Information Security Office

Office of Information Technology

Spam: What it is, why you get it, how to get rid of it

Simply put, spam is unsolicited e-mail, usually containing advertisements for goods or services. (SPAM is a registered trademark of the Hormel Foods Corporation.)

Where does spam come from?

Companies use e-mail marketing because it is fast, economical and (often) anonymous. Unscrupulous individuals (spammers) use computer viruses and worms to take control of personal computers and set up networks of PCs that can then be used to send millions of messages to e-mail inboxes.

How can I reduce my chances of receiving spam?

The first thing to remember is that if you use your e-mail address to sign up for a contest or if you post it on a public bulletin board, you are essentially leaving it exposed to spammers. Automated programs called "bots" use data mining techniques that scour Web pages across the Internet for valid e-mail addresses. Lists of e-mail addresses are compiled and then are sold to spammers.

If you must enter a valid e-mail address on a Web site, considering creating a "throwaway" e-mail account. E-mail clients like Yahoo! Mail, MSN Mail (hotmail) and Google offer free e-mail accounts. Use this e-mail address if you are asked for a valid address.

Wait a minute- isn't sending spam illegal?

Technically, yes. The United States CAN-SPAM Act of 2003 provides rules for individuals who advertise via e-mail and penalties for those who violate the law. Despite the passage of this law, spam continues to be a huge problem - clogging e-mail inboxes and wasting time and resources.

Are spam and computer viruses the same thing?

No. Although some spam messages may contain file attachments that contain computer viruses or other forms of "malware," they are not the same. UTSA uses McAfee's anti-virus software to protect PCs from viruses and worms. Anti-virus and anti-spam software are two separate utilities that UTSA uses to protect our computer networks.

What is UTSA doing about spam?

* * Good news! UTSA has instituted a new anti-spam program. * *

What is a Spam Filter?

Spam-filtering software serves as a front-end to the traditional e-mail Inbox. E-mail messages are received by the spam-filtering system and a set of rules determines if each message has the characteristics of a typical spam message. Suspect e-mail messages are diverted to a "quarantine" area, where the recipient has the opportunity to review each held message to determine its relevance. All other messages will go directly to your Outlook Inbox. Another feature of spam-filtering software is its ability to "learn" which messages to flag as spam. Users have the ability to create rules that will allow or screen out e-mail messages.

When is spam relief coming?

Spam relief is here!

Approximately four hours after your e-mail account receives a suspect e-mail message, you will receive another e-mail message from ASD. This message will display your Quarantine Report -- a list of all suspected spam messages you have received since your ASD account was created.

* * * Only Microsoft Windows and Internet Explorer 5.5+ users will receive the Quarantine Report. * * *

What are the two levels of ASD functionality?

-- Basic Functionality - for Macintosh users and non-Intenet Explorer 5.5+ users

All incoming e-mail messages will be screened by ASD before being delivered to the user’s Outlook mail box. Those messages that ASD identifies as possible spam messages will be tagged with [SPAM?] in the Subject line. Users may then set up Outlook rules to transfer these messages to their Junk Mail folder for further examination or to just delete them. For more information on how to create a rule in Entourage (for Macintosh users), please visit http://moss.utsa.edu/faq/OSX/antispamrule.

-- Additional Functionality - for users of Microsoft Windows and Internet Explorer 5.5+

ASD provides an additional level of functionality for users running Internet Explorer 5.5 or later (all Microsoft Windows users at UTSA). Instead of forwarding all possible spam messages to your mailbox, ASD will hold those messages on its server and send you an e-mail message called a Quarantine Report. This report will be automatically generated approximately four hours after ASD captures your first suspected spam message.

How will I receive e-mail messages now?

Once you receive a Quarantine Report, you should review the list of flagged messages. If you see messages from a trusted sender and you would like to receive messages from that sender in the future, click the Approve icon. This lets the system know that you trust the sender, and subsequent messages from this sender will now be sent directly to your Outlook Inbox. This sender's messages will no longer appear in Quarantine Reports.

If you are not sure about a message in your Quarantine Report, you may choose to click on the Release icon. This will release the selected message to your Outlook Inbox where you can read the message. Because you clicked on the Release icon (instead of the Approve icon), any new messages from this sender will continue to be sent to your Quarantine Report.

How can I tweak the ASD settings?

The User Policy Manager

From within the Quarantine Report you will be able to access the User Policy Manager, a Web-based application that allows you to modify your ASD preferences. You will be required to log in to the User Policy Manager by entering your UTSA network ID and password. Subsequent logons will not require you to enter your network ID and password.

By default, e-mail messages are retained in your Quarantine Report for 21 days, then they are "recycled" (permanently deleted). You will have the option of reducing the Recycling time period.

You will also be allowed to change how often you receive new Quarantine Reports. As you start using ASD, you may want to receive Quarantine Reports more often, and as you get more comfortable with the system, you may then want to increase the time between Quarantine Reports.

Frequently Asked Questions

Will spam messages in my Quarantine Report count against my Outlook mailbox size quota?
No. The Quarantine Report is separate from Outlook, so it will not affect your mailbox size.

Will ASD work with Mozilla's Firefox browser?
No. ASD uses Java Script and ASP, which are features that are not supported by Firefox.

I belong to several listserv mailing lists. Will they be flagged as spam?
Yes, it is possible that listserv messages will appear in your Quarantine Report. As with other messages, you will need to click the Approve icon next to these messages in order to continue receiving them in your Outlook Inbox.

I left an important message in my Quarantine Report and it was deleted (recycled). Can I get it back?
No. Once an e-mail message has been deleted, it cannot be retrieved. Remember to check your Quarantine Report on a regular basis.

What do I do if I cannot open my Quarantine Report?
Contact the OIT Help Desk at 458-5538.

I have a Macintosh PC. Should I be receiving a Quarantine Report?
No, Quarantine Reports are only for users of Microsoft Internet Explorer 5.5 or greater.

How can I find out what version of Internet Explorer I have installed on my PC?
From the browser, click Help, then About Internet Explorer. Contact the OIT Help Desk for help.

©The University of Texas at San Antonio One UTSA Circle San Antonio TX 78249
Revised: 02/01/2008
Refer Comments to: oit@utsa.edu
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