Index

Section – Upgrading

Part : Should You Upgrade?

The New Outlook is compatible fully with all Office365 functions but because there are some features missing that presently exist in the classic Outlook, FDU IT highly recommends NOT switching to the new Outlook currently, especially since not all features are present and Microsoft is still developing the new Outlook.

Some of the features not available in the New Outlook are:

1. Existing Offline Outlook files called PST files stored locally on your computer
2. Virtru Email Encryption Client: While the Add-on is not supported, you can still send and receive encrypted email using the “#secure# tag in the subject line of the email
3. Adobe Acrobat and/or Foxit PDF Professional Outlook using the COM-Add-ins platform
4. Zoom Outlook Plugin or any other Meeting platform using the COM-Add-ins platform
5. Any other third-party COM-Add-in
6. Custom Macros or Custom Visual Basic functions manually added
7. Many Rule templates and options are not available

Part : Steps for Upgrading

1. Turn on the toggle “Try the new Outlook” which will begin downloading the New Outlook

2. From the Success window, select “Switch”. This will close the current version of Outlook and New Outlook will sign you in automatically. Select “Next” to accept the privacy settings
   
3. Select an option about sending optional data, and then select “Accept”. Review the privacy information about connected experiences, and then select “Continue”
   
4. Select “Import Settings” to bring over your settings from classic Outlook. New Outlook will begin adding your accounts

5. The new Outlook for Windows will open once the setup is complete, and you can start reading and sending emails immediately.

New Look

This is the new Outlook mail icon. It might also include the word NEW.

When you open new Outlook, you’ll see the following tabs on the ribbon: Home, View, and Help. This version includes Settings which is available in the navigation header. Settings is where you can customize your Outlook experience.

Section – New Features

Part : Personalization Options and Settings

If you switched from the classic Outlook for Windows, you’ll have the option to migrate some of your settings, which you can learn more about on following the link below:

Microsoft Learn

However, it’s still good to familiarize yourself with the latest options.

You’ll find Settings in the gear icon in the upper right corner. You can also make quick updates to certain settings by clicking on the View tab.

Changes you make to settings in the New Outlook for Windows will also be reflected in Outlook on the web.

Part : New Ribbon

Become Familiar with The New Ribbon

The top bar of the app should be familiar if you’ve used any apps like Word or Excel before, including the classic Outlook for Windows.

Known as the ribbon, it is the place to find the commands you need to manage your inbox or format emails. You can make the ribbon larger (the classic experience) or smaller (the simplified experience) using the dropdown arrow on the right side of the bar. If you want to personalize the commands you see in the simplified ribbon, select Customize.

Part : Navigation Bar and My Day

On the left side you’ll see the navigation bar, which makes it simple to switch to Calendar, Contacts, or any other app you frequently use. For quick access to your calendar or tasks without leaving the inbox, you can use My Day by selecting the icon in the upper right.

Part : New Email Features

Pin Emails

Do you ever have trouble tracking down that key email thread you’re actively responding to? Or is there an email with key information you frequently refer to? Now, simply right-click any message and choose. Pin and that email will appear at the top of your inbox, saving you time from having to go back and search for it.

Snooze an Email

Sometimes email is very important, but not yet. With the Snooze feature, you can schedule a time for the email to be re-delivered to your inbox, appearing at the time you want it to, so you can handle it when it’s the right time for you. Just right-click any message and choose Snooze, or select Snooze from the ribbon. Then choose the time you want it to be delivered.

Scheduling Poll (Formerly Find Time)

Schedule an Email

In today’s hybrid work world, your day might be someone else’s night, so you don’t want to send an email to someone in the middle of the night. With the new Outlook, it’s simple to send an email when you want to. Just select the dropdown arrow next to Send and choose Schedule send.

Part : Categories

You might be familiar with categories, but they’ve been significantly upgraded. See the category names and colors directly on your messages in your inbox. Want to see everything you’ve tagged with that category? Just click it right on your message. You can even add a category to your Favorites.

Part : Add-ins

Install an Add-in from The Office Store

1. In Outlook, go to the navigation bar and select “More Apps > Add apps”

For guidance on how to locate the Apps button to access add-ins while reading or composing a mail item, see Use an add-in in Outlook following the link below:

Using an Add-in in Outlook

2. In the “Apps” page, search for the add-in you want from the available list. Alternatively, if you’re after a specific add-in, enter its name in the search box. When you find the add-in you want to install, select it to learn more about the add-in and review its privacy policy
   
3. When you’re ready to install the add-in, select “Add”

Add-ins Installed by your IT Admin

If you’re part of an organization and a new add-in is installed for you by your IT admin, the add-in will be available on the read or compose surface where it’s designed to work. For guidance on how to access an add-in, follow the link below:

Use an add-in in Outlook

Using an Add-in

The location of where an Add-in is installed depends on whether you’re reading or composing a mail item.

For guidance on how to use Add-ins in classic Outlook, visit the link below:

Use an add-in in Outlook

Using an Add-in While Reading a Message

1. Select a message in the Reading Pane or open a message in a separate window
   
2. From the action bar of the message, select “Apps”
   
3. Select the “Add-in” you want to use

Use an Add-in While Composing a Message

1. Create a new message or reply to an existing one
   
2. From the ribbon, select the “Message” tab, then choose the Add-in you want to use. If the Add-in doesn’t appear in the ribbon, select “Apps” to view your installed add-ins

Use an Add-in While Viewing or Scheduling a Meeting or Appointment

1. Open an existing appointment or create a new one

2. From the ribbon, select the “Add-in” you want to use

Delete an Add-in

1. Go to the navigation bar and select “More Apps” then “Add Apps”
   
2. On the “Apps” page select “Manage your Apps”
   
3. Under “Manage your Apps” find the app you want to delete and select “More options” then “Remove”

Part : Groups

As of November 2023, the Microsoft 365 Groups experience in Outlook is generally available for Outlook on the web and new Outlook for Windows. Access new Groups by selecting Groups on the navigation bar.

New Outlook Groups

Groups in Microsoft 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. Resources such as a shared Outlook inbox, shared calendar or a document library for collaborating on files.

Outlook now has a new home for Microsoft 365 Groups - one place to connect, communicate, and collaborate with your team. Groups Home provides a central destination to get critical information from all the different groups you may be part of.

Benefits of the new Groups experience include:

• Group Home landing page – Stay updated on your groups, including recent files across all your groups. From Home, you can access frequently used groups and find new ones based on your interests.
  
• Recent groups and Recent files – Find recent active groups and quick links to get to files, emails, events, and member management from the Groups Home landing page.
  
• Revamped individual Groups experience – Create, consume, and share information related to a particular group, as well as manage events and members efficiently in fewer clicks.

Accessing New Groups

In the New Outlook, from the navigation bar select “Groups”. This takes you to Groups Home.

In the Classic Outlook, from the navigation bar select “More apps” then “Groups”.

From Groups Home you can see all your groups at once. Or, when you select an individual group, you can:

• Send an email to the group, access and edit your group settings and preferences, and manage group membership as needed.
  
• Access the group email, files, events, and members by selecting the respective tab.
  
• Access connected apps like Teams, SharePoint, OneNote, and Planner.

Talk

Conversations in Microsoft 365 Groups in Outlook happen in the shared inbox for the group. Users can read and reply to messages, and members can easily search or scroll back through the message history to get caught up on what’s been discussed before. The shared inbox looks a lot like the personal inbox that Outlook users are familiar with. Each conversation appears separately in the message list at the left and clicking on one will open it in the reading pane. If a user marks a message, or conversation, as read it doesn’t affect how the messages appear for other members of the group so you don’t have to worry that other members may miss an important message.

The shared inbox for your Office 365 group is where conversations occur.

Now that you’ve got your group created, let’s start a new conversation. You can post a new message by opening the shared inbox for the group and clicking New Conversation on the Ribbon. Or you can simply send an email to the group’s alias. All members of the group will be able to read the new message you’ve posted and any members who follow the group will get a copy of your message in their personal inbox.

Share Files

Each Microsoft 365 Group gets a shared files library where you can store, share, and collaborate on documents, workbooks, presentations, or just about any kind of file.

Access the files library by going to your group in Outlook (on the left navigation pane) and click Files on the Ribbon. The files library will open in a browser and from here you can create new files, upload files from your computer and do just about anything else a SharePoint document library can do. Think about what kind of files would be useful to share with your group, and don’t feel limited to Microsoft Office files. You can also share PDFs, photos or just about any other kind of file that your group would find useful.

To download or delete a file just select it and those options will appear on the toolbar at the top.

Collaborate

Each Microsoft 365 Group gets its own shared OneNote notebook where they can gather ideas, collaborate and store research.

Go to your group in Outlook by finding it on the left navigation pane, or in Outlook on the web by going to the People tile. Once you’re there click Notebook on the Ribbon to open the group’s shared notebook.

The first time you open the group’s shared notebook it will open in the browser in OneNote for the web. You can make edits there, or if you have OneNote 2016 and you’d prefer to use that just click Edit in OneNote from the Ribbon. Once you’ve opened it in OneNote the notebook will sync to your list of open notebooks and you can access it directly from within OneNote without having to go to the group first.

Try going to your group’s OneNote notebook and think about what might be useful for the group to collect ideas and collaborate on. For example you might have a section that you use to gather and comment on web content that is relevant to your team.

Plan Events

Chances are good that your group has events, meetings, milestones or other items that would benefit from a shared calendar. Each Microsoft 365 Group has a shared calendar that all members can see and contribute to.

Working with the calendar of your group is no different than working with your personal calendar. If you select the calendar button on the navigation pane, you’ll see your personal calendar, plus the shared calendars of any groups you’re a member of. You can check the boxes next to each calendar you want to see and view them side by side or overlapped.

Adding an item to the shared calendar works just as it does on your personal calendar. Any meeting you add to the shared calendar will invite the other members of the group to that event as well, so they can have it on their own calendars. Appointments added to the shared Group calendar do not appear on the personal calendars of other members.

Now that you’ve got your shared calendar try adding any upcoming meetings or events that your group might be participating in.

Microsoft Office 365 offers a comprehensive set of software tools that facilitate documentation, collaboration, and communication. These tools are available on the Web or as downloadable desktop Office 365 apps.

Below is a list of articles for each of the available tools in the Microsoft Office 365 environment. Each article contains information on what each application is and training on how to use them.

Outlook

Outlook allows you to connect and stay organized with your email, calendar, and contacts all in one place.

More Info

Word

Word allows you to collaboratively view, edit, and create high-quality shared documents.

More Info

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Excel

Excel is the industry leading spreadsheet program, a powerful data visualization and analysis tool.

More Info

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PowerPoint

PowerPoint is a slideshow presentation program that’s part of the Microsoft office suite of tools. PowerPoint makes it easy to create, collaborate, and present your ideas in dynamic, visually compelling ways.

More Info

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Teams

Teams is a unified communication and collaboration platform that combines persistent workplace chat, video meetings, file storage, and application integration. Here you will find documentation on how to install and use Teams and all its features.

More Info

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OneNote

OneNote is a cross-functional digital notebook. You can organize different notebooks into sections and pages with easy annotation and navigation tools.

More Info

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OneDrive

OneDrive and Microsoft 365 make it easy to access, share, and collaborate with your classmates or co-workers on files from anywhere within FDU.

More Info

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Lists

Lists you can Build and share lists to help you track issues, assets, routines, contacts, inventory, and more. You can get started with Microsoft Lists from Microsoft 365, from MS Teams or from within SharePoint.

More Info

Power Apps

Power Apps is a suite of apps, services, connectors, and data platform that provides a rapid application development environment to build custom apps. Using Power Apps, you can quickly build custom apps that connect to data stored throughout Microsoft 365.

More Info

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Power Automate

Power Automate is a service that helps you create automated workflows between apps and services to synchronize files, get notifications, collect data and more.

More Info

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Power BI

Power BI is a business analytics solution that lets you visualize your data and share insights across your organization or embed them in your app or website. It allows connections to hundreds of data sources and generate live dashboards and reports.

More Info

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Planner

Planner makes it easy for your team to create new plans, organize and assign tasks, share files, chat about what you are working on, and get updates on progress.

More Info

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Bookings

Bookings offers a simpler way to organize schedules and manage appointments. Microsoft Bookings includes a web-based booking calendar and integrates with Outlook to optimize your calendar and give your contacts the flexibility to book a time that works best for everyone involved.

More Info

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Forms

Forms is an app that lets you create surveys, quizzes, and polls to collect real-time responses from students, collaborates and colleagues. It has built-in analytics to evaluate responses, and export results to Excel for additional analysis or grading.

More Info

The Microsoft productivity suite subscription includes Office for the Web, stand-alone, downloadable Office 365 desktop clients and mobile apps. Included in the Microsoft Office suite of products are

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft OneNote
• Microsoft Outlook
• Microsoft Publisher
• Microsoft Access

Available Platforms

• Windows 10 or higher
• Mac
• iOS, Android, Other Devices
• Browsers – Current versions of Safari, Chrome, Firefox, Microsoft Edge, and Internet Explorer

Eligibility

• Current students that are registered for classes for the current term or a future term.

How to Install Microsoft Office 365 Pro Plus

Current students can download the latest version of Microsoft Office free of charge as part of the Microsoft Campus Agreement. Microsoft Office Suite can be installed on up to five devices.

• Office 365 Pro Plus can be installed on Windows 10 or higher
• Office 365 Pro Plus can be installed on Mac OS 10.13.6 (Sierra) or higher

Steps

1. Visit the Office Portal

Office Portal

2. Enter your FDU NetID and then click “Next”. This will re-direct you to the FDU SSO login page

3. Enter your FDU NetID and Password then click “Sign In“. Follow the prompts on the next screen to authenticate with Duo

4. In the Software window, click “Office“. Then click the “Install” button

5. The software will be downloaded and installed on your computer. Your copy of Microsoft Office remains active until you leave the University, at which point, you will either need to uninstall it or purchase a license key

Fairleigh Dickinson University’s Acceptable Use Policy for Computer Usage states, “All computers and mobile devices accessing any FDU resource must run an operating system and configuration that is supported by its vendor with regard to security patches and updates.”

Ensure your Duo Mobile app and device’s operating system are up-to-date to keep your two-factor authentication (2FA) effective. Regular updates are crucial for accessing the latest features, security, and maintenance improvements in Duo Mobile.

General Recommendations

• Update Duo Mobile Regularly: Make sure your device’s operating system is current to support the latest version of Duo Mobile, ensuring access to vital security updates and features.
• Check After OS Updates: If you update your device’s OS, verify that Duo Mobile has also updated. You might need to manually update the app if it doesn’t automatically.

Guidance for Older Operating Systems

• For Android Users: Starting Feb. 8, 2024, Android devices on OS 10 or below will not support new versions of Duo Mobile or receive updates. Upgrade to Android 11 or newer to continue using Duo Mobile without interruptions.

Which versions of Android does Duo Mobile support?

• For Apple Users: Similarly, from Feb. 8, 2024, Apple devices on iOS 14 or earlier will not be eligible for the latest Duo Mobile version or updates. Update to iOS 15 or newer to maintain functionality.

Which versions of iOS does Duo Mobile support?

Alternatives for Incompatibility

• Switch Devices: If your device cannot be updated, consider using another device that supports the latest Duo Mobile version.
• Voice Call Authentication: You can enroll a phone number for authentication via voice calls.
• Temporary Bypass Codes: If you encounter issues with Duo Mobile, obtaining a temporary bypass code can provide secure access to systems for a limited time.

Additional Notes

• Continuous 2FA Protection: Duo Mobile will continue to offer 2FA protection on older OS versions after Feb. 8, 2024, though updates are recommended for the best security.
• SMS/Text Passcodes: Note that SMS/text passcodes are not supported; 2FA passcodes should be generated through the Duo Mobile app for security.

Introduction to Office365

Fairleigh Dickinson University uses Office365, a new E-mail system that greatly expands the quota of data stored per user and features enhanced services such as Word Online, Excel online and PowerPoint online. Office365 service can be accessed via office365.fdu.edu from a web browser, or a configured mail client such as Outlook or Thunderbird.

The manual available for download below is intended to assist users with an FDU email address and non-FDU issued equipment to migrate their e-mail account to Office365.

Office 365 Training Guide Download

Fairleigh Dickinson University’s Acceptable Use Policy for Computer Usage states, “All computers and mobile devices accessing any FDU resource must run an operating system and configuration that is supported by its vendor with regard to security patches and updates.”

This guide defines the lifecycle of our support for different operating systems.

Support Status Descriptions

Supported Operating Systems

Creating strong, secure passwords is essential to protecting your personal information and maintaining the safety of your FDU NetID account. This article provides clear guidelines for password creation, including complexity requirements, helpful tips, and best practices to ensure your account remains secure. By following these guidelines, you can create passwords that are not only compliant with university policies but also resilient against potential threats.

Guidelines for Passwords

• Passwords must be between 8-16 characters
• Pass a basic complexity check

Password Requirements:

• At least one uppercase letter
• At least one lowercase letter
• At least one number
• At least one special character

Passwords must not:

• Contain your first or last name
• Be the same as any prior passwords

Helpful Tips:

• Longer passwords (or “passphrases”) can be created using a phrase or sentence. These are easy to remember but difficult for others to guess.
• A short, meaningful phrase or sentence is often easier to recall.

Other Important Password-Related Guidelines:

• Your account is your responsibility. Do not share your password with others, including technicians. FDU IT staff will never ask for your password.
• Avoid choosing a password based on personal information that someone who knows you could guess.
• Do not use your FDU NetID or your name/department name as your password.
• Refrain from using your FDU NetID and password to access third-party systems (e.g., online shopping, newspapers, travel websites).
• Avoid letting software save or store your passwords. This increases the risk of unauthorized access and makes it harder to remember your password if you don’t type it in regularly.
• Always log out of programs or websites and close your browser (e.g., Internet Explorer, Firefox, Chrome) when done, especially on public computers.
• Treat your passwords as valuable and protect them accordingly.
• Passwords must be changed every 90 days.

To learn how to change your NETID password, follow the steps in this article:

For more details, refer to the University’s Password Policy:

As a member of our community, your FDU NetID is your passport to accessing many of Fairleigh Dickinson University’s IT services. Most important is your student, employee, or alumni FDU Email account. When using FDU Email, you are an ambassador for our institution and we expect that you will conduct yourself in an efficient, effective, ethical, and lawful manner. Please review our Policy for Acceptable Use of Email to ensure that you are adhering to all security and decorum requirements.

Effective Date: 08/01/2024
Last Revision Date: 08/01/2018

1.0 Introduction

The purpose of this policy is to ensure the proper use of e-mail by all those assigned a Fairleigh Dickinson University (FDU) e-mail account. This policy applies to any e-mail system that FDU has or may install in the future. It also applies to employee use of personal e-mail accounts via browsers, as directed below. All users of FDU e-mail systems have the responsibility to use their e-mail in an efficient, effective, ethical and lawful manner. E-mail users must follow the same code of conduct expected in any other form of written or face-to-face business communication. FDU may supplement or modify this policy for specific employees in certain roles. This policy complements similar FDU policies such as the Acceptable Use Policy and the Written Information Security Program (WISP). Please read and follow those policies as well.

The University subscribes to the 1940 Statement of Principles on Academic Freedom and Tenure and the 1940 and 1970 Interpretive Comments issued thereon, formulated jointly by the Association of American Colleges and the American Association of University Professors. Nothing in this policy is intended to supersede those statements and principles.

2.0 Ownership of Email Data

The University owns all University email accounts in the fdu.edu domain, or any subsequent domains it may create (University Email Accounts). Subject to underlying copyright and other intellectual property rights under applicable laws and University policies, the University also owns data transmitted or stored using the University Email Accounts.

3.0 Employee Responsibilities

FDU only supports the installation and usage of approved e-mail clients.

Usernames will be assigned as part of the University’s e-mail registration process and reflect internally mandated e-mail naming conventions.

Email is the primary means of official communication for Fairleigh Dickinson University. All employees, full-time and part-time, are responsible to check their @FDU.edu email accounts regularly for communication from students, faculty, staff, and administrators.

Further, all FDU employees, including faculty, full-time and part-time, are required to use their @FDU.edu email account for all University-related correspondence except in such situations when Office365.fdu.edu is unavailable.

3.1 Acceptable Uses

• Communicating in a professional manner with other FDU associates about work-related matters.
• Communicating in a professional manner with parties outside FDU for business purposes.
• Personal communications that are brief and do not interfere with work responsibilities.
• Users are allowed to access personal e-mail accounts on a limited basis, without disrupting business responsibilities. Access can be gained only by using a browser. Use of e-mail-specific protocols, such as POP3 and IMAP4, is prohibited, since they require specific firewall ports to be open.
• Electronic messages are frequently inadequate in conveying mood and context. Users should carefully consider how the recipient might interpret a message before composing or sending the message.

3.2 Unacceptable Uses

• Creating and exchanging messages that can be interpreted as harassing, obscene, racist, sexist, ageist, pornographic, or threatening, as defined by University policies.
• Creating and exchanging information that is in violation of copyright or any other law. FDU is not responsible for an associate’s use of e-mail that breaks laws.
• Personal communication that interferes with work responsibilities.
• Opening file attachments from an unknown or untrustworthy source, or with a suspicious or unexpected subject line.
• Sending unprotected healthcare data and personally identifiable consumer data or other confidential information to unauthorized people or in violation of FDU’s Acceptable Use Policy, or the Written Information Security Program (WISP). , Health Insurance Portability and Accountability Act and/or Gramm-Leach-Bliley Act regulations. Exceptions may be authorized by the University Chief Information Security Officer working with the employee’s supervisor. Communications that strain FDU’s network or other systems unduly, such as sending large files to large distribution lists.
• Communications to distribution lists of only marginal interest to members, and replying to the entire distribution list when a personal reply is effective.
• Communications with non-specific subject lines, inarticulate language, and without clear purpose.
• Auto-forwarding e-mail messages from your University e-mail account.
• Using any e-mail system, other than FDU’s e-mail system, for FDU-related communications.
• Circulating chain letters and/or commercial offerings.
• Circulating unprotected healthcare data and personally identifiable consumer data that would violate U.S. Federal HIPAA and GLB regulations. Exceptions may be authorized by the employee’s supervisor and in conjunction with the use of a University-approved e-mail encryption service.
• Altering or forging the “From” line or any other attribution of origin contained in electronic mail or postings.
• Using any of the University systems for sending what is commonly referred to as “SPAM” mail (unsolicited bulk email)

4.0 Student Responsibilities

Email is the primary means of official communication for Fairleigh Dickinson University. All students are responsible to check their FDU.edu email accounts regularly for communication from faculty, staff, and administrators.

FDU students are required to use their FDU.edu email account for all University-related correspondence except in such situations when Office365.fdu.edu is unavailable.

4.1 Acceptable Uses

• Communicating in a professional manner.
• Electronic messages are frequently inadequate in conveying mood and context. Users should carefully consider how the recipient might interpret a message before composing or sending the message.

4.1 Unacceptable Uses

• Creating and exchanging messages that can be interpreted as harassing, obscene, racist, sexist, ageist, pornographic or threatening, as defined by University policies.
• Creating and exchanging information that is in violation of copyright or any other law. FDU is not responsible for an individuals use of e-mail that breaks laws.
• Opening file attachments from an unknown or untrustworthy source, or with a suspicious or unexpected subject line.
• Auto-forwarding e-mail messages from your University e-mail account.
• Using any e-mail system, other than FDU’s e-mail system, for FDU-related communications.
• Circulating chain letters and/or commercial offerings.
• Altering or forging the “From” line or any other attribution of origin contained in electronic mail or postings.
• Using any of the University systems for sending what is commonly referred to as “SPAM” mail (unsolicited bulk email)
• Use of e-mail-specific protocols such as POP3 and IMAP4 for access to non-FDU email accounts is prohibited since they require specific firewall ports to be open.

5.0 Privacy Guidelines

The University typically does not review the content of electronic messages or other data, files, or records generated, stored, or maintained on its electronic information resources; however, it retains the right to inspect, review, or retain the content of such messages, data, files, and records at any time without prior notification. Any such action will be taken for reasons the University, within its discretion, deems to be legitimate. These legitimate reasons may include, but are not limited to,

• responding to lawful subpoenas or court orders;
• investigating misconduct (including research misconduct);
• determining compliance with University policies and the law; and
• locating electronic messages, data, files, or other records related to these purposes.

FDU maintains the right to monitor and review e-mail activity to ensure compliance with this policy, as well as to fulfill FDU’s responsibilities under the laws and regulations of the jurisdictions in which it operates. Users should have no expectation of privacy.

• Except as otherwise stipulated in this policy, on termination or separation from FDU, FDU will immediately deny access to e-mail, including the ability to download, forward, print or retrieve any message stored in the system, regardless of sender or recipient.
• Except as otherwise stipulated in this policy, employees who leave FDU will have their mailbox deleted within six months of their termination date. The employee’s manager may request that access be given to another employee who may remove any needed information within the same six month time frame.
• FDU reserves the right to intercept, monitor, review and/or disclose any and all messages composed, sent or received on the University e-mail system. Intercepting, monitoring and reviewing of messages may be performed with the assistance of content filtering software, or by designated FDU employees and/or designated external entities. Employees designated to review messages may include, but are not limited to, an employee’s supervisor or manager and/or representatives from the HR, legal or compliance departments.
• FDU reserves the right to alter, modify, re-route or block the delivery of messages as appropriate. This includes but is not limited to:
  
  • Rejecting, quarantining or removing attachments and/or malicious code from messages that may pose a threat to FDU resources.
  • Rejecting or quarantining messages with suspicious content.
  • Rejecting or quarantining messages containing offensive language or topics.
  • Re-routing messages with suspicious content to designated FDU employees for manual review.
  • Appending legal disclaimers to messages.
    
• Electronic messages are legally discoverable and permissible as evidence in a court of law.
• Users of the University’s computing and electronic communications resources must understand that electronic messages, data, files, and other records generated, stored, or maintained on University electronic information resources may be electronically accessed, reconstructed, or retrieved by the University even after they have been deleted.

6.0 Security

As with any other type of software that runs over a network, e-mail users have the responsibility to follow sound security practices.

• Users should not use the e-mail system to transfer sensitive data, except in accordance with FDU data protection policies. Refer to the Written Information Security Program (WISP). Sensitive data passed via e-mail over the Internet could be read by parties other than the intended recipients, particularly if it is clear text. Malicious third parties could potentially intercept and manipulate e-mail traffic.
• In an effort to combat propagation of e-mail viruses, certain attachment types may be stripped at the University e-mail gateway. Recipients will be notified via e-mail when this occurs. Should this create a business hardship, users should contact the University Technical Assistance Center (UTAC).
• Attachments can contain viruses and other malware. User should only open attachments from known and trusted correspondents. Suspicious attachments should be reported to the University Technical Assistance Center (UTAC).
• Spam is automatically filtered at the University gateway in a highly efficient manner. Errors, whereby legitimate e-mail can be filtered as spam, while rare, can occur. If business-related mail messages are not delivered, users should check their local spam folder or the daily spam digest. If the message is not there, users should contact University Technical Assistance Center (UTAC).
• Users will not be asked by OIRT or any other FDU group by e-mail for personal information such as usernames or passwords. Any such requests should not be responded to and should be referred to the University Technical Assistance Center (UTAC). Such approaches – known as phishing – are fraudulent approaches carried out for the purpose of unlawful exploitation.

7.0 Operational Guidelines

FDU employs certain practices and procedures in order to maintain the health and efficiency of electronic messaging resources, to achieve FDU objectives and/or to meet various regulations. These practices and procedures are subject to change, as appropriate or required under the circumstances.

• For ongoing operations, audits, legal actions, or any other known purpose, FDU saves a copy of every e-mail message and attachment(s) to a secure location, where it can be protected and stored for three years. Recovery of messages from this store is prohibited for all but legal reasons.
• To deliver mail in a timely and efficient manner, message size must be less than 25MB. Messages larger than 25MB will be automatically blocked and users will be notified of non-delivery. Should this create a business hardship, users should contact the University Technical Assistance Center (UTAC)
• For all employees who handle sensitive information on a regular basis, to aid with ensuring that any accidental misdirection of emails are properly handled, the following disclaimer should be placed as part of and at the end of their signature block for all internal and external outbound emails.
  • This message and any attached documents contain information that may be confidential and privileged. If you have received this message in error, please immediately notify the sender and delete the message from your system without forwarding it to any other person.

Access to the content of electronic mail, data, files, or other records generated, stored, or maintained by any user may be requested from the University’s Associate Vice President of Technology Infrastructure for the reasons set forth below and shall be authorized as follows:

1. by the Associate Vice President of Human Resources for all University employees;
2. by either Dean of Students for students; or
3. by the General Counsel for the purposes of complying with legal process and requirements or to preserve user electronic information for possible subsequent access in accordance with this policy.

In all cases, the Office of the General Counsel must be consulted prior to making a decision on whether to grant access. In the case of a time-critical matter, if the authorizing official is unavailable for a timely response, the General Counsel may authorize access.

All full-time faculty who retire from the University may keep their email address for life if they request to do so.

All full-time faculty who leave the University for reasons other than termination for cause, may request email forwarding for up to six months.

8.0 Governance and Enforcement

This policy was created with input from the University’s Data Security Incidence Response Team (DSIRT). At the request of the University’s Chief Information Security Officer (CISO), the DSIRT will review this policy annually to ensure that FDU is in compliance with internal or external requirements. FDU faces liability if users violate the terms of this policy. Therefore, willful or repeated violations of this Acceptable Use Policy for e-mail can result in informal or formal warnings, the loss of e-mail privileges, and other sanctions including termination. Any such discipline shall be in accordance with processes and procedures of Human Resources and subject to any protections afforded under the University’s agreement with “Office & Professional Employees International Union”, the “Faculty Handbook”, and similar documents. Third parties who violate this Policy may have their relationship with the University terminated and their access to campus restricted.

For assistance with this policy, please contact the University’s Chief Information Security Officer (CISO).

Exceptions to this policy may be authorized by the University Chief Information Security Officer working with the employee’s supervisor.

Policy violations should be reported immediately to the University’s Associate Vice President of Technology Infrastructure

The University reserves the right to suspend an e-mail account while investigating a complaint or troubleshooting a system or network problem.

This document will be reviewed semi-annually and is available both electronically and in printed form at each of the Campus Computing Centers.

It is the user’s responsibility to remain informed about the contents of this document.

Other Related and Applicable Policies

FDU Email Acceptable Use Policy.pdf Download

Issue

When I am connected to the FDU VPN or Cisco AnyConnect Adapter, I am unable to print documents while working from home.

Cause

While connected to the FDU VPN network, you are unable to access any local printers or network devices / services to help protect your computer from various threats while working outside of the FDU Campus Network.

Resolution

In order to Print, please disconnect from the VPN client, and once your documents have printed, reconnect.

You can also connect a USB cable from the printer to your laptop, where available, and you can remain on the FDU VPN and print anything you need.

The Report Message add-in works with Outlook to allow you to report suspicious messages to Microsoft and manage how your Microsoft 365 email account treats these messages.

Messages marked as junk by your Microsoft 365 email account are automatically moved to your Junk Email folder. However, spammers and phishing attempts are continually evolving. If you receive a junk email in your Inbox, you can use the Report Message add-in to send the message to Microsoft, helping improve spam filters. If you find an email in your Junk Email folder that is not spam, you can use the add-in to mark it as legitimate, move it to your Inbox, and report the false positive to help Microsoft enhance the filters.

What is Junk Email?

Junk email, often referred to as spam, consists of messages you do not want to receive. These emails may advertise unwanted products or contain content that is offensive. If you select the Junk option, a copy of the message may be sent to Microsoft to improve spam filters, and the message will be moved to your Junk Email folder.

What is Phishing?

Phishing is a tactic used to trick you into disclosing personal information, such as bank account numbers and passwords. Phishing messages often appear legitimate but contain deceptive links that lead to fake websites. If you select Phishing, a copy of the message may be sent to Microsoft to improve filters, and the message will be moved to your Junk Email folder.

For more information and tips on spotting phishing emails, please refer to the following support article:

How to Spot a Phishing Scam

Microsoft has recently updated the process for reporting phishing or junk emails in Microsoft 365 Outlook and classic Outlook clients. With this update, a new Report Message button is now available in a dedicated tab within the Outlook client.

Reporting a Message as Phishing/Junk

By default, the Report button is inactive (grayed out). To activate the button and report a message as phishing or junk, the email must first be highlighted.

To report a message as Phishing or Junk:

1. Click on the email message you want to report
2. Click the “Report” button
3. Select either “Report phishing” or “Report junk” to properly submit the message

4. Click “OK” on the confirmation window

A secondary window will appear, explaining that regularly reporting junk emails helps improve junk email filtering in the future.

What is a Legitimate Email?

A legitimate email is one that comes from a sender you know, are expecting, or that has been mistakenly marked as junk. If this happens, you can use the Report button to mark the message as Not Junk. This will move the message from your Junk Email folder back to your Inbox.

Reporting Messages as Not Junk:

1. Click on the “Junk Email” folder in Outlook
2. Select the email message you want to report as “Not Junk“
3. Click the “Report” button
4. Select “Not Junk” to properly report the message