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HLS uses Microsoft Exchange for email services for all faculty and staff.  With the introduction of Office 365 (O365), staff now also have access to OneDrive.  See below for important information regarding the use of these services.

Public Folder Access Has changed in O365

After migration to O365 all Public Folders in use by HLS departments and customers will be migrated and converted to Shared Resource Accounts. This will streamline access and provide a more uniform experience across departments. Former public folders will be accessed by searching for them in the Global Address List and can be added to Outlook and managed exactly the same as they were previously.  For help accessing these Resource Accounts, please contact the ITS Service Desk.

File Attachment Extensions that are blocked

Sending attachments with certain file extensions (.exe, .msi, .cmd, .bat, .reg, .vbs) through our email system has been restricted per University Information Security policy to protect your mailbox and Harvard’s network resources from being damaged by email-borne viruses and malware.

Your colleagues and collaborators should be able to send you documents, spreadsheets, PDFs and the like, through email without impediment, but other types of files may be quarantined for further inspection if the system cannot automatically determine whether they pose security threats.

If you have trouble sending an attachment, please try turning it into a “ZIP” folder or contact the ITS Service Desk.

Configuring Exchange on a Mobile Device

Please refer to the following links for instructions on setting up mobile devices to access your O365 email account

Password Requirements

Since we strongly encourage all O365 users to match their Clinical/HLS/HarvardKey passwords, the password requirements are a combination of those three policies:

Minimum 10 characters yR3376$r9x
Must Include 3 of the following: uppercase, lowercase, numeric or special character yR3376$r9x
Can’t Include email, part of name, or part of address jharvard, cambridge, Massachusetts
words or common acronyms of 5 or more letters (passwords > 20 are excluded from this rule Harvard, NAFTA
Number sequences of 4 or more 1234
Character repeated 4 or more times aaaa
Password Reset Frequency None
Number of remembered passwords 10

Creating an EMail Distribution List

Listservs, also called mailing lists, are a way of communicating via email to a specific group of people on various topics of interest. Faculty, staff, and students take advantage of listservs when they want to communicate a message (usually about a specific, pre-established topic) to a group of people. The people receiving the message have the option to stay “subscribed” to the list or to “unsubscribe” if they do not want to receive future emails. If you would like a listserv created, you can visit the listserv creation tool (you will be required to login with your ME account credentials) or contact the ITS Service Desk.  From the website, faculty and staff members can view what HLS lists they are currently subscribed to, what additional HLS lists they would like to subscribe to, or request to have a new list created.

SPAM Filtering

HLS utilizes a SPAM filtering system called ProofPoint. You will receive a daily “Quarantine” email message around 5pm with a log of all new SPAM held by ProofPoint. You will only receive this log if ProofPoint has quarantined any SPAM email messages in the last 24 hours. Please see the “Using ProofPoint” link below on how to manage SPAM.

Some of the criteria that may contribute to a message being labeled as spam include the following:

  • A message that contains a high ratio of links, or URLs, to the amount of text
  • A message that contains linked images with little or no text
  • A message that asks the recipient to take specific actions (e.g., clicking on a link)
  • A mail server address that does not have a properly-configured DNS (network domain name) entry

To better manage spam filtering, the system lets you control separate lists of “approved” and “blocked” senders via a Quarantine Message Center.

You can continue to use your Outlook Junk Mail Filter, but ITS recommends you turn this off and rely on ProofPoint instead.

Refer to the following guides on how to manage SPAM:

Additional Useful Links: