammers email access is closed down they have a new one is opened within minutes.
  • The information in email headers is often forged and what you see as the "To:" and "From:" fields are invalid.
  • If we block the whole email system sending these messages we block legitimate email from these sources.
  • Often complaints to some of these outside service providers are ignored because the people spamming us are paying for the ISP service, whereas we are not.

What you should never do is reply to the email, this just confirms you are a valid email address and can be added to other spam lists. 

Official Emails - find out if WTS really sent you that email.

To assist our customers in distinguishing spam and phishing email scams from official WTS email communications, widely distributed WTS emails as well as targetted phishing emails will be posted on this site so that you may be assured that the email you received is official before responding to it. Simply click on the email subject to see the full text of the message. Some points to remember:

  • An email subject line starting with [SPAM?] should be considered potential SPAM unless the WTS Support Centre tells you otherwise
  • Official email communication from an @uwo.ca account should never have [SPAM?] in the subject line
  • Official email communication from WTS will never ask you to email your password or other personal information
  • If you receive an email claiming to be from WTS that is not posted on this site please forward a copy of the message with full headers to phishing@uwo.ca .

Other kinds of phishing attacks occur regularly - for example, fraudulent banking notifications, or offers of free goods or services. Many such phishing messages will be caught by Western's anti-spam tools (reference links at right), but some may arrive at your inbox. For more information about phishing in general, and how you can protect yourself against such attacks, please visit Phishing on the CyberSmart website.

Phishing Emails Seen on Campus

Official Account Related Emails Sent from WTS

Handing Email Harassment - links to a guide of how to deal with threatening or harassing emails

https://cybersmart.uwo.ca/secureemail/email_and_spam/email_harassment.html

Forwarding Emails with Full Headers - explaining how to forward spam emails to WTS with their full headers.

Procedure

Office 365 Webmail

  1. Click on the message in your Inbox to select it
  2. Click the downward facing arrow to the right of the "Reply all" button
  3. Select View Message Details from the drop down menu.
  4. A box will appear with the message header information.
  5. Copy the message headers:
    • Click anywhere in the Message Details box.
    • Press Ctrl-A to select the message headers
    • Press Ctrl-C to copy the message headers
  6. Open a new message composition window.
    • Select New from the menu at the top of Outlook.
    • Enter "postmaster@uwo.ca" into the To: field.
  7. Paste the complete message in the body of the new message.
    • Click your mouse in the body of the message (does not matter where).
    • Press Ctrl-V to paste the message headers.
  8. Send the message.

Western Convergence

  1. Highlight the message and select the forward button
  2. From the tabbed message view enter the appropriate email address in the To field
  3. Select Send

Note: Please do not forward the message using the option, Inline .

Outlook 2010/2013

  1. Double-click on the email message to open it in its own window.
  2. From the Message tab, Locate the group called Tags.
  3. Select the arrow in the bottom right hand corner of the group.
  4. A box will appear with the internet header information on the lower portion.
  5. Copy the Internet headers: into memory:
    • Click anywhere in the Internet headers: box.
    • Press Ctrl-A
    • Press Ctrl-C
  6. Open a new message composition window.
    • Select New from the menu at the top of Outlook.
    • Enter "postmaster@uwo.ca" into the To: field.
  7. Paste the complete message in the body of the new message.
    • Click your mouse in the body of the message (does not matter where).
    • Press Ctrl-V.
  8. Send the message.

Outlook 2007

  1. Double-click on the email message to open it in its own window.
  2. From the Options dialog box
  3. Select the arrow in the bottom right hand corner
  4. Copy the Internet headers: into memory:
    • Click anywhere in the Internet headers: box.
    • Press Ctrl-A
    • Press Ctrl-C
  5. Open a new message composition window.
    • Select New from the menu at the top of Outlook.
    • Enter "postmaster@uwo.ca" into the To: field.
  6. Paste the complete message in the body of the new message.
    • Click your mouse in the body of the message (does not matter where).
    • Press Ctrl-V.
  7. Send the message.

Thunderbird

From the menu at top

  1. Select View... Headers... All
  2. Navigate to and highlight the message in question
  3. Select the Forward button.
  4. Enter "postmaster@uwo.ca" into the To: field.
  5. Send the message.
    Note: Once you have successfully forwarded the message with full headers be sure to switch back to 'normal headers by selecting View... Headers... Normal.

Outlook 2003

  1. Double-click on the email message to open it in its own window.
  2. Click the View menu.
  3. Click on Options...
  4. Copy the Internet headers: into memory:
    • Click anywhere in the Internet headers: box.
    • Press Ctrl-A
    • Press Ctrl-C
  5. Open a new message composition window.
    • Select New from the menu at the top of Outlook.
    • Enter "postmaster@uwo.ca" into the To: field.
  6. Paste the complete message in the body of the new message.
    • Click your mouse in the body of the message (does not matter where).
    • Press Ctrl-V.
  7. Send the message.

Mac OSX Mail

  1. Select the message you want the full headers for.
  2. In the menu bar click 'View'.
  3. Go down the list and select 'Message', 'Long Headers'.
  4. Click on the message to highlight it, and then click on the Forward button.
  5. Enter "postmaster@uwo.ca" into the To: field.
  6. Send the message.

Gmail

  1. Log in to Gmail.
  2. Open the message you'd like to view headers for.
  3. Click the down arrow next to Reply, at the top-right of the message pane.
  4. Select Show original.
  5. Copy the entire content and paste into a new message
  6. Enter "postmaster@uwo.ca" into the To: field.
  7. Send the message.

Hotmail

  1. Log in to Hotmail.
  2. Highlight the message you'd like to view headers for.
  3. Right-click the message in the message list
  4. Select View message source.
  5. Copy the entire content and paste into a new message
  6. Enter "postmaster@uwo.ca" into the To: field.
  7. Send the message.

Yahoo

  1. Log in to Yahoo.
  2. Highlight the message you'd like to view headers for.
  3. Right-click the message in the message list
  4. Select View Full Headers
  5. Copy the entire content and paste into a new message
  6. Enter "postmaster@uwo.ca" into the To: field.
  7. Send the message.

Policies and Guidelines

Email Policy - links you to a PDF explaining Western's Email Policy

http://www.uwo.ca/univsec/pdf/policies_procedures/section1/mapp113_procedure.pdf

Prohibited File Attachments - learn what type of file formats are forbidden from being email attachments.

As the popularity and use of email has increased so has the distribution of viruses and spyware/malware through email.   As a result, Western has chosen to block certain file types that windows operating systems have a built in association to auto launch and which are commonly used to infect computer files or compromise security.  This is crucial as it is not just the recipient's computer that becomes compromised, but all computers attached to the network through both the wired and wireless systems.

List of Prohibited File Attachments

The following file types are currently being blocked by the Western mail servers:

.ade, .adp, .app, .asd, .asf, .asx, .bas, .bat, .bin, .chm, .cmd, .com, .cpl, .crt, .drv, .dll, .emf, .exe, .fxp, .hlp, .hta, .hto, .inf, .ini, .ins, .isp, .js, .jse, .lib, .lnk, .mdb, .mde, .msc, .msi, .msp, .mst, .ocx, .ovl, .pcd, .pif, .prg, .reg, .scr, .sct, .sh, .shb, .shs, .sys, .url, .vb, .vbe, .vbs, .vcs, .vxd, .wmd, .wmf, .wms, .wmz, .wsc, .wsf, .wsh.

* The restriction on .rar and .zip files has been lifted. If you receive a message indicating these file extension have been blocked it is because they contain nested file extension that are still restricted. These files will then need to be password protected in order to be delivered.

Understanding the Behavior

Due to the complexity of the email environment message delivery is processed differently if originating from internal or external sources.

Messages Originating Internally

When a prohibited attachment has been blocked, it will not deliver the attachment to the recipient but the message will still be delivered. The sender will not receive any notification that the attachment has been removed. The attachment will be permanently deleted, and there is no way of recovering this file. The recipient will receive a text (.txt) file embedded into the body of the message in place of the removed attachment. This text file will contain the following message:

A file filename.extension attached to this message has been deleted by the University of Western Ontario's mail server because its type has been identified as a possible security risk to you. 

Messages Originating Externally

When a prohibited attachment has been blocked, the message is rejected and the senders mail server is provided with the response; "554 5.7.1 Attachments with file extension zip are not accepted."  In addition to the original sender receiving a more timely response the recipient is no longer obligated to follow up with the sender to reiterate our policy on prohibited file attachments. 

How does this affect me?

To bypass the restrictions of the university mail system on attachments use a compression software that provides password protection. Since most of these software programs are on our list of prohibited attachments you will also need to rename the output. As the sender include the original file type and password in the body of the message. For assistance, please contact the Helpdesk at 519 661-3800.

Sending Rate Limits - describes the sending rate limits to external email addresses.

The Western email system limits the rate at which messages can be sent to external email addresses. Email rate limits mitigate the impact of compromised hosts or accounts on our email system. These limits were carefully chosen to minimize the impact on legitimate email traffic, however some legitimate senders may be impacted.

Current rate limits

Office 365

Sending Limits
  Recipient rate limit Recipient limit Recipient proxy address limit Message rate limit (SMTP client submission only)
Limit 10,000 recipients per day 500 recipients 200 30 messages per minute
Receiving Limits
  Messages received
Limit 3600 messages per hour

Convergence

There are two tiers of rate limits employed on Western's Convergence email system, depending on client location.

  Tier 2 (high risk) Tier 1 (low risk)
Clients
  • Convergence users
  • Wireless clients
  • Reznet clients
  • Off-campus clients
  • All other on-campus clients
Rate limit*
  • 50 messages per 15 minutes
  • 500 messages per 24 hours
  • 500 messages per 24 hours

The message count is measured independently on each of WTS' email servers. It's possible to exceed this limit by splitting messages across multiple servers, if messages are sent over multiple sessions, although results may vary and this should not be replied upon as a workaround.

Internal vs external recipients

Rate limits only apply to email messages sent to external recipients. External recipients are those not hosted by WTS, such as @gmail.com or @hotmail.com. Emails to @uwo.ca addresses, or other domains hosted by WTS, are not rate limited and do not count towards your rate limit.

Rationale

Western's ability to effectively deliver legitimate messages to the internet depends on having a good reputation as an email sender. Each time Western's email servers are misused to send spam, that reputation is damaged. Other mail domains may begin throttling our mail, or blocking us entirely for a period of time. We may become listed on any number of dynamic blacklist services used by email service providers across the world. This negatively impacts our ability to deliver legitimate mail for all of Western.

The two major sources of spam in our email system is compromised accounts, such as through phishing attacks, or virus-infected hosts connected to our network. While we take steps to minimize the occurrence of these cases, we cannot completely prevent them, and from time to time they will appear on our network and be used to blast spam through our mail servers.

In order to reduce the volume of spam which makes it through our mail system and onto the internet, we make use of email rate limiting. This can lower the volume of spam sent in each incident from millions to a few thousand. Since spam message we relay can impact our reputation as an email sender, this reduction is vital in the operation of our service.

Comparison to other ESPs

While selecting an appropriate rate limit for our Tier 1 clients, we looked at rate limits used by other major email service providers. We found that several major ISPs (Comcast, Earthlink, Roadrunner) used a rate limit of 1000 messages per day, while most major free webmail providers (Gmail, Hotmail, Yahoo!) used a limit of 100 to 500 recipients per day1 2. We feel that, as a University, a limit somewhere between these two numbers is appropriate.

The rate limit for our Tier 2 clients is much lower, because these clients are considered to be higher risk. Compromised accounts from phishing attacks frequently use Convergence or direct SMTP connections from off-campus. Wireless and Reznet clients are considered higher risk because compromised devices are more commonly brought onto campus and connected to these networks. Applications used for sending mass emails would typically be run on an on-campus workstation or server, which would fall under the tier 1 rate limit (although still subject to the Mass Email Guidelines).

Impact on Western users

Most Western users will likely never be affected by Western's email rate limits. In the case of Tier 1 clients, we estimate that less than 0.2% of clients will be affected.

Those likely to be affected will be users or departments which send run software on their workstation or department's server which sends mass mailings or other email notifications to external email addresses. Email senders who hit the rate limit will receive the following message in the form of a pop-up in their email software:

550 5.7.1 Recipient rate limit exceeded. Try again later. 

When this message appears, the message being sent will not be processed. If sending to multiple recipients in the same message, none of the recipients will receive the message. Repeatedly trying to re-send will push your client further over the limit, but will not allow further messages to be sent. See the following workarounds and best practices below.

If you are seeing the above error message, but are not aware of having sent messages to a large number of recipients, it's possible that your computer is infected with a virus or your Western Identity has been compromised, and is being used to send spam. If you believe this to be a possibility, please change your Western password immediately and contact the Helpdesk for further assistance.

Workarounds and best practices

If sending mailings to a large number of external recipients, be aware of the two tiers of rate limits. To avoid being affected by the rate limits, try the following workarounds:

  • If sending from one of the tier 2 areas, try sending from the on-campus wired network instead.
  • Faculty and staff can use a List Guardian mailing list for your mailing, which is unaffected by rate limits.
  • Students can use external mailing list services, such as Google Groups, which would count as a single external address.
  • Send messages to a small number of recipients over a longer period of time, to stay below the rate limits.
  • Official communications may be eligible to be sent by WTS, using our professional mass mailing application. Contact the Helpdesk to inquire further.

After trying the above workarounds, if you are still experiencing difficulties sending large mailings, please contact the Helpdesk to request further assistance from the email group.

Please be aware, mass email communications are subject to the Mass Email Guidelines, including formatting, subject matter, recipient selection, scheduling, rate limiting and opt-out procedures.

End of Relaying to External Sender Domains - explains WTS' policy against accepting emails addressed from an external sender.

Western’s back-end email servers (smtp.uwo.ca, mta.uwo.ca) do not accept emails addressed from external sender domains due to the service being abused by spammers, phishers, and viruses as an avenue to forge email addresses.

In addition to our primary @uwo.ca email domain, WTS hosts email services for approximately two dozen other Western-related email domains. Western senders therefore are limited to addresses within the set of domains which WTS hosts. When a sender tries to send email from any other domain, the message will be rejected.  This helps to curtail the activities of spammers and viruses, as well as correct several client configuration errors we have detected. 

This only applies to email sent through Western’s back-end SMTP email servers. Incoming emails to Westerns’ front-end email servers will still be accepted, so long as the recipients are valid and the messages pass our spam filters.

How does this affect me?

Most users are unaffected by this policy, but there are some legitimate senders that may need to consider how they send email.  End users may fall into categories #1-2 below, but server administrators may also need to consider categories #3-4.

1. End users sending from external domains

Some users may have unintentionally configured their email clients to use an external email account, but mistakenly set the outbound email server to smtp.uwo.ca (or mta.uwo.ca). This has the effect of sending your outside account’s email through Western’s email servers. These users need to reconfigure their email clients to use the email server provided by their outside email service provider.

2. Bulk/Mass email senders and application notifications

Users who conduct bulk or mass email campaigns, or applications which send email notifications, may be sending email using an external sender domain. If you’re sending with an application that is internal to Western, and are sending through Western’s SMTP server, you will need to ensure that you’re sending from a valid, deliverable email address within an email domain which is hosted by WTS. It is strongly recommended that you specify a sender address that you own, so you can receive replies and bounces. You should not be using sender addresses provided by end users, since this can be exploited by spammers.

If you’re sending from an external service, you should be unaffected, since the service should be handling email delivery for you using their own domain as a sender address.

3. System emails from server machines

Server administrators may need some way for their servers to send email notifications, alerts, reports, etc. It is common for Unix/Linux type systems to send such emails using user@full.name.of.host.uwo.ca as the sender address. If these servers are configured to push all mail to smtp.uwo.ca (or mta.uwo.ca), then these are affected by this policy.

Since @full.name.of.host.uwo.ca is not an email domain which WTS hosts (even if it may be a sub-domain of such), these messages are rejected. Your server should be configured to rewrite/masquerade the sender addresses to use valid, deliverable email addresses within an email domain which is hosted by WTS.

If you fall into this category, IWS has some solutions for configuring the local Sendmail configuration on Linux hosts. Please let us know and we can assist you with implementing this solution.

4. Other campus email servers

Email servers being operated on campus should not be sending email to smtp.uwo.ca (or mta.uwo.ca).  They should send email directly to the hosts specified in the MX records of the recipient domains.

Mass Email Guidelines - outlines the guidelines for mass email communication at Western.

Below are the Mass Email Guidelines for Western University.  A PDF version of the following text is also available.

Last Updated June 6, 2012

Preamble

These guidelines apply to the use of University email systems for sending and distributing mass email communications.

The University of Western Ontario provides electronic mail services for use by students, faculty, staff and other persons affiliated with the University. The University email system is a vital part of the University's information technology services infrastructure. It is a service provided to support necessary communication in conducting and administering the business of the University, including teaching, research and scholarly activities. Refer to Policy 1.13, Email Policy.

Western Technology Services (WTS) has received an increased number of requests to accommodate distribution of mass emails. Distributing mass emails causes an increased consumption of computing and networking resources which are shared by all users.

These guidelines aim to outline best practices, policies and processes for the effective use of mass email at The University of Western Ontario. These guidelines attempt to strike a balance between the speed and ease of use (for the sender) of mass email, the desire to reduce reliance on paper mail and the impact on each member of the community receiving unsolicited email messages. These guidelines have been developed in the interest of fairness, respect for personal time and effective use of University resources.

Definition of Mass Email

For the purposes of these guidelines, mass email shall be considered to be any unsolicited electronic mailing in which the message is sent to members of the University or affiliates in bulk fashion.

Mailing Lists

Discussion amongst members of a mailing list is not generally considered mass email. However, the use of a mailing list for distributing mass email does not provide an exemption from these guidelines.

Internet Spam

These guidelines do not attempt to regulate the abundance of “spam” emails originating from the internet.

Acceptable Content

Mass email messages must pertain to University business and shall conform to Policy 1.13, Email Policy and Policy 1.13, Acceptable Use Policy.

  1. Personal Messages
  2. Items for sale
  3. Jokes
  4. Chain letters
  5. Pyramid or money-making schemes
  6. Unsolicited commerical email
  7. Political campaigning

The information conveyed should be of significant value to the recipients.

Focused Recipients

The distribution list must be refined in order to ensure the message is delivered only to those for whom it is relevant. The sender of the message is responsible for defining the distribution list as accurately as possible. When appropriate, use smaller and more targeted mailing lists rather than larger, broader lists. Recipients that no longer exist or have been disabled must be removed from future mailings to minimize bounces.

Message Format

  1. Keep mass email messages short and the message size small.  Contact WTS before sending messages larger than 50 KB.
  2. Use plain-test when possible.  If using HTML, include a plain-test MIME part.  
  3. Always use a clear, descriptive, and non-empty Subject: header.
  4. Always use a vaild and deliverable envelope "mail from" address to recieve bounce messages.
  5. Always use a vaild and deliverable "From: header" address to receive replies from recipients of the mass email.
    1. If the address in the From: header is not the intended recipient of replies, a vaild and delieverable address should be specified in the Reply-To: header.
  6. For messages addressed to multiple recipients, the recipient list must be protected.  Do not include the recipient list in te To: or CC: headers where it would be visible to all recipients.  Use the BCC: header or use a mailing list.
  7. Do not include attachments; provide a URL link to download content instead.
  8. Do not include personal, confidential, or sensitive information.
  9. Clearly identify the unit or individual responsible for sending the message, the scope of the individuals being mass emailed, and the purpose of the message.
  10. Contact information of the sender must be included.  This may be in the Reply-To: or From: headers, or may be provided in the body of the message.
  11. Directions for an opt-out process must be included at the bottom of the message as described in the "Opt-Out-Process" section below.

See Appendix 1 for a sample mass email message.

Opt-Out Process

Mass email messages shall include a way for recipients to opt-out of receiving further mass emails from the sender. Clear and simple instructions for opting-out must be included at the bottom of each mass email message. It is the sender's responsibility to comply with opt-out requests for further mailings within three business days of receiving the request.

The opt-out process does not apply to the following classifications of mass emails:

  1. Official emails from the University administration or their representatives.
  2. Emergency emails concerning an immediate threat to health and safety, property, or research.
  3. Emails that the recipient would expect to recieve as essential to their roles as students or employees.

Scheduling and Sending Rate

In order to minimize the impact that mass email messages have on University email and network systems, the following time-of-day and rate limits apply.

During Peak-Hours

Between 6am and 6pm on Mondays to Fridays, the following restrictions apply:

  1. Mass emails may be sent to no more than 10,000 recipients.
  2. When sending mass emails to more than 3,000 recipients, schedule the mailing in the events calendar at least 2 hours in advance and for a time that does not conflict with an existing scheduled mass email.  See "Mass Mailing Communications Events Calendar" below.
  3. The sender must control the rate of sending such that messages are sent to no more than 100 recipients per minute.

During Off-Hours

Outside of 6am to 6pm on Mondays to Fridays, all day on Saturdays, Sundays and Holidays, the following restrictions apply:

  1. Mass emails may be sent to no more than 50,000 recipients without prior approval from WTS.
  2. When sending mass emails to more than 3,000 recipients, schedule the mailing in the events calendar at least 2 hours in advance and for a time that does not conflict with an existing scheduled mass email.  See "Mass Mailing Communications Events Calendar" below.
  3. The sender must control the rate of sending such that messages are sent to no more than 100 recipients per minute.

Mass Mailing Communications Events Calendar

Mass emails are scheduled in the “Mass Mailing Communications” Events Calendar. When scheduling a mass emailing, ensure that no conflict is created with an already scheduled mass mailing.

When booking a mass mailing in the Events Calendar, ensure that appropriate time is reserved when considering number of recipients and the sending rate described above. As an example, to send a mass email to 15000 recipients, given the 100 recipients per minute limit, 2.5 hours should be reserved in the calendar.

The “Mass Mailing Communications” Events Calendar is located at: http://events.uwo.ca/cgi-bin/events.pl?Op=ShowIt&CalendarName=MassMailCommunications.

For access to schedule mailings in the Events Calendar, please contact the Helpdesk (web: http://www.wts.uwo.ca/helpdesk/ phone: 519-661-3800 or Ext 83800).

Spam Filters

The University email system employs spam and content filters to protect against spam and other unwanted messages. Mass email sent from outside of the University network will be filtered for spam before being delivered.

It is the responsibility of the sender to ensure their sending email servers are configured appropriately and that their email messages are formatted and delivered such that they will not be filtered as spam.

The University is not responsible for any mass emails that are filtered as spam and will not make any exceptions or “whitelist” any senders to allow emails through unfiltered. This applies to all solicited and unsolicited emails.

Noncompliance and Sanctions

Use of University computing and networking resources for sending mass email is subject to these guidelines, as well as the Email Policy and other University policies.

Reports of incidents regarding inappropriate mass email communications as they pertain to these guidelines should be referred to the Network Security Officer (email: nso@uwo.ca).

The University reserves the right to deny or remove access privileges to individuals or groups in order to protect the University computing and networking resources against excessive use or activity at the discretion of the system or network administrators, in accordance with Policy 1.13, Email Policy.

As email is a privilege extended to the University community to facilitate communication, it should be used ethically and within bounds of policy.

Revisions

These guidelines are based on best practices, applicable law and technical capabilities at the time of the latest revision and will be updated periodically as technology and other factors change.

Appendix 1

A sample mass email message.

Return-path: <roadwork-bounces@uwo.ca>
Message-ID: <49D24564.3080802@uwo.ca>
Date: Tue, 31 Mar 2009 12:31:32 -0400
From: UWO Road Maintenance Crew <roadwork-bounces@uwo.ca>
To: UWO Community <>
BCC: Jack Smith <jsmith01@uwo.ca>, Jill Smith <jsmith02@uwo.ca>
Reply-To: UWO Road Maintenance Crew <roadwork@uwo.ca>
Subject: Medway Creek Bridge Closure
User-Agent: Thunderbird 2.0.0.19 (X11/20090105)
MIME-Version: 1.0
Content-Type: text/plain; charset=ISO-8859-1
Content-Transfer-Encoding: 7bit

The bridge crossing Medway Creek on Perth Drive just North of University Hospital will be 
closed for road work on April 15-16. Please use alternate entrances to campus during this 
time.

See http://roadwork.uwo.ca/news/medwaybridge/ for more details.

John Smith
UWO Road Maintenance Crew
The University of Western Ontario

This message was sent to all faculty and staff.

To opt-out of further mass email messages from the UWO Road Maintenance Crew, send an email 
to roadwork@uwo.ca with the subject “opt-out”.

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