Archive for the ‘Email’ Category.

Students can now personalise their MyZone with themes

Whether you want to differentiate between inboxes or simply want a bit more colour, your MyZone/Gmail can now be customized with your own personal touch.

Here’s what to do:

1) Open MyZone
2) Click the gear in the top right
3) Select Themes

It’s that easy.

For more information and support on how to set the theme to your MyZone, please see the following article from Google: https://support.google.com/mail/answer/112508?hl=en

Google+ is now available for your College MyZone account

We’re pleased to inform you that Google+ is now available for your College MyZone account.  Google+ is a social media tool that introduces new ways to connect and communicate with each other.

Joining Google+

To use Google+ you need to join and create your Google+ Profile. Make sure to join using the name you’re commonly known by. Learn more  

Join at plus.google.com

Feature highlights

  • Google+ Profiles: Create a profile with information about yourself. For example, you can add information about your classes, campus activities or groups, projects and expertise. You can choose which information is visible to others inside or outside TCD. The only exception is your name, which is always publicly visible. Learn more about Google+ Profiles.
  • Circles: Share information with specific people by organising your contacts into circles. For example, create circles for friends, classmates, courses, projects or special-interest groups on campus. Learn more about circles.
  • Hangouts: Connect and communicate in multi-way video rooms called hangouts. Hangouts provide screen sharing and integrate with Google Docs, Sheets, and Slides for collaborative editing. When you start or join your first hangout, you’ll be prompted to install the Google Voice and Video Chat plug-in for your web browser. You’ll also need to connect a webcam and use a computer microphone (preferably a headset). Learn more about hangouts.
  • Picasa Web Albums: Because Google+ uses Picasa Web Albums for photo sharing, we’ve also turned on this service for your Google Apps account. When you share photos, they’re stored in Picasa Web Albums, which you can access at picasaweb.google.com
  • Mobile access: You can use Google+ on mobile devices, using either a native app or a mobile web browser. Learn more

Important reminder

  • Because you’re signing up for Google+ with your @tcd.ie email address the College’s Policies, in particular the Social Networking and Social Media Policy, apply to Google+ usage.

 

If you have questions or need help with Google+ then make sure you check out these Google+ resources:

Change to spam email filtering service for staff

On Monday, 26th May, we introduced a change in the way spam is filtered in the staff email service.  Exchange Online Protection (EOP) scans for spam emails and any messages infected with viruses that are addressed to staff ‘@tcd.ie’ email accounts.  When the EOP service detects and identifies anything suspicious, it will place it in quarantine and will send a notification email to you to inform you of this action.  You will receive notifications daily, should there have been anything new placed in quarantine.

Within the notification email you will be able to manage any emails that have been quarantined.  This includes reviewing all quarantined emails and marking any message that has been incorrectly identified as spam.  As well, you will be able to report unwanted spam or phishing emails that arrive in your inbox.  Reporting such email is a benefit to all staff as it reduces the amount of spam or phishing emails that get through the filtering service.

The new EOP service replaces the previous service, Forefront Online Protection for Exchange (FOPE), and so the previous facility to login to your quarantine online will be discontinued in due course. This service provides a means of combatting the significant increase in the number of phishing attacks on College which we have seen recently. We are doing our part to help keep your inbox safe.

For full details on what to expect, how to manage your spam and how to report spam or phishing emails please see our Spam email filtering web page.

Update: Password recovery service for students

In response to a large number of student password reset queries at the Helpdesk, we launched a new service in April 2013 in which students would be able to reset their own password easily and remotely.

At the start of the 2012/2013 Academic Year, approximately 430 students contacted the Helpdesk for password help.  With the implementation of this password reset service, the Helpdesk saw a 43% reduction of password queries at the start of the 2013/2014 Academic Year.

In January 2014, there were just 91 password-related queries.  That is a reduction of 46% from January 2013.

If you’re interested in using the service, the only thing you’ll need to do right now is sign-up with your mobile phone number and, optionally, an alternative email address. The options to sign-up for the service, and to use it if you forget your password, can be found at mypassword.tcd.ie.

A recent change to the MyZone ‘sign in’ page

Your MyZone ‘sign in’ page might look different these days. This is due to a recent change that Google has made to all of their ‘sign in’ pages.

Mostly, this means that you will now need to sign in with your full email address, i.e., username@tcd.ie.

Phishing awareness update – Thank you!

At the start of this academic year, we saw a significant increase in the number of ‘spear’ phishing attacks on College.  Both TCD staff and students are very good at spotting a phishing message.  However, a good phishing attack can catch people out.  Therefore, IS Services set out at the beginning of this academic year to raise awareness about phishing.

As part of that initiative, we posted advice and tips from our IT Security officer to our website, included an article in our October enewsletter, as well as emailed all of College about these ‘spear’ phishing attacks in October and again in December, right before Christmas.

With each attack that came into College, we immediately blocked the spamming address and notified all of College.  We kept the alerts section of our website up-to-date and current with news about incoming phishing attacks, and connected with our followers on Twitter regarding each fraudulent message that came into College.

These efforts have had a significant effect.  Over the Christmas holidays, only one TCD email account succumbed to a phishing attack. With over 20,000 existing TCD email accounts, that’s a remarkable success. We would like to take a few minutes to thank you for your attention and continued vigilance!

Phishing attacks will always come in, but we don’t always have to fall prey.  Remember that IS Services will never ask you for your username and password information through an email and that you should be extra vigilant about not opening unexpected emails.  Keep an eye on your email about upcoming dates for our second annual IT security week.

Introducing the new Service Status page for IS Services

 

We are writing to introduce the new Service Status page for IS Services.  On this page, you will find the latest news on the status of key IT services and systems within College.

Check this page for the status of the following IT services: student & staff email, TCDconnect, the wired network, Staff Wi-Fi, internet access to external sites, the College webserver, TCD web-based systems, and student printing.

You can find the Service Status page here: http://isservices.tcd.ie/status/

Additional information and up-coming service alerts can be found in the ‘Alerts’ section of the IS Services website or through the IS Services Twitter page.

 

MyZone & Internet Explorer support from Google

MyZone Students should be aware that Google, providers of the student MyZone email service, will only provide support for the two latest versions of Microsoft Internet Explorer.

IE 10 launches on Friday, 26th October 2012, and as a result Google will discontinue support for IE 8 shortly afterwards.

If students encounter any difficulty using MyZone on IE 8, we advise that they use the lastest version of Mozilla Firefox or Google Chrome.

IS Services

Changes to student mailing lists

With the introduction of the new academic curriculum coding structure for 2012/2013, there is a change to the mailing lists used to contact different groups of College students.  The new system is explained in detail on our student mailing lists web page.

The old student mailing lists are now permanently frozen, only reflecting 2011/2012 data, and so should no longer be used.  Only the lists available via the web page above are being updated regularly.  The mailing lists for contacting all undergraduates or all postgraduates have already been ‘unfrozen’ to reflect the new student data for 2012/2013.

If you wish to email a specific group of students which is not covered by one of the options provided on the website, then please contact the IS Services Helpdesk and define your requirement in as much detail as possible.  IS Services will establish, with the help of SUSU, if a dataset can be provided from the student administration system to meet your requirement.

IS Services

New ‘set password’ page for MyZone & network login

Students can now set their MyZone password and network login password to be the same, via a new webpage.  This new page can be reached via the ‘Set Password’ link on the MyZone ‘sign in’ page, as shown in the image to the left.

After clicking this ‘Set Password’ link, you will be asked to enter your username and current network login password.  You are then brought to the new page that allows you set both passwords to be the same.

You can still have separate passwords for MyZone and network login by using TCD Password Manager to set a separate network login password.

IS Services