Tag Archives: Email

Spam, spam, spam – email filtering/blacklist changes

The recent increase in spam volumes has led ITS to investigate additional options of filtering/blacklisting inbound emails, and today we have added an extra layer of filtering via an external company.

You may be interested to know that the University receives approximately 150000 email messages a day. Of these, our previous setup blocked approximately 75000 spam messages (via an external company), with another approximately 25000 messages then blocked by our internal PreciseMail spam filter.

If you know of an email that you should have received that has been blocked, please log a request via the Self Service Portal and include the email address of the sender.

IT Service Desk – your first point of contact for IT Services
Hours: 8am-5pm Mon-Fri
Self Service Portal:
Phone: 03 364 2060 or Extn 6060 or NZ Freephone: 0508 UC IT HELP (0508 824 843)
All requests logged after hours will be attended to during business hours.

Include an email as an attachment

As you probably know, files can be attached to an email message. But did you know that other Outlook items, such as messages, contacts, or tasks can also be included with a message that you send?

Here we’ll look at including an email as an attachment.

There are various ways to do this, but the simplest way is as follows:

1. Create a new email message in Outlook

2. Drag the new email message window to one side so that you can also see your Outlook Inbox

3. From your Inbox (or Mail folders), drag the email messages you wish to attach and drop them into the body of the new email message. Don’t worry, this will not remove them from the Inbox or folders!
– the attached messages are grouped into an “Attached” area on the new email message

4. Complete the email message with your message and recipient(s)

5. Send the email message

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Exchange email server update (25 July – 7 August)

Starting Monday 25 July, the University’s Exchange email infrastructure will be updated to the latest version to fix some known issues affecting staff and students, and also to apply the latest security updates.

This will be a rolling update over two weeks, with one Exchange server being updated at 5am each morning until all are completed.

There may be a five minute Exchange email outage at 5am each morning, as each email server is taken out of service and updated. Most email clients (e.g. Microsoft Outlook) will not notice this, or will automatically connect to one of the other Exchange email servers. There will not be any other disruption to email services during this work.

IT Service Desk – your first point of contact for IT Services
Hours: 8am-5pm Mon-Fri
Self Service Portal
Phone: 03 364 2060 or Extn 6060
All requests logged after hours will be attended to during business hours.

Make light of emailing from a list of names

Do you ever have to send an email to a long list of people, and perhaps laboriously type in all the names, or copy them in one-by-one?

Let me save you a lot of typing. And time.

Picture a situation where you have a list of names – usually it is a list in an Excel spreadsheet, or a Word document – and you need to send an email to everyone on the list.

Did you know that you can select the whole list, copy it and paste it into the To: field in the email? Yep. Simple as that.

  1. Select all the names in the list
  2. Copy (Ctrl+C)
  3. Click in the To: field in the email message
  4. Paste (Ctrl+V)
  5. Press Ctrl+K (hold down the Ctrl key and press K). This forces Outlook to check the names, and “complete” them.


NOTE, an important consideration when emailing to a list of recipients: It is almost always better to use the BCC: field when emailing to a list of recipients. This reduces the size of the email header when viewed by the recipient and prevents all of the recipients from seeing the contact details of all of the other recipients.

If you find this useful, it will save you a lot of time.

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Feel free to let me know in the comments below.

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Learning and Development

Want Action From an Email?

Just a reminder: if you are sending an email to multiple recipients, make sure the ones you want some kind of action or response from are in the To:  field, not the CC:  field.

It might sound obvious, but sometimes people expect action from those in the CC:  field, and wonder why they are not getting a response.

Think of the CC:  field as a “For Your Information” field.

Have you seen these:
Don’t type that text – dictate!
Press Enter!

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