Category Archives: email

This is a parent category. Post are classified using its sub-categories: faculty/staff and students.

What is Multi-Factor Authentication and Why Do We Need It?

Recently, cybersecurity has become a priority for businesses, government, and schools which is why Goucher has included this as part of the new strategic plan. One of the first cybersecurity projects Information technology (IT) is implementing is Multi-Factor Authentication (MFA).

MFA is a two-step process of providing access to a website or application for an added layer of security. Banks, colleges, and more now require MFA and most likely you’ve already gone through this process for at least one site outside Goucher.

To help ensure the security of email and data, IT will be implementing changes to how you log on to your email and to the Office 365 portal using MFA through a phone app. Other than the added security that comes from adding MFA to your account, there will eventually be other advantages:

  • Requests to change your password will be moved from 90 days to 180 days
  • You will no longer need to call the Help Desk to reset any passwords

Before you Begin:

Please review the following information prior to setting up MFA:

MFA will only affect Office 365 applications (i.e. Outlook) at this time. You will not need to log in to other applications (i.e. Canvas, UltiPro, Zoom, etc.) with this new method.

You will only be prompted every 90 days to verify your identity. This will occur for each device. For instance, if you use the Outlook app on your phone, you will need to approve access. If you then access your email through a browser, you will again be prompted to approve access. There may be certain situations where you might be prompted sooner than 90 days. Please review the FAQs for more information.

Verification will only occur while you are off-campus. When you use your laptop while connected to the Goucher network, you will not be prompted to verify your identity. However, once your device connects to a network outside of Goucher, you will be prompted as soon as you try to access Outlook (if you have not already been prompted within 90 days). Again, there are exceptions to this rule. Please review the FAQs for more information.

MFA will only work with certain apps on mobile devices. The following apps support modern authentication:

  • Outlook on iOS version 10.x and greater
  • Outlook on Android

Make sure you have the latest OS or application version installed on your device prior to setting up MFA.

MFA will only work with Office 2016 or higher or Office 365. If you are running Office 2013 for Windows or Office 2011 or lower for Macs, on your Goucher-managed laptop, contact the Help Desk to upgrade your system. If you are using Office on a personal computer to check your Goucher emails, please make sure that you are running at least Office 2016 (for Windows users) or Office 365 (for Windows and Mac users). Office 365 can be installed on personal computers for work at home use. For those who cannot upgrade or install Office 365 on your personal computer, you will need to use the web-based version of Outlook to check messages.

Instructions on how to take advantage of Microsoft’s Office 365 home use option

Two authentication methods are needed to be set up to fulfill MFA requirements. Entering your password and setting up one of the methods below is not enough to fulfill MFA requirements. You will need to set up both the authenticator app and the phone methods. The only exception is if you have a non-smartphone device. In that case, only set up the phone method.

Get Started

Once you have reviewed this information, go to Setting Up Multi-Factor Authentication for instructions.

Have more questions? Review the Multi-Factor Authentication FAQs page.

Adding your Office 365 email account to your mobile device

This page provides instructions on how to set up your Office 365 email account on your mobile device, whether it be a tablet or smartphone running Android or iOS.  The settings and instructions have been tested to the fullest extent possible. From feedback and support postings on the vendor/manufacturer’s websites we recognize that these settings may not function properly under all circumstances.

Not sure if you have an Office 365 email account or not?
If your email address ends in ‘@goucher.edu’ (Ex: John.Doe@goucher.edu), you most likely have your email account on Office 365.
If you have an @mail.goucher.edu email account, follow this article instead: Adding your mail.goucher.edu email account to a mobile device

Microsoft Outlook Mobile App

 

 

 

For both iOS and Android, there is a Microsoft Outlook app in both App Stores that we highly recommend using to set up your email on your mobile device. The setup process is very easy, and the app automatically integrates your calendar and email all into one application, as well as allow you to add other email accounts if you wish.

Step 1: Download the Microsoft Outlook App from your App Store and run it. It will prompt you to log in. The format to type in is as follows:

(your username)@goucher.edu (Ex: jodoe001@goucher.edu)

Step 2: On the next screen, type in your Goucher account password.

Step 3: After login is completed, it will ask if you want to add another account; you can either choose to or skip and go straight to your inbox.

     iOS Mail App

For Android, we do not recommend anything other than the Outlook app because of how different phone manufacturers set up their mail applications.
For iOS we still highly recommend the Outlook app, but the stock Mail app is still an option if you wish to set it up there. Here is the process for setting up your Goucher email account (as of iOS 11):

Step 1: Open the Settings app, and scroll down until you see “Accounts and Passwords”. Choose that, and click the “Add Account” button. The mailbox type is “Exchange”.

Step 2: In the email field, type your full email address. The description field can be set to whatever you want (“Goucher”, for instance). Click “Next” in the top corner.

Step 3: In the email field, type your full email address. The description field can be set to whatever you want (“Goucher”, for instance). Click “Next” in the top corner.

Step 4: A pop-up will come up asking if you want to “Configure Manually” or “Sign In”. Choose “Configure Manually”.

Step 5: A new field will show for your password; type in your Goucher account password, then click “Next”.

Step 6: A new group of settings will appear. The below screenshot shows the correct information to put in the fields. Once you are finished, click “Next”.

(Email: Your full email address)(Server: outlook.office365.com)(Domain: goucher.edu)(Username: [Your username]@goucher.edu)(Password: Your Goucher account password)

Step 7: The final screen will ask what items you want to import with  your account. Mail is required, but you can also choose the other items if you wish. Click “Save” to confirm the account is added.

Step 8: Open your Mail app, and your Goucher email account should now appear. Note: You may need to press and swipe from the top down to refresh the view.

Adding your mail.goucher.edu email account to a mobile device

Undergraduate students that enrolled prior to Fall 2018 have their email accounts on mail.goucher.edu. As mail.goucher.edu is on Gmail, we recommend using the Gmail app to add your email account to your mobile devices (phone/tablet). These instructions apply to both iOS and Android.

If you do not already have the Gmail app installed:

Open the App Store for your device, download the Gmail app, and open the app. There will be a Sign In button that takes you to the Gmail login page.

If you already have the Gmail app installed:

Follow Gmail’s instructions for adding another account, located here. You will choose “Google” as the type of account.

Signing In

You will eventually be taken to a sign-on page for Gmail. The address you type in for your account is: (your Goucher username)@mail.goucher.edu (see below screenshot):

You will be re-directed to the Goucher Student E-mail Log-in. Type in your Goucher username and password. Remember to check the Remember Me box so you do not have to login again.

If everything is set up correctly, you should be taken back to the Gmail app and your account will be added.

How to forward Goucher email

Directions for forwarding email are based on what kind of email account you have. The following links are from Microsoft and Google’s support sites, respectively:

If your email address ends in ‘@goucher.edu’:
How to forward emails in Office 365

If your email address ends in ‘@mail.goucher.edu’:
How to forward emails in Gmail

I received an email in my inbox I believe to be spam/phishing. What do I do?

Even with a spam server in place, there may be a small amount of spam and/or phishing messages that will still get through to your inbox.  By using the steps below, you can help us block these emails from coming through in the future. *Note: These steps do not work on mobile devices such as phones or tablet apps.

How to Report Spam/Phish Email

IT recently enabled a protection feature within Outlook that allows you to report spam/phishing emails. These quick and easy steps will help Microsoft identify which emails are spam/phishing and will eventually prevent them from coming through again.

  1. Select the email in your inbox that you believe to be spam/phishing.
  2. On the Home tab, click Report Message and then select Junk if it’s spam or Phishing if it’s an email that is trying to collect private information.

  3. Then select Report when prompted.

The spam email will be moved to the Junk Email folder and reported to Microsoft. The Phishing email will be reported to Microsoft then you can delete it.

Keep in Mind…

  • You may still continue to get the same email until Microsoft is able to completely block the sender.
  • You can also report email as safe if you find that it’s being caught by quarantine.
  • If you still experience a problem, please contact the Help Desk for further assistance.

Convert Email Addresses in Excel to Outlook Email List

How do I convert a column of email address in Excel to a useable list in Outlook?

Notes:

These instructions work for both PC and Mac computers, using Outlook or Outlook Web Access.
The email addresses must be complete (name@server.xxx) and listed in a single Excel column to use these instructions successfully.

Steps:

  1. Copy and paste the column of email addresses into a blank Microsoft Word document.
  2. A small clipboard appears to the right of the data. Click on this once and select Keep Text Only.
  3. Click the REPLACE button on the Home tab (sometimes found under Edit > Replace).
  4. Click inside the “Find” box and enter ^p. (Hint: The carat symbol “^” is typed using Shift-6.)
  5. Click inside the “Replace” box and type in a semi-colon. (Hint: The semi-colon key on most keyboards is to the immediate right of the letter L.)
  6. Click the REPLACE ALL button. When the process is finished, hit OK and close the Find/Replace window.

You now have a list that can be copy and pasted into the TO,CC,or BCC sections of an Outlook email message.

Outlook: How do I find out the mailing address of someone at Goucher?

For Faculty and Staff

  • Click on Tools in the menu bar of the Viewer window and select Address Book.
  • If the block under the Show Names from the prompt does not contain Global Address List, click on the down arrow at the end of the block and select it from the drop down list. The Global Address List is a directory of all Exchange users.
  • You can scroll through the list, or type the first few letters of the person’s last name in the Type name or Select from List block to move quickly to a particular group of names.
  • You can display more information about an entry by double-clicking on it. If you do display this extra information, click the OK button to return to the Address Book.
  • When you have finished with the Address Book, click on File in its menu bar and select Close.

Students with @mail.goucher.edu accounts can find mailing addresses of faculty and staff at www.goucher.edu/directory.

How do I recover a deleted message in Outlook?

  • While in Outlook, click on the Deleted Items folder to display its contents.
  • Find the message you want to retrieve and click on it.
  • While holding the mouse button, drag the message so that it is over the Inbox folder and then release the mouse button.

Your message has now been moved to the Inbox folder.

If you have emptied your Deleted Items folder and need to recover a message, follow these steps:

  • Select the Deleted Items folder by clicking on it once to highlight.
  • Click on the Tools menu and then select Recover Deleted Items.
  • A dialog box will appear with a list of deleted items sorted by the Deleted On date. In this view, you have three options: Select AllRecover Selected Items and Purge (permanently delete) Selected Items.
  • Once you have made your selection(s), close the dialog box by clicking on the Xin the upper right hand corner. The messages that you selected to recover will appear in the Deleted Items folder. Note: It may take a few minutes for the messages to appear.

If you have permanently deleted emails and you need them to be restored, please contact the helpdesk at x6322 or helpdesk@goucher.edu

This post applies to Faculty and Staff email.