The Office of Information Technology provides support services for the administrative staff and Board of Trustees. The services include integrating computer systems, leveraging new technology, technology assistance and support, and coordinating and providing training. The IT Office provides leadership that allows the System Office staff to collaborate with colleagues across the state and nation.
Access Email Online
Email accounts can be accessed online via .鈥� The web-based version does not provide the same functionality as the full application, but it does allow basic functions such as the ability to read, create, and reply to email. Email access for is protected with DUO two-factor authentication.
DUO Two-factor Authentication
DUO is required for all UA System Office staff.
Setting up Email on Mobile Devices
The Outlook mobile applications are recommended for accessing your email account on mobile devices. IT does not support native email clients. .
Box File Storage
Take advantage of UA Box, our free and unlimited cloud storage system. Simply visit , enter your myBama userID and password, and you鈥檙e in. You can easily sync and access files anywhere, anytime, from any device 鈥� desktop, laptop, tablet, or smartphone. !
Virtual Private Network (VPN)
Need to get connected to campus resources while off campus? VPN access is automatically provided to all UAS staff. It can be easily accessed through Cisco AnyConnect. Learn more about the .
Software
Adobe
Staff can choose between an Adobe Acrobat account or an Adobe Creative Cloud Account.
Adobe Acrobat is used for viewing, printing, signing, and sharing Adobe PDFs. Adobe Creative Cloud includes Photoshop, InDesign, DreamWeaver, and many others. Both accounts require the Creative Cloud application to be downloaded.
Docusign
DocuSign is an e-signature solution that allows users to quickly and securely access and sign documents. Users can easily upload and send documents for others to sign. DocuSign is an ideal tool to access and sign a document without a fax machine or physical copy. With DocuSign, users can send a document that requires signature or verification. Please contact
Microsoft O365
Staff can download and sign into Office 365 ProPlus on up to five devices! . ProPlus includes access to the following applications:
- Word
- Excel
- PowerPoint
- Outlook
- OneNote
- OneDrive
- Forms
- Kaizala
- Planner
- Skype
- Sway
- To-Do
- Whiteboard
Learn more about each application in the .
Zoom
Zoom Pro accounts are available to all System staff. Zoom Pro accounts can host meetings with up to 300 attendees.
To begin using Zoom, .
Security Tips
Do not share sensitive data.
- Do not share personal information via email.
- Do not open email attachments from sources鈥痽ou do not trust.
- Back up your devices regularly.
- Do not click on internet pop up ads or鈥痸ideos, especially on social media.鈥�
- Keep your browser and operating鈥痵oftware up to date.
Keep passwords private.
- Do not share passwords, and change your passwords often.
- Longer passwords are stronger passwords. We recommend 12 or more characters.鈥�
- Use multi-factor authentication, like , for all of your online accounts. Gmail, Yahoo, and iCloud all offer multi-factor authentication.鈥�
- Do not display passwords on or near your鈥痗omputer.
- Store passwords in a secure and encrypted environment like .鈥�
Be鈥痵mart with your smart phone.
- Enable secure access and have a password, pattern, or biometrics to unlock your screen.
- Delete emails that contain confidential information.
- Report a lost or stolen phone.
- Do not store confidential information in your phone such as PINs or credit card information.
- Beware of location tracking in your device.
Only 鈥痡oin secure wifi networks that require a password.
- Staff should use a VPN to connect to the UAS network when off campus.
- Do not pay bills, access bank accounts, or shop online over public WiFi.
External Email Labeling
To better alert employees of possible phishing emails, incoming emails from external sources are tagged.
All emails that are sent from an email account outside of the UA or UA System domain are labeled as [EXTERNAL] in the subject line. pose as reputable sources to trick recipients into giving up sensitive information. Often, malicious actors pose as senior administrators. The [EXTERNAL] tagging was introduced to help staff better determine the actual sender of the message.鈥�
FAQ
Are all emails tagged as [EXTERNAL] malicious?
Not all emails marked with [EXTERNAL] are or should be considered suspicious, they are simply coming from an external source. The message could be a friend, colleague, family member, vendor, service provider, etc.
Can I opt out of [EXTERNAL] tagging in my inbox?
No, [EXTERNAL] tagging is added to all mailboxes.鈥�
What do I do if I received a message that I think is phishing?
As always, if you receive an email that you suspect to be or a scam, please forward the message to
Phishing
Phishing is a form of social engineering that uses email or websites to pose as a trustworthy organization in order to access your data. Scammers or hackers will try and pose as an organization you trust in order to trick you into giving them sensitive data like a username, password, social security number, or credit card information. The best defense in protecting sensitive information from phishing emails is Duo two-factor authentication. If you have not yet activated your Duo account, do so today!
Malicious actors have taken advantage of the COVID-19 pandemic environment by sending phishing emails posing as COVID-19 information. Review the red flags of phishing below to spot email scams.
How to Tell if an Email is a Phishing Attempt
When you get an email that just doesn鈥檛 feel right, follow the tips below to avoid becoming a victim of a phishing attack.
- First, notice the email address: If you are receiving an email from the University of Alabama System, the from email address should be from @uasystem.edu, not @yahoo or @gmail. Similarly, if you receive an email from a private company, the email address should reflect the company. For example, if you receive a tracking notification email from UPS, the email should be from @ups.com.
- Hover before you click: Phishing emails typically include a link or attachment. The scammers want you to click on the link to provide your sensitive data, or click on the attachment to download a malicious file. Beware! Do not immediately click on the link or attachment. First, hover over a link or attachment to see where it is taking you before you go. If you do not recognize the URL, do not click on the link.
- Watch for poor spelling and grammar: This used to be a go-to tip; however, scammers utilize specialized translation tools to better fool users. Remember that official UA System emails are always spell-checked, and should be error-free. Additionally, emails from UA System will always be sent from a @uasystem.edu email address.
- Beware of urgent or threatening language: Do not trust emails that say 鈥測our account has been suspended鈥� or 鈥渧erify your information.鈥� Scammers use language like this to get your attention.
- Call the message sender: If you receive a message from a friend or coworker that seems to be out of character, pick up the phone and call that individual. Do not ask, 鈥淚s this really you?鈥� over email. The phisher will be happy to reply, 鈥測es, of course.鈥� When in doubt, call that person to verify that they sent the message.
Phishing Examples
Below are a few examples of recent phishing emails UA students, faculty, and staff have received.
Example of faculty/staff phishing email.
Example of student phishing email.
Viruses and Malware
Viruses are a major threat to personal computer security.
UA System staff are eligible for free virus鈥痯rotection software provided by UA OIT. Protect your computer against鈥痷nauthorized access,鈥痵pyware, adware, and viruses. These threats can be used to collect your personal information, such as passwords and credit card numbers. Follow the tips below to keep your computer safe and virus-free!
Virus Prevention Tips
- Disable鈥痶hird-party cookies.
- Enable鈥痯rompting鈥痜or software installation.
- Use a鈥痯op-up blocker鈥痑nd鈥痯hishing filter鈥痠n your web browser.
- Don鈥檛 open e-mail attachments from sources you do not trust.
- Never install an application from a website鈥痷nless you fully trust it.
Staff
Veronica Cross
Stefan Kim
Tobias Sharp
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