OCTOBER 9, 2015 NEW FEATURE: BARRACUDA SPAM FILTER I.T. SYSTEMS INNOVATION AND INTEGRATION JESSLYN WILKINSON IT TRAINING SPECIALIST

CONTENTS How to use this document... 2 Document Format Information... 2 Barracuda Networks Overview... 3 Setting Up your Barracuda Spam Filter... 3 Configuration... 4 Set up a Spam Folder... 4 Marking Spam in your Inbox... 5 Summary Email... 5 Possible Errors in Barracuda and Outlook... 6 Pop Up Notification... 6 Manual Add-in... 7 Page 1

HOW TO USE THIS DOCUMENT This document is an IMIT Support Document. It identifies a new feature or problem the Conestoga College community may be encountering, and offers support in managing this. You may not need to read every page of this document. It is set up so that you can navigate easily to the specific solution that suits your needs. If this is your first time using this document type, take a moment to familiarize yourself with how to navigate this support document, outlined below. DOCUMENT FORMAT INFORMATION This support document will identify a New Feature provided in the Conestoga College network. It will include an overview of the feature, along with walkthroughs to set up and use this new feature. At any time, you can use the Table of Contents to quickly navigate to the information you need. ALL CAPS Bold Images Underline Indicate a cross-referenced Heading. Press Ctrl+Click the heading to jump to the information. Indicates important information. It may also indicate what to click on your device. Align with the step by step instructions. Images may not perfectly match what you see on your device screen, but can be used as guides. A red box indicates where you should click. Indicates a hyperlink to an online resource. Use this to extend the support this document provides. *Please Note: this manual will be less effective in printed format. The suggested format is to read this document on your screen, using Adobe Acrobat Reader. Page 2

BARRACUDA NETWORKS OVERVIEW Automatically added to your sleek new desktop email is an add-in that helps filter out unwanted email senders. Barracuda Networks is a powerful spam firewall and email security service. Within it, you can automatically blacklist spam email accounts from your inbox and create whitelists of safe email accounts that may be external to the Conestoga Network. SETTING UP YOUR BARRACUDA SPAM FILTER To access Barracuda, simply log in to your desktop version of Outlook. This Add In can be found by entering the File Menu, and selecting Barracuda Networks in the Left Navigation pane. Click Configure to set up safer email standards, and continue to the Configuration section for more information on setting up your Spam filter. If you do not see Barracuda Networks in your File Menu, please continue to the MANUAL ADD-IN section. Page 3

CONFIGURATION Before creating a Spam filter, read below for an overview of the Barracuda Spam Filter and its menu items. A. Whitelist Actions this controls emails you allow to communicate with yours. Turn these features on or off to meet your needs. B. Additional Button Actions Barracuda has added a few buttons to your Outlook. Control their actions here. You can choose to automatically permanently delete spam, or move it to a Spam folder where it will be deleted after 1 month. C. Statistics Just in case you re curious, you can see how many messages Barracuda has diverted or allowed into your inbox. Page 4

SET UP A SPAM FOLDER Barracuda will automatically route the spam sent to your account to a folder of your choice. The default is a folder titled Delete, but you can also set a Spam folder, which you can check. Barracuda will also send a weekly summary email of the spam diverted from your Inbox, and delete emails automatically on a monthly basis. To set up a Spam folder: 1. In the Barracuda Firewall Menu, under Additional Button Actions, select the drop down menu, and choose Select New 2. In the menu it opens, select the New option on the right. If you already have a folder that you would like the spam to go into, select that folder, instead. 3. In the Create a New Folder menu, type in the name of your new folder (ie: Spam). 4. Click OK here, and in the Barracuda Firewall Menu. Page 4

MARKING SPAM IN YOUR INBOX Return to your Inbox, and click Home. At the end of the Home ribbon, you will now see the Barracuda Networks menu items. There are only two options: Mark as Spam, or Mark as not Spam. You can select individual emails, or select multiple emails by holding the Shift or Ctrl buttons and clicking the emails you want to mark. Note: If the Barracuda Networks Menu isn t appearing, try closing Outlook and restarting it. SUMMARY EMAIL On a weekly basis, you will receive a Summary Email from Barracuda. This will show you a list of the emails Barracuda has determined are spam. Please review the list, and check that there are no emails which should have been directed to your Inbox. If there are, click Whitelist next to that email address. A. Email Address List B. Deliver to your Inbox, Whitelist, Delete, or View to check. C. Delete all emails permanently. Page 5

POSSIBLE ERRORS IN BARRACUDA AND OUTLOOK POP UP NOTIFICATION This add-in will be automatically pushed out to your account. However, if you are logged into Outlook at the time it is pushed out to you, you may see this error message. Click Retry. The installation will take approximately one minute, and you will see the Add In now in your File Menu. Return back to Configuration. However, if you hit the red X, or cancel, you will see another error message, reading a prompt to run the installer again. You can also re-run the installer by hitting Ctrl+Alt+Delete and selecting Task Manager. Page 6

MANUAL ADD-IN If you do not see Barracuda Networks in your File Menu, you can manually add it in to your Outlook. Go to the Barracuda Conestoga sign in page. 1. At the bottom of the Login Box, click Download Outlook Add-In Installer. 2. This will download a file into your computer. Open it by clicking on it in your browser window, or in your Downloads folder. 3. Click Run to start the installation. 4. If your Outlook is open, you may need to close it. 5. Follow the prompts to set the Add In up, clicking Next. Eventually, click Finish to finalize the installation. Reopen Outlook, and go ahead and head back to CONFIGURATION to set up your new Barracuda Spam Filter. Page 7