Computer Systems: Network Services

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Access

All users automatically get a department email (MS Exchange) account with a mailbox size of 100 megabytes that is available 24 hours a day. If you do not want one, please tell the Helpdesk.

PC workstations are set-up with Outlook for client access. Macintoshes use Outlook over Citrix/Terminal Ser ver. Email is available over the web via the following addresses:

Domains

We assign these domains based on user preferences:

• epi.ucsf.edu
• epi-ucsf.org
• psg.ucsf.edu
• psg-ucsf.org
• sfcc-cpmc.net
• biostat.ucsf.edu*

*Currently, some of the biostatistics staff and faculty are using their own email server with the domain name biostat.ucsf.edu and accessing their accounts using the Apple mail client. Plans are in place to migrate these accounts and the domain name to the MS Exchange system by the end of the first quarter of 2008.

Group Distribution Lists

We maintain standard email group lists that distribute to the department and other organized research units. Lists are available through Outlook, with the exception of distribution to the entire department. This list is restricted to control email traffic. If you need to send a message to this audience, send it to the Helpdesk to be forwarded on your behalf. Please also contact the Helpdesk if you find an error in any of the lists so that we keep them current, accurate, and complete.

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Mailbox Maintenance

• Do not use email as a document management system. Move large attachments from your in-box to your archived folder or a network server location such as your M drive.
• Use your archive folder as interim storage. For help with set-up, contact the Helpdesk.
• Regularly clean out all areas of your mailbox (Inbox, Sent items, Deleted items, Calendar, Contacts, Journal, Notes, and Tasks).
• The email system will automatically notify you when you near your mailbox limit of 100 mb. Once you reach the limit, you will no longer be able to send messages. You will still be able to receive them. To free up space and be able to send messages, you must delete or archive emails.
• Never open emails or email attachments from suspect sources. If you don't know the sender, it might be spam and could contain a virus. Delete any messages that can't be confirmed as legitimate.
• Our anti-spam software evaluates and triages messages based on risk:
• High-risk emails are automatically deleted. Our software eliminates a majority of spam (hundreds of thousands of messages daily!) this way.
• Suspect emails are quarantined. To access these messages, go to your Inbox, click on Spam, and select the Spam - Quarantine subfolder. Move legitimate items to your Inbox. Items in quarantine are automatically deleted after 7 days.
• Low-risk emails end up in your Inbox. Although inconvenient for our users, it is a very low percentage of messages that actually get through to your Inbox.
• Enter legitimate addresses into your Contacts list to ensure that messages from these sources are not misidentified as spam.

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Public Folders

Standard public folders are available in which users can post information. These folders are an efficient and non-intrusive means of communicating with department audiences on various categories of topics. We encourage their use. Please send any suggestions for additional Public folders to the Helpdesk.

Security

The email system is monitored by anti-spam software, but, email transmission is currently not secure. If you need to transmit restricted information, contact the Helpdesk. They can help you find a secure solution. For on-going transmissions of restricted data, IT recommends our Instant Virtual Extranet (IVE). If you need to send restricted data over e-mail, IT will work with enterprise IS to obtain a secure e-mail account for you.

To protect sensitive information and the network, follow these e-mail use guidelines.