Important Update for SMU Email Users - Email Security Project

Overview

Saint Mary’s University Email communications is an important tool for collaboration, engagement, and communication. EIT is responsible for supporting the infrastructure required to provide consistent and reliable Email communication services across campus. To enhance the security of this essential service, we will be migrating to a new Email security solution in the coming weeks and so I wanted to provide you with some details for your awareness.

Why are we doing this?

• Our existing Email security is reaching end-of-life.
• Our existing Email security has limited features and functionality beyond spam detection.
• As malicious actors increase the complexity and frequency of Email attacks it is important to protect your mailboxes from Phishing, Spam and malicious content.
Our new Email security solution automatically attempts to remove spam, phishing, malicious URLs and attachments from mailboxes - however this system does NOT protect users that send or receive email outside of the smu.ca email system.

How will this impact you? What will be different?

For the vast majority of Emails, the transition will be seamless. The enhanced security will operate in the background and remove unwanted and malicious content without user interaction. However there are two important changes you should be aware of.


1) Junk Email

While the new system is ‘learning’ it is recommended to check your ‘Junk Email’ folder periodically to ensure no legitimate emails have been identified as spam (malicious email content will continue to be automatically removed). 

Should you find an email that should NOT be marked as ‘Junk’ - simply right-click the email and choose junk -> Not Junk from the menu (diagram below). This will move the email back to your inbox and will ‘teach’ the system to put future emails from that sender into your inbox instead.

2) Secondly URLs and Hyperlinks will operate differently in the new system.

Safe Links

Safe Links applies to both internal and external emails.

What is Safe Links?

Safe Links is part of the new email security suite. This feature checks all hyperlinks (URLs) found in an incoming email in order to check that the destination webpage is not malicious and is safe to view.
Every time a URL in an email or Microsoft Office Online document is clicked, Safe Links performs a scan to prevent any malicious file downloads to your system.
If the link is determined to be safe to view, you will proceed as expected; if the link is determined to contain malicious content, you will be redirected to a warning page instead (shown below).


To protect users, URLs will be re-written on incoming emails. Only incoming links are rewritten. If you include a link in an email to an external party it is left unchanged.


What are the benefits of ATP Safe Links?

Because URLs are common in email content, Safe Links helps to prevent inadvertent access to malware through those links and attachments. The solution is unobtrusive, working efficiently in the background.

What does ATP Safe Links look like?

The hyperlink in emails that you receive may be rewritten and appear differently than they are currently displayed. Here is an example of a URL rewritten with Safe Links
https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fci.office.net%3Flid%3D1a44b413-1866-4cda-9a96-2bf58474a914%26tid%3D51d75f6a-dc1b-4263-9b42-62614f399eb8&data=02%7C01%7CNETID%40smu.ca%7C3a749337155a4e4f0df108d4a139fcd7%7Cd61ecb3b38b142d582c4efb2838b925c%7C1%7C0%7C636310717800979766&sdata=0Od9u%2FR3RMtozlIWDcX8WCDVJHg1B7CW0Y7B1niBbok%3D&reserved=0
When you click on one of these links; if the webpage is deemed malicious, you will see a warning message that prompts you to navigate away from the site, otherwise the site will open as normal.

What do you do if you are blocked from accessing a legitimate website?

Contact the Helpdesk to report any false positives, an ‘Allow List’ is available to help manage URLs that should not be blocked or scanned.

If you have any questions, queries or comments

Feel free to reach out to Helpdesk who can direct your query to the relevant team.
EIT Help Desk
Loyola, 2nd floor and Atrium, Ground floor
helpdesk@smu.ca
902-496-8111
Sincerely,

 

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Details

Article ID: 657
Created
Wed 9/22/21 9:44 AM
Modified
Wed 9/22/21 10:33 AM