Help and Support

When users are moved to Rutgers Connect, all of the e-mail addresses that the user uses to receive mail will continue to work going forward, however, there are some limitations on what address can be used to send mail in certain circumstances.

Multiple Domains

Many areas have gone through name changes or have setup multiple domains to for different reasons.  For example, the School of Arts and Sciences Dean's Office currently uses the domain @sas.rutgers.edu but we used to use @fas.rutgers.edu when we were the Faculty of Arts and Sciences.  Currently, and in Rutgers Connect, both of these domains will continue to work for mail reception.  However, Rutgers Connect will no longer permit mail to be sent using @fas.rutgers.edu.

Departments that have used mutliple domains will have to choose a single domain as their official domain address and that is what will be used for all outgoing mail when using Rutgers Connect.

Your Outgoing E-mail Address in Outlook and Outlook Web Access

Rutgers Connect (RC) limits what addresses mail can be sent from.  Currently only two addresses are officially supported in Outlook and Outlook Web Access. They are:

 - This is simply your NetID and your primary domain.  This is also the address you will use when you login to Rutgers Connect.  

 - The vanity address has been around for some time and is still in use.  You can configure up to three vanity addresses by visiting http://netid.rutgers.edu.  On this page you can also choose one of these three addresses to be your 'SendAs' address in Rutgers Connect.  Once you make this selection you will be able to send mail using Outlook and Outlook Web Access.  There is currently one downside to using this method.  You need to select this alternate outgoing address every time you send a message.

Your Outgoing E-mail Address in Other Desktop Clients (e.g. Thunderbird, Mac Mail, etc)

When using the Microsoft method of attaching to Rutgers Connect through Outlook and Outlook Web Access, the sending address is limited to the two listed above and, if you want to use an alternate address, you have to choose it each time.  If you are using an alternate desktop client you have some additional options.

When connecting alternate mail clients, you have the option of choosing a username that differs from your NetID or vanity address.  If you have an alias setup in Rutgers Connect, you can send using that address and you don't have to choose it each time you send a message.

For example, assume Jane Smith has been assigned NetID 'js123' and she has chosen a vanity address of  but her department set her up in their mail system as .  When she was migrated to Rutgers Connect, an alias was created called that points to .  Since this alias exists in Rutgers Connect, Jane can setup Thunderbird to continue sending mail as she always has, as .  Note that you can't simply choose any address you'd like, the address has to exist in Rutgers Connect in order for this to work.

Using Rutgers Connect from a Mobile Device

Mobile devices generally connect using the same mechanism as Outlook and Outlook Web Access so they have the same limitations with respect to outgoing mail addresses.  However, there is an SAS supported alternate method of configuring your mobile device so you can continue sending mail using the alternate e-mail address while maintaining compliance with the Mobile Management requirement in Rutgers Connect.

Future Developments

Rutgers has been in active talks with Microsoft and our migration vendor to find a way to get around these issues in Rutgers Connect.  We are seeking a solution to both the requirement to choose an alternate address each time you send and the limitation on outgoing addresses from Outlook, Outlook Web Access and similarly connected devices.  There is no current timeframe for these issues to be resolved.

Rutgers Connect (RC) limits what addresses mail can be send from to  and  when devices are configured using the standard mechanisms.  However, when configured to use IMAP and SMTP, users can send using  as well.  This allows for addresses that deviate from the two addresses that are normally supported.  In order to comply with policy, a Mobile Management Policy must still be configured on the device so configuring SendAs on a mobile device is a two step process.  The mobile management policy must be enabled and then a secondary e-mail client has to be configured.

The procedure below will only work for users who do not have the PHI flag set.  If the user works with PHI, the IMAP protocol will be disabled and they will have to connect using ActiveSync.

Step 1:

First the device needs to be linked to Rutgers Connect on a way that enables the mobile management policy.  There are several ways to do this.  You can configure the device to connect using the 'Exchange' connector and the mobile management policy will be deployed as part of that process.  You can also follow the appropriate document below for separately impelmenting the mobile mangement policy:

Android Devices: https://oit.rutgers.edu/connect/getting-started/mdm-policy/enabling-android

iOS Devices: https://oit.rutgers.edu/connect/getting-started/mdm-policy/enabling-ios

The suggested setup is to configure the system using the Exchange connector and simply turn of the syncrhonization of e-mail.  This will allow all the other data in Rutgers Connect to sync to the phone (e.g. Contact, Calendar, Tasks, etc).

The standard mobile configuration instructions can be found here:

http://sasit.rutgers.edu/documentation/rutgers-connect/131-email-client-configuration/434-oit-configuration

Step 2:

Install and configure an IMAP compliant mail client on the mobile device using the general IMAP and SMTP settings that can be found here: https://oit.rutgers.edu/generic-imap-settings-rutgers-connect

On Android devices the K9 Mail program is recommended: https://play.google.com/store/apps/details?id=com.fsck.k9&hl=en

On iOS devices, the built in IMAP/SMTP functions will allow you to use the regular Apple Mail software on the device.  The procedure for setting this up can be found here:  https://oit.rutgers.edu/connect/guides/alternate-email-and-calendar-setup/setting-your-ipad-or-iphone-rutgers-connect-imap

You're Done.

Please keep in mind that Rutgers Policy requires that a mobile management policy is still required on all mobile devices that use Rutgers Connect.  Users must maintain a mobile managemnet policy connection even though they are reading mail through an alternate means.

• Smishing/Phishing
• Fraudulent DUO Alerts
• Build a Strong Password
• Juice Jacking
• Online Shopping Tips
• Say NO to Remote Sessions with Strangers
• Cyber Security Class recommendations

Smishing/Phishing

Smishing is a form of social engineering, a tactic used by bad actors looking for ways to access and steal our data via text message.

Phishing like smishing is also a form of social engineering but instead of doing it via text they do it via email.

In the infographics, you can see how scammers may impersonate people you know, like colleagues, directors, or deans. But they can assume other various identities. Some crafty scammers might even pose as friends, relatives, or company representatives, like Anti-Virus or Microsoft agents.

Remember, legitimate companies like Microsoft and Apple won't request your info via email, text or warn about your Rutgers email expiring.

If you have doubts about an email or text, it's wise to contact the sender directly if you're familiar with them.

Fraudulent DUO Alerts

 Picture this scenario. You are at home, enjoying a wonderful beverage of your choice while watching a program or reading the latest academic article. You suddenly get an unsolicited DUO Push notification from your phone or tablet. You might find yourself thinking, "That is odd", you aren't currently trying to log into a Rutgers site or service. So, why are you receiving a notification? Do not APPROVE it in this scenario, DENY IT and reach out to OIT (833-648-4357) as soon as you are able to. I would also suggest changing your NetID password in this instance as well!

Here is an info graphic that reiterates the steps on what one should do when receiving one.

Build a Strong Password

I want to emphasize the importance of strong passwords. While some of you may already be familiar with this topic, it's crucial for others who may find it informative. Password security is a vital defense against unauthorized access to essential systems, services, and data. At Rutgers, our NetID is linked to various crucial services like email, payroll, and benefits, making it imperative that we maintain robust NetID passwords.

Beyond Rutgers, we all manage numerous login credentials for services like banking, cable, internet, and more. It's common to face the challenge of creating and remembering passwords for these accounts. While it can be frustrating, it's essential to avoid using the same password for everything.

To enhance our security, we must resist the temptation of having a single, go-to password for all accounts. This practice is critical for safeguarding our financial information, personal identities, and access to various services, whether they're work-related or part of our daily lives. To help with password management, I have some tips to share:

To create memorable passwords:

• Use phrases, like "carbsforlife," and if some systems allow spaces, your password can then look like this "carbs for life." Tailor complexity to system requirements, like "Carbs4LIFE!"
• Avoid single words combined with a single number, e.g., "Password1," as they're vulnerable to dictionary attacks.
• Don't use easily accessible personal information. If friends and family can find it, so can malicious actors.

Consider password management solutions:

• Explore password management platforms or password vaults. I use One Password, available at https://1password.com/
• Password managers help generate, store, and autofill passwords on all your devices.
• They can be installed in your browser and on Android/iOS devices.
• Many options offer a free trial, and have a variety of plans, some even have family plans.
• Other password managers like LastPass and KeePass are available, but research before choosing one.

Juice Jacking

"Juice Jacking," which is when hackers use public charging stations to steal your data by injecting malicious code into the station to access and steal data from your mobile devices or track them. Here are some tips to help prevent juice jacking while traveling:

1. Avoid sensitive transactions on public Wi-Fi; use trusted connections.
2. Keep software updated to prevent security vulnerabilities.
3. Bring your charger or portable battery for secure device charging.
4. Turn off Bluetooth when not in use to reduce hacking risks.
5. Don't leave devices unattended, even briefly.
6. Beware of shoulder surfers accessing your personal data. (A shoulder surfer is an ill-intentioned person looking over your shoulder with the hopes of peeking at some sensitive data.)

Online Shopping Tips

Ensure you're on a reputable site that uses HTTPS. Be cautious as some websites aim to steal your information. Don't impulsively click on Google or Bing links when searching for that perfect gift.

Say NO to Remote Sessions with Strangers

Engaging in remote sessions with strangers can pose risks to your privacy and security. Sharing personal information or accessing sensitive data during these sessions might lead to unintended consequences, such as data breaches or identity theft.

If you find yourself in a situation where you can’t get in touch with us, e.g: you’re travelling abroad then it is crucial to:

• Vet and Verify: Before engaging in any remote sessions, conduct thorough research on the individual or organization. Check their credentials, reviews, and legitimacy.

It is strongly recommended that you reach out to your department's IT team regarding concerns related to your computer or other devices. 

Cyber Security Class recommendations

1. Learning Mobile Device Security: Build safe habits for mobile devices to reduce risks and protect your privacy.
2. Securing Your Home Office: Master remote work security, covering work vs. personal use, physical security, Wi-Fi, and more.
3. Cybersecurity in workplace: Enhance your cybersecurity knowledge, safeguarding data from threats like malware and social engineering.
4. Security Tips: Access short, 2–3-minute videos on various topics for home and workplace information security.

Basic email client configuration:

• Thunderbird (Windows and Mac)
• Apple Mail and Calendar
• Outlook 2016 for PC
• Outlook 2016 for Mac
• Android
• iOS
• Windows Phone
• Alpine (not recommended)

Advanced configuration:

• Accessing shared accounts in Thunderbird

There are several ways to clean up your mailbox, including Categorizing, Moving and Purging your emails.

Categorizing: Several methods for categorizing email messages are provided. You can use these along with the Search feature to quickly locate and retrieve messages. Methods include:

• Filters. In Preferences>Mail>Filters, you can create rules for classifying inbound mail according to items in the subject line, sender, recipient, or other characteristics.
  
  

• Folders. You can create folders to organize your messages and you can move mail from one folder to another.  For example, taking a mail out of a "To Do" folder and moving it to a "Done" folder.
  
  

• Tags. You can use tags as labels on email messages and then use the Search feature to show all mail with a certain tag.

• Conversations. You can have messages grouped by conversation. This built-in feature automatically groups all sent and received email messages with the same subject into a single conversation.

Moving: You can transfer email messages or entire conversations from one folder to anothe by two methodsr:

• Drag and drop the item over the desired folder in the left-hand pane.

• Select the items, right-click, and select Move. In the Move Message box, select a destination folder, and click OK.

Purging: To delete messages from Trash, right-click on the Trash folder and select Empty Trash. All messages are deleted. If Recover Deleted Items displays when you right-click the Trash folder, you have the ability to recover items  you deleted from Trash. Items deleted from Trash can be recovered within 30 days of deleting them from the Trash. After 30 days, the items are permanently deleted.

Email filtering allows you to define rules to manage incoming and outgoing email messages.  Filters automatically sort your messages according to the rules you set up.

To create or edit a new filtering rule:

1. Click the Preferences tab.

2. Open Filters and click New Filter.
   
   

3. The Add Filter dialog displays. This is where you define the rule and the destination for the new filter.

4. In Filter Name, type a unique name for the filter rule.
   
   

5. In the line  If xxx of the following conditions are met, choose a grouping preference:
   
   Any means that if any of the conditions in the filter are met, apply the action.
   
   All means that all of the conditions in the filter must be met in order to apply the filter action.
   
   The following steps can be repeated to set up multiple conditions and actions within a single filter. Click the + link to set up multiple conditions:
   
   Select from the first drop-down list which condition to use. 
   
   Choose a comparison method. The options displayed depend on your choice in the previous drop-down. For example, "is" or "is not" could be shown.
   
   Enter a word or phrase to compare against in the text field.
   Click , to add more conditions. You can continue to add more conditions or proceed to the next part, which is to add one or more actions.

6. In the Perform the following actions area, choose an action from the drop-down list.

Specify a folder or tag name, if necessary. What you specify depends on the action you choose.

Click , to add more actions. You can continue to add more actions or click OK to finish.

7. At the top of the Add Filter dialog is an Active check box. Check this box to turn on the filter rule.  You can uncheck the Active box if you do not want a rule to run.

8. Check Do not process additional filters, if this is the only filter to be run on messages that meet the conditions of this filter. The Do not process additional filters action should be the last action within each filter rule. This prevents the application of any additional filter rules to email messages that match the current rule.

NotifySync

Unlike devices that use the ActiveSync protocol, Blackberry devices cannot natively (at least not yet) receive "push" updates directly from Zimbra.  NotifySync is payware that installs on the device and allows over-the-air synchronization of Contacts and Calendar to occur without the need for a Blackberry Enterprise Server.

SAS has pre-paid for a handful of NotifySync licenses for specific people but, for the most part, users will need to pay for this software themselves if they're interested in using it.  However, SAS has made an arrangement with the makers of NotifySync to allow SAS affiliates to purchase the software more cheaply and easily ($100 for the first year and $25 each year after).  To purchase, visit the NotifySync web page (https://www.notifycorp.com/estore/index.php?page=COMPANY_INFO) and use promotional code C1074005 during the checkout process.  Be sure to check the device for compatibility (http://sas.rutgers.edu/link/bbcompat) before spending any money!

During the checkout and/or registration process, you will need to know these details:
- the email server type is "Zimbra Collaboration Suite"
- the email domain is whatever appears after the "@" in the user's email address
- the external address of the Mail ActiveSync server is imap.sas.rutgers.edu.
- the domain under which the Mail ActiveSync server is administered is zimbra.sas.rutgers.edu.

Important Prep notes:  
1)  Previously, when this software was installed on the device, all contacts and calendar entries would be deleted before the synchronization took place.  The newer version of this software allows for the merging of the data on the phone and on the server.  We still strongly recommend backing up the calendar and contact information on both the server and the device before installing the software just as a safety measure.  The backup can be performed on the phone using the Blackberry Desktop Software.  Server calendar backups are handled automatically by the system every night but you can perform an up to the minute backup by using the export feature in the Zimbra web interface to make another copy for yourself.

2)  Before you install NotifySync, you should create an Appointments folder in Zimbra (e.g., Inbox->Appointments) and configure a mail filter to deliver calendar-related messages to it instead of the default location (Inbox).   This will prevent duplicates that could occur if both Zimbra and the Blackberry see and process these messages (the filter will hide them from the Blackberry, allowing Zimbra to be the calendar "master").  After creating the folder, in the webmail interface go to Preferences -> Mail filters and create a filter called 'Calendar.'  Add two conditions to that rule so that 'ALL' conditions are met:

- Body / contains / BEGIN:VCALENDAR
- Body / contains / PRODID:Zimbra-Calendar-Provider

Under 'Perform the following actions,' choose 'File Into Folder' and select the folder you just created.  Finally, make sure that 'Do not process additional filters' is set.

Then use the Zimbra PST import utility (see http://sas.rutgers.edu/link/pstimport, http://sas.rutgers.edu/link/pstimportdoc) to bring the data into Zimbra.  After NotifySync has been installed and configured, the data will then sync back to the device.

How to Proceed:
Please refer to the following resources for more information about obtaining, installing, and using the software.

• Detailed installation and configuration instructions: http://sas.rutgers.edu/downloads/NotifySync4.7.pdf
• Download and Install Instructions: http://help.notify.net/TechDocs/device/NotifySync/InstallRegGuide/NetHelp/default.htm?turl=WordDocuments%2Fdownloadinstallnotifysync.htm
• Registration Instructions: http://help.notify.net/TechDocs/device/NotifySync/InstallRegGuide/NetHelp/default.htm?turl=WordDocuments%2Fregisternotifysync.htm
• The NotifySync Quick Start Guide: http://help.notify.net/TechDocs/device/NotifySync/QuickStart/NetHelp/
• The complete User Guide: http://help.notify.net/TechDocs/device/NotifySync/UserGuide/NetHelp/
• For additional resources visit the NotifySync Resource Portal: http://www.notifysync.com/Portal.asp
• Zimbra PST Import Utility and Documentation:  http://sas.rutgers.edu/link/pstimport, http://sas.rutgers.edu/link/pstimportdoc

If you have a personalized Rutgers email address, you may want to use it instead of netid@[yourdomain].rutgers.eduas your outgoing email address.

1. Go to http://netid.rutgers.edu
2. Click on Manage Email Addresses on the left
3. Log in with your NetID and Rutgers Password
4. Check to see if the email address you want to send from is listed in the Personalized Email Address Section:
   
   
   
   
5. If the address you want to use is not listed, click Create New Personalized Email Address below the list of addresses.  (Note: you can create up to three Personalized Email Addresses. If necessary, delete one of the three by clicking the trash icon to the right of the address).
   
   
   Then, enter a new personalized email address (using at least one special character, preferably a period), and click Create:
   
   
6. Scroll down to the Rutgers Connect Account Information section and choose your "From" email address by clicking the "Change FROM address" icon to the right of your current Rutgers Connect "From" address:
   
   
   
   
7. Select the new "From" address using the 'Update Rutgers Connect "From" Address' popup window, then click Update:
   
   
   
   
8. Changes may take up to 2 hours to take effect.
   
   

Once the change has taken effect, the address you selected will be your default "Send As" address.  You can also click the "From" dropdown menu when composing a message, and change the From address to your actual email address (see below):

Login to Rutgers Connect normally (email or calendar for example).

Connect to Microsoft Flow: https://flow.microsoft.com/

Click + Create on the left side of the screen.

Click Automated Flow

Name our Flow (e.g. Email Alert)

In Search All Triggers type: new mail arrives

Click: When a new mail arrives (V3)

Click Create

Click Show Advanced Options

In the From box, type the email addresses of everyone that you want included in the alert list. This is just like emailing several different people. Enter each address and click on the name of the person when it comes up in the list below. If you want the alert to come from someone who doesn’t have an email in our system then just enter the full email address and hit Enter.

You may want to include a personal email address so you can send from that address to your work address and make sure that the flow is working properly.

Click + New step

Under Choose an action type: send an email

Click: Send an email (V2)

In to enter the email address you want to send the alert to.

• For Verizon it will be your full cell phone number @vtext.com (e.g. )
• For others:

Enter the subject of the email:

Type:

Message received:

A menu should have popped up when you entered that box. From that menu, choose From

This tells flow that the subject should be the words “Message received:” followed by the from address of the person who sent it.

Click in the box labeled Body and a menu will appear. Choose Subject.

This will tell flow to include the subject line from the message that was received in the body of the text message that is sent to alert you.

Click Save.

You’re done!

If you’ve included a personal email address in your list of addresses as suggested, you can test it by sending yourself an email from that address to your work email address.

Automatic Replies – Outlook Web Client

1.    Login to Connect.rutgers.edu and click on Settings (gear) in upper right hand corner

2.    Click on Automatic Replies

Or

3.    Click on Mail link (at the bottom)

4.    Click on Automatic Replies under Mail

5.    Change the settings to meet your needs and enter your out of office message and click Save

Automatic Reply – Outlook Desktop

1.    Open the Outlook Application

2.    Click on File.

3.    Click on Info.

4.    Under "Account Information," Click the Automatic Replies (Out of Office) button.

1.    Select the Send automatic replies option.

2.    Check the Only send during this time range option.

3.    Use the "Start time" picker to select the day you're planning to leave work.

4.    Use the "End time" picker to select the day you're planning to return to work.

5.    Use the "Automatic replies" box to create a custom out-of-office message that senders will get in the automatic reply and click ok to save.

Your H: drive is your "home" drive.  The W: drive is the "workgroup" area, typically (though not always) used for file sharing with others in your department.  H: is considered your private space.  Only you have access to it.  There you can store work-related data that only you need. For instance, faculty members can store research-related documents, materials that are their "intellectual property" or works in progress that are for "their eyes only."  Faculty and staff members may find that we store some types of program settings and information in their H: drive -- e.g., Thunderbird profiles, application configuration files, etc.

A good rule of thumb is that any data that is "departmental" in nature should be stored on W:.  Even if you are the only person who works on a particular set of files at the moment, they should be stored on W: if they are important to the functioning of the department and could potentially be needed by others.  This helps facilitate the efficient sharing of information through hiring transitions, a leave of abscence and other situations when others may need access to departmental files.  If existing folders do not meet your needs, we can create and appropriately secure/restrict access to new folders on W: -- e.g., giving access only to you if necessary.