9/18/19 - [Security Issue] Historical “@uwb.edu” email addresses to be discontinued
As part of UW Bothell’s transition to O365, incoming email with the historical UWB addresses ending with: “@uwb.edu” were forwarded to the corresponding UW “@uw.edu” email addresses. This forwarding was intended to be a short-term solution to facilitate the change to “@uw.edu” email addresses.
Email spam and phishing are the top attack vectors for cyber criminals to access UW data and services. Further, email inbound for “@uwb.edu” email addresses do not have spam or phishing protections. Given this significant security risk to the campus, we are planning for a November 15, 2019 discontinuation for forwarding “@uwb.edu” email addresses to UW email accounts.
If you have any questions or concerns, please contact Adri MacArthur (email@example.com).
What is the issue?
When the campus transitioned to Office 365 (circa 2014), all UW Bothell Faculty and Staff email addresses were transitioned to UW or addresses ending with: “@uw.edu.” As part of the O365 transition, incoming mail with the historical UWB addresses ending with “@uwb.edu” were forwarded to the corresponding UW email address. This forwarding solution was intended to be discontinued in 2015-16 which was communicated as part of the Office 365 migration.
How might this affect me?
This change will not affect the majority of UW Bothell Faculty and Staff; the use of “@uw.edu” email addresses became standard after the migration to Office 365.
How can I check to see if anyone is emailing me “@uwb.edu”?
- Go to the Search box in Outlook
- Type: “[uwb username]@uwb.edu” (this is generally your first initial and last name) and press Enter
What if someone is emailing me at my “@uwb.edu” address?
If the sender is external (and legitimate), you may choose to send them an email with your updated email address.
What else should I be aware of?
Outlook saves email addresses for autofill; some historical “@uwb.edu” email addresses may be saved in your client(s). In future, if autofill pulls the “@uwb.edu” email address, you will receive a failure to send notification and would then have to resend to the appropriate email to UW address.
How can I delete an “@uwb.edu” address from Outlook’s autofill?
To remove a single address from your auto-complete list:
- Open Outlook.
- Click the New Email button.
- In the new e-mail window, start typing the address you want to remove in the To field. When it appears, click the X button next to the address.
How can I delete (and start fresh) with my Outlook autofill?
On a Mac:
To remove all addresses from your auto-complete list:
- Make sure that your computer is connected to the Exchange server.
- In the navigation pane, Ctrl+click or right-click the Exchange folder for which you want to empty the cache, and then click Properties.
- On the General tab, click Empty Cache. After the folder is empty, Outlook automatically downloads the items from the Exchange server.
On a PC remove auto-complete list for all emails:
Clear entire address list
- Select “File“.
- Choose “Options“.
- Select “Mail” on the left pane, then scroll all the way down to the “Send messages” section.
- Select the “Empty Auto-Complete List” button. If you want to turn off the Auto-Complete feature, uncheck the “Use Auto-Complete List to suggest names when typing in the To, CC, and Bcc lines“, then select “OK“.
- Select “Yes” on the dialog box that appears.
Why is this a risk to the campus?
Cyber criminals are continually using email as a way to access UW data, Office of the CISO has 8.5 million emails are received from off-campus per day, Fewer than 1.5 million are legitimate. In 2018, UW had 2804 compromised accounts; of those, 762 were from phishing attacks.