General email security questions

What Griffith Email Security system is being implemented?

Griffith is implementing Mimecast as their email security system.  Find out more about Mimecast.

Are my emails being read by the Griffith email administrator to determine whether they have suspicious content?

Emails are not read, they are scanned by Mimecast algorithms to determine probability of malicious and dangerous content.

What do I do if I receive a Delivery Failure Notification?

Delivery Failure notifications are received by a sender to advised why an email was not accepted by the recipient's email system.  The Delivery Failure notifications will explain the reason the email was rejected in the section "The problem appears to be".

If  the email was rejected by the recipient's email system, you may need to speak to them and request they contact their  IT Department to investigate the reason the email was not accepted.

What do I do if I receive a Message Bounce Notification?

Message Bounce notifications are received by a sender to advised why an email was not accepted by the recipient's email system. Read the section of the notification "The problem appears to be" as this will explain the reason the email has bounced.

If the email was rejected by the recipient's email system, you may need to speak to them and request they contact their  IT Department to investigate the reason the email was not accepted.

I received a Bad Structure Message Notification advising my email does not comply with Griffith email security policies.

If the email is a legitimate business email, you can request it to be released by logging a  Release blocked email request.  If the item is not legitimate, you can delete the notification email.

I received a Suspected Malware Notification advising my email may contain suspected malware.

If the email is a legitimate business email, you can request it to be released by logging a  Release blocked email request.  If the item is not legitimate, you can delete the notification email.

I received a Hold for Review Notification advising my email does not comply with Griffith email security policies.

If the email is a legitimate business email, you can request it to be released by logging a  Release blocked email request.  If the item is not legitimate, you can delete the notification email.

Spam digest

My digest notification only shows the sender's email address and not any content.

Digest notifications only present the senders email address; it does not give a preview of the email content because once content of an email starts to download, it opens the University up to risk.

Why am I receiving digest notifications for emails that were previously blocked by Google Spam filter?

Though the Google spam filter has not been changed, external emails will first route through Mimecast.  If they are released from the digest they will then be sent to Google.  We advise to block the spam email via the digest email rather than spam, to prevent the email from being received in the future.

What if I don't action my digest emails within the 30 calendar days?

If not actioned within 30 calendar days, the email will expire from the hold queue and be permanently deleted. You will need to contact the sender to ask for the email to be resent as the Griffith email administrator cannot retrieve deleted emails.

How do individuals access the Shared Mailbox's spam digest?

The shared mailbox will receive the spam digest email. Any delegate of the shared mailbox can action the digest email.

If an item is permitted / released, will it be allowed next time?

Yes, Mimecast is adaptive and once an item is permitted, it will be added to a 'safe' list.

Can I check to see if I inadvertently blocked a business email?

There is currently no option to review your own blocked / permitted lists.  A request will need to be logged to the Messaging Team by logging a job via the IT Service Centre.

Impersonation (Whaling) Protect

What do I do if I receive an email with [SUSPICIOUS MESSAGE] in the subject?

Do not action the email request without confirming the legitimacy of the email by contacting the sender via phone or a separate email.

If the email is not legitimate, please delete it. You do not need to contact the IT Service Centre.

URL Protect

If the URL is legitimate, can I add it to a "whitelist"?

No.  We do not whitelist within emails

Attachment Security

Does it scan the attachment for URLs?

No.

I received a notification that an attachment was removed from my email.  How can I receive this attachment?

You can request this via the Release blocked email request.

What type of files are block?

The following file types* are considered malware and are therefore blocked:

A - C.a6p, .ac, .acr, .action, .adp, .air, .apk, .app, .applescript, .awk, .bas, .bat, .bin, .chm, .cmd, .com, .cpl, .crt, .csh
D - F.dek, .dld, .dll .drv, .ds, .ebm, .elf, .emf, .esh, ._exe, .exe, .ezs, .fky, .frs, .fxp
G - I.gadget, .gpe, .gpu, .hlp, .hms, .hta, .icd, .iim, .inf, .ins, .inx, .ipa, .ipf, .isp, .isu
J - L.jar, .js, .jse, .jsx, .kix, .ksh, .lib, .lnk
M - O.mcr, .mde, .mel, .mem, .mpx, .mrc, .ms, .msc, .msi, .msp, .mst, .mxe, .obs, .ocx, .out, .osx
P - R.pas, .pcd, .pex, .pif, .plsc, .pm, .prc, .prg, .pvd, .pwc, .py, .pyc, .pyo, .qpx, .rbx, .reg, .rgs, .rox, .rpj
S - U.scar, .scpt, .scr, .script, .sct, .seed, .sh, .shb, .shs, .spr, .sys, .thm, .tlb, .tms, .u3p, .udf, .url
V - Z.vb, .vbe, .vbs, .vbscript, .vdo, .vxd, .wcm, .widget, .wmf, .workflow, .wpk, .ws, .wsc, .wsf, .wsh, .xap, .xqt, .zlq

* Note: This list may not include all file types as updates are fluid.

Are encrypted files blocked?

Emails to external recipient with encrypted attachments are not blocked.Emails from an external recipient that contain an encrypted file will have the attachment removed and replaced with "Attachment Link Notification"

How do I send an attachment over 25mb or a blocked file type to an external recipient?

You will need to share this attachments via Google Drive or other supported file sharing services.