Reasons to use Purdue email systems

Reasons to use Purdue email systems

In other words, reasons not to forward your Purdue email to a non-Purdue email service:

1. Purdue email is considered an official Purdue record.

2. Purdue is legally liable to protect and retain Purdue records, including student information regulated by FERPA that may be conveyed in email and email attachments.

  • Purdue Email Policy: Users are reminded that any e-mail sent from a University Email Account or residing on University Email Services may be considered a public record under the Indiana Public Records Act (IC 5-14-3) and may be subject to disclosure. Users need to exercise judgment in sending content that may be deemed confidential or that they otherwise do not wish to be disclosed. Furthermore, email transmissions may not be secure, and contents that are expected to remain confidential need to be communicated via means other than email. Common examples of confidential contents include: student grades, personnel records, individual donor gift records, personally identifiable information, and data subject to federal and state laws or regulations, including but not limited to, the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Family Educational Rights and Privacy Act (FERPA) and the Gramm Leach Bliley Act (GLBA).

3. Using consumer email systems for Purdue email, when not contractually obligated to Purdue, causes Purdue to lose control of records, and circumvents Purdue access controls. Purdue has created access controls to protect and provide secure access email. The security of 3rd party email systems cannot be guaranteed by Purdue.  While some email users may be able to safely forward their Purdue email to a non-Purdue email account, employees who handle official Purdue data are bound by Purdue policy to ensure that Purdue data remains protected in ways that comply with all applicable laws and regulations.

4. The Purdue records retention policy must be complied with even if Purdue email if forwarded to a non-Purdue server.

http://www.purdue.edu/policies/governance/vb3.html

5. Consumer email systems are typically commercial data-mining systems. Purdue students and employees may not consent to having their email messages forwarded to, or entered into, a commercial data-mining system and tracked/indexed or potentially targeted with advertising, etc.

6. Caching a Purdue career account username password on a consumer email system that Purdue has not legally contracted puts Purdue systems and/or accounts at risk.  It is OK for users to do this for their personally owned email and their own data, but this practice puts the data of students and Purdue data in genral at risk.

7. When forwarding all Purdue email to a personal email account, a freedom of information act records request could impact someone’s personal account, and potentially bring personal email into litigation.  Or it could cause Purdue to become out of compliance with laws that require Purdue to control and access Purdue-owned data.

See: https://www.purdue.edu/legalcounsel/public/index.html

Outlook Email Rules

If you are trying to organize your email to make it easier to process, you may want to consider trying a “non-Purdue” email rule.  A non-Purdue email rule will automatically move any email message that does not come from an @purdue.edu address into a non-Purdue folder.  You can add exceptions to the rule so certain non-Purdue email addresses that are a priority for you will remain in your primary Inbox folder.  Here is a PDF document describing how to set this up:

https://edit.education.purdue.edu/download2/Outlook-NonPurdue-Rule.pdf

~ Bob

How to give someone access to your Outlook calendar

Do you need to give someone access to your Outlook calendar? No problem! The following PDF document contains screen shots and steps for how to do this…

For Windows:
Outlook Calendar Access For Windows

For Mac:
Outlook Calendar Access For Mac

Please note that the process of giving someone access to your calendar is something that only you can do. The Education IT team does not have administrative access to the central Purdue Exchange server or your email/calendar account, so we cannot do this for you. However, if you encounter any problems with the steps found in the PDF document above, let us know and we would be happy to consult with you.

Thank you!

— Education IT (edit@purdue.edu)

New email header will alert individuals to probable phishing scams

Please note the following post from ITaP:

Due to the continual increase in phishing attempts targeting Purdue email accounts, ITaP has created a new email header that will alert Purdue mail users to probable phishing scams.

All individuals who use an @purdue.edu email address will be affected by this change. The alert will be added to the top of messages and will read as follows:

Please be advised that the email below contains a link associated with an identified phishing scam. Clicking on the link may harm your computer. If you believe your Purdue career account has been compromised, please contact your local academic IT support or the ITaP Customer Service Center at 765-494-4000 for help managing risk to you and the University.

For more information see:

http://www.itap.purdue.edu/newsroom/news/140114_phishing_header.html

Writer: Andrea Thomas, ITaP technology writer, 765-496-8204, thomas78@purdue.edu

Source: Mick Haberzetle, manager of messaging and application services, 765-496-1067, mick@purdue.edu

David Shaw, chief information security officer, 765-496-8289, shaw46@purdue.edu

Determine your Exchange mailbox size and quota

There are a few different ways to determine how much space you have available on the Exchange server.  The Exchange server includes your email, calendar, tasks, etc.

1. If you’re using a PC / Windows, do the following…

  1. Go to the “File” tab and look for the section in the middle called “Mailbox Cleanup.”  There you will see a graph showing the amount of space you are using on the Exchange server, along with numbers showing the amount of MB’s free and the total amount of MB’s available:
    On a PC Outlook 2010-4
  2. You can also right-click the top-most folder (usually your name or email address) in the Outlook folder list and select “Data File Properties” and then click the “Folder Size” button on the General tab.  Then click the “Server Data” tab to view the size of your Exchange account on the server (not that this can take a minute or two to calculate).

2. If you’re using a Mac, do the following…

  1. In Outlook 2011 for Mac, you will need right-click, or ctrl-click, a folder in the folder list and select “Folder Properties.”  Then click the “Storage” tab to view the size of that folder.  Unfortunately, there is no way within Outlook 2011 to see a storage summary of your entire Exchange account, so you’ll need to cick each folder individually and add the amount of space used by each (i.e. Inbox, Sent Items, Trash, Calendar, Tasks, etc.).Mac Outlook 2011 Inbox Properties Bob Evans

    Mac Outlook 2011 Folder Sizes Bob Evans

3. If you’re using a web browser, do the following…  (Mac users may find this method easier)

  1. Log into the Exchange web portal:  https://owa.purdue.edu
  2. Hover the mouse over your name in the top left and the mailbox size and quota details will appear:
    On a PC in OWA 07-30-2013 9-57-09 AMOn a Mac in OWA    

Hope this helps.  Happy emailing!

— Education IT