Got Spam? Report it to Us!

In 2016, SMU received over 504 million e-mails. Out of all of those e-mails, only 2.8% of them were legitimate messages that actually made it to inboxes. The rest were all junk, including messages with viruses, marketing materials, and other messages from addresses with bad reputations.

Obviously, our spam filters are doing a pretty great job at filtering out the majority of spam messages that arrive at SMU. However, no spam filter is perfect, and bad messages occasionally end up in your mailbox. If you receive a suspicious and/or unsolicited message in your SMU inbox, make sure to follow these guidelines to stay safe and let us know about the message.

Don’t Open the Links!

Most spam messages usually contain cryptic addresses that could lead to viruses and possible identity thieves. Make sure to NEVER click on links within a suspicious message. The same rule goes for attachments. Even if the attachment filename or file format looks safe, it is most likely trying to deceive you.

Let OIT Know!

If you just delete the spammy message as soon as you receive it, we may never know about it! Help OIT and your fellow SMU community members by reporting the message to prevent further messages. In SMU webmail, simply right-click on the spam message and select Send As Attachment. If you’re in Outlook, select the message and then press Ctrl+Alt+F. This will open a new e-mail with the spam message as an attachment. Send that message to This will send the offending e-mail to our spam filter for processing. This helps the filter become even better at blocking harmful messages in the future.

Of course, if you’re ever unsure about a message or have any questions, give us a call at 214-SMU-HELP or drop us a line at

Exchange Migrations & Department Mailboxes

Exchange 2016For the next several weeks, OIT will be moving Exchange 2010 mailboxes to our new Exchange 2016 system. Most of the changes will occur behind the scenes and should have a little noticeable impact on email service beyond the improved webmail experience. When your mailbox is ready to be migrated to Exchange 2016, you will receive a direct email from SMU IT Communications. Beyond restarting your email client, no action should be required on your part.

While we expect a smooth rollout of Exchange 2016, there are a few things of note: Continue reading Exchange Migrations & Department Mailboxes

Exchange 2016 Mailbox Migrations Begin Next Week

Exchange 2016Starting on March 27, 2017, OIT will begin moving Exchange 2010 mailboxes to our new Exchange 2016 system. Most of the changes will occur behind the scenes and should have a little noticeable impact on email service.  Users of webmail will have noticed the updated experience that was implemented in January to the Outlook web client. These changes will allow for better collaboration, improved search, and of course, that improved Outlook web experience for all web browsers.
Continue reading Exchange 2016 Mailbox Migrations Begin Next Week

UM Voice Mail: Where is my PIN notification?

Exchange Unified Messaging Tips & Tricks
As we continue the roll out of our voice mail replacement solution (Microsoft Exchange Unified Messaging, or UM for short) to faculty and staff, a few users have reported that they have not received the PIN notification once their mailbox is set up for UM voice mail.

If you encounter this issue, the first place you should check is your Junk Email folder or Deleted Items. If you still can’t find your message, a rule in your Inbox might be preventing these messages from getting through.

  1. Go to and log in to your email account.
  2. In the upper-right corner, click the gear icon, then click Options.
  3. On the left side, click Inbox and Sweep Rules to see your Inbox Rules.
  4. If you see a rule named “Microsoft Outlook” and you don’t know what it’s for, either disable or delete the rule.
  5.  Next, select General – Voice Mail – Reset PIN, then click “Reset my voice mail PIN” in order to assign yourself a PIN. You can also contact the OIT Help Desk to have your PIN reset.

You should now receive your PIN notification message!

Updated 07/10/2017: Include updated instructions for the new system.

Never Miss an Email Again!

Email-client-applicationBy Laurene Klassen

No matter how many times I organize my inbox I somehow manage to get to the point of needing to reorganize it.  In many of my trainings, I’m often asked for tips on how to make sure one doesn’t miss an email from key individuals or contain keywords.  Here’s a tip I’ve found handy.

If you are like me, there are probably certain emails that you receive that rank in priority for replies. Maybe it’s from your professor, supervisor, or about a critical project.  In any case, I recommend setting alerts on emails that are sent from key partners or contain keywords.  You can customize your alert to notify you by playing a specific sound, marking your email with high importance, or even displaying the email in an alert window.  So, no matter how many emails you get you’ll be sure to not to miss the critical ones!

email alert

For instructions on how to set alerts, and a number of other tips to keep your inbox from spiraling out of control, see our Outlook Productivity handouts for PC and Mac.  (By the way, these instructions are written for Outlook 2010 and 2011. However, the steps for setting alerts haven’t changed for Outlook 2013.)