E-mail

Services covered by the operating cost:

1. Creation of an e-mail account
2. Sending and reception of e-mail internally and externally
3. Virus control of inbound e-mail
4. Spam filtering of incoming e-mail
5. Office Assistant (automatic reply in case of absence)
6. Forwarding (Automatic)
7. Lists (distribution lists)

The e-mail service can be used by the following tools:

• Outlook
• Webmail
• Mobile phones with IMAP support
• Other E-mail clients supporting IMAP

All services described in this document can be ordered by contacting the Customer Centre at NTNU IT.

1. The creation of an e-mail account
   All staff and students at NTNU will have an email account created by the central e-mail solution. For employees this account will be created at the format "firstname.lastname @ ntnu.no". Students will get accounts created at the format "username@stud.ntnu.no".
2. Send and receive e-mails internally and externally
   External emails are received by NTNU's mail gateway. Here spam filtering and virus control are carried out before the e-mails are transferred to the e-mail servers and put in the user's mailbox. Internal e-mails are handled internally by the e-mail servers and put in the correct mailbox. A global address list is accessible.
3. Virus control of inbound e-mail
   All incoming e-mails including attachments are checked for viruses. Signature files for the virus scanner are updated once every hour. Attachments of certain types are removed, e.g. attachments with two extensions are removed, like test.jpg.exe.
4. Spam filtering of inbound e-mail
   In recent years the problem of junk mail (spam) has become increasingly larger. E-mails that obviously are spam will be stopped. E-mails which the system is in doubt of being spam, are marked and forwarded to the end user for final decision.
5. Office Assistant (Sending automatic e-mail in the absence)
   By using this service, the user can register a response to be automatically sent to everybody who send an e-mail while he is absent. The e-mail will be received as usual. The sender will only receive one automatic response a week.
6. Forwarding (Automatic)
   This service allows the user to redirect all new e-mail he receives to another email address. Redirection of e-mail may be relevant upon stays in another institution or when studies / employment are terminated.
7. Lists
   In this context, lists are defined as distribution lists, i.e. lists which means you do not need to specify all recipients to send email to e.g. an entire department. Such lists are ordered through the Helpdesk. The request shall contain a proposal to name, who should be members, and name of the administrator.

Limitations on service
It is not possible to send to addresses outside NTNU using the mobile phone. This is due to a relay blocking (prevents that NTNU are misused for spam sending).

The Customer's obligations and responsibilities
Installation / operation of the e-mail clients are in responsibility of the local IT departments.

Aim of service level
The warranty period for service is 08:00-23:00 every work day. The service can normally be used beyond this period. Maintenance / upgrades will be notified via operational messages at least 1 week in advance.

Costs
The service is funded framework, and as such is free for all units at NTNU.