The unwanted messages consist of spam, attempts to steal passwords, so-called CEO scams or other unwanted messages. To facilitate the management and reduce the risk of these unwanted messages, the University will move the email service from an on-premise solution to a Microsoft cloud service.
Planned transfer of email services is brought forward
The migration of email services is a planned exercise that has been underway for a long time. It is designed to improve the filtering of malicious emails and to reduce the load on local servers.
The migration consists of two parts: moving email flows from on-premises servers to Microsoft's cloud service and moving mailboxes from on-premises servers to Microsoft 365.
The recent email disruptions have nothing to do with the migration, but the hope is that it will resolve the problem. Therefore, the scheduled migration of e-mail flows has been brought forward and will be completed before Lucia 2023 for all faculties. For the administration, the move will begin in week 50 and will be completed before December 21.
In parallel with this, the move of mailboxes has also been brought forward. Affected employees will receive/have received a message when it is time. It is a work that will continue throughout next year as well, but already now the transfer has begun for some parts. It will be possible to follow the activities that have been transferred gradually.
Information about the mailbox move to Exchange Online
How is my e-mail management affected?
As an employee, you will not notice any major difference from the move of e-mail flows, other than that the number of spam is hopefully greatly reduced.
But one of the changes is that suspected malicious emails will no longer be labeled with ***SPAM*** in the subject line, but will instead be handled via a quarantine function, see below.
The move of mailboxes does not affect the employees who are in Outlook significantly, but for those who are in other e-mail programs, it may involve handling.
More information can be found: Knowledge Base - LU Support (service-now.com)
What do I do with Lund university quarantine notifications?
Suspiciously harmful e-mails are placed in "quarantine" where everyone can decide how to handle them.
This means that you will receive a daily email from: "Lund university quarantine notification" where you will have to decide whether to let the message through or block it.
Click on Review message if you are unsure of the content.
Click Release if you are sure it is a legitimate message and want to let it through.
Click Block sender if you want to block the sender. The sender will be added to your list of blocked senders and further messages from this sender will be quarantined.
If the message is spam, you do not need to do anything, it will be automatically deleted after 30 days.
More information on how to do that can be found in the following knowledge article: Knowledge Base - LU Support (service-now.com)
What are the benefits of the Microsoft 365 cloud service?
Microsoft's cloud service gives us better tools to deal with unwanted messages and strengthens our information security and IT security efforts. It is hoped that the switch will prevent more IT incidents.
The migration means, among other things, that the filtering of malicious e-mails will be improved. Among other things, we will be able to get a faster response to any outbreaks, better interactivity with the Outlook clients and a coherent control with other online products, such as Teams and OneDrive.
Will emails disappear?
No emails will disappear; there will be no other disruption and you will read your email as usual in your email program.
If you are missing emails from a sender, you should always start by checking the "Blocked senders" list under spam options in your email program.
Information on details and benefits will be progressively updated on support.lu.se.