In ITS, we are committed to providing employees with practical tools to help you report suspicious emails, identify them as malicious, and remove those emails across our systems to protect your employee account and unclutter your inboxes from spam and phishing attempts.
To begin this year, we are excited to announce the launch of a new button integrated into Microsoft Outlook Desktop and O365 Web Mail to report suspicious email. The reporting button is called “Phish Alert” and uses a new platform called “PhishER” to manage reporting.
This sounds great! How do I report a suspicious email?
Reporting suspicious email at SMCCCD has never been more straightforward, using a new button available in your Outlook desktop or web client. For any email you consider suspicious, find the button in your email client (see below for screenshots), and follow the steps.
Outlook Desktop Windows/Mac
Look for the icon in the main toolbar.
Old version outlook:
New Version Outlook:click the “…” (actions), then find Phish Alert from the dropdown list.
Microsoft 365 Add-in Pane
On a specific email, click the “…” (actions) link next to the open email, then find Phish Alert from the dropdown list.
Outlook Mobile Android
Look in the response options section of any email.
Outlook Mobile iOS
Look in the response options section of any email.
What happens after I report an email?
After you click the Phish Alert button on a phishing email, the following steps occur:
The email will be quarantined from your inbox
The PhishER platform analyzes your email and lets you know if it is likely to be spam, phishing, or a clean email.
The email is forwarded to our Incident Response team where we can review the message
If the IT team confirms the phishing attempt, the malicious email is automatically removed from every inbox across our institution.
We are rolling out a more in-depth video tutorial in the coming weeks, but you can start using the button immediately to report suspicious emails. Please reach out to the ITS help center if you have any questions.
In order to improve email security and user experience, we are integrating OneLogin with employee O365 email account starting on January 10th, 2022. Latest status, tutorials, and links to other resources will be added and located here.
If you have questions about this integration, or need additional help downloading the Outlook app or signing into the mySMCCD OneLogin Portal, please submit a ticket to our ITS helpcenter.
What does this mean for you?
Instead of signing in through the Microsoft portal, or entering credentials into Outlook desktop, employees will be automatically redirected to OneLogin to sign-in, the same as WebSMART, Zoom, and other District services already integrated with the mySMCCD OneLogin portal. An “Office 365” link will also appear on the mySMCCD Portal, that employees can use to access Outlook Web, Word, PowerPoint, and other Microsoft tools online.
If you are already signed in using an app on your mobile phone, tablet, or using a desktop client, your session will keep you signed in until it expires (this will be variable based on last time you signed in, but may last up to 30 days). Once the session expires, you will be required to sign in – this time, through OneLogin.
What if I don’t use the Outlook app?
After Jan 10th, access to O365 will be restricted to clients using OneLogin authentication. If you use a mobile app or email client other than the official Microsoft Outlook software, it must support up-to date authentication methods.
We recommend downloading the Microsoft Outlook app before January 10th, 2022 to avoid any disruption in accessing your email. Microsoft’s Outlook application is available on Android, Apple iOS, and Windows/Mac operating systems. You can always sign in through the web application, too!
O365/OneLogin integration is supported by iOS version 12 or above. If your version of iOS is older, we recommend downloading and using the official Microsoft Outlook iOS app instead.
What if I experience issues reconnecting on a mobile device?
If you experience any issues re-connecting to the native Android or iOS application after the upgrade, remove the Exchange account from your mail app configuration and re-add it.
Instructions for removing an Exchange account from your device
What if I can’t sign-in using the desktop application?
Using any modern browser (Chrome, Firefox, Edge, Safari, etc.), access to O365 is always available either by visiting the Microsoft O365 portal, or by accessing the OneLogin portal (mySMCCD) and clicking the “Office 365” link.
If you get stuck accessing the desktop application, reach out to our ITS helpcenter for assistance.
What if I experience issues reconnecting on a mobile device?
If you experience any issues re-connecting to the native Android or iOS application after the upgrade, remove the Exchange account from your mail app configuration and re-add it.
Set up Exchange email on iOS → Note: Make sure to select automatic rather than manual configurationwhen setting up your account in iOS.
What if I can’t sign-in using the desktop application?
Using any modern browser (Chrome, Firefox, Edge, Safari, etc.), access to O365 is always available either by visiting the Microsoft O365 portal, or by accessing the OneLogin portal (mySMCCD) and clicking the “Office 365” link.
If you get stuck accessing the desktop application, reach out to our ITS helpcenter for assistance.
What if I access a shared mailbox?
You will be able to sign in to shared mailboxes through OneLogin. If you receive an error while trying to sign-in, please contact the ITS helpcenter to ensure the mailbox account has been added to OneLogin.
Will I need to sign-in each time?
On the desktop and mobile mail apps, your experience with employee email will show very little difference from before. Your current active O365 session starts on the day you sign-in and can last up to 30 days without requiring re-authentication. You can expect to see a OneLogin sign-in prompt the first time your most recent session expires, and from then on, your connection will remain active without requiring you to re-enter your username and password each time[1] .
[1]On certain occasions, the session does need to be fully renewed and you will once again see the sign-in prompt.
Troubleshooting Tip: If you are on a phone and have issues reconnecting, try removing the mail account completely and adding it back.
Set up Exchange email on iOS → Note: Make sure to select automatic rather than manual configurationwhen setting up your account in iOS.
Will the desktop Outlook be supported or do I have to use the web version?
Yes! Outlook versions 2013 or later support this integration. If you have a version of Outlook older than 2013, we recommend upgrading to a newer version or transitioning to using the web O365 interface.
As a District Employee, you receive 1 GB of personal web space, available from anywhere in the world at http://accounts.smccd.edu/yourusername. The username is your email username.
For example, the URL for Joe Mac mac@smccd.edu is: http://accounts.smccd.edu/mac
How to update your Website
Through WebDAV on Windows
Open Windows File Explorer
In the Computer Tab within the top bar, select “Map Network Drive”
Click on the link “Connect to a Web site that you can use to store your documents and pictures”
Go through the “Add Network Location Wizard”
Select “Choose a custom network location”
Put in your WebDAV address for the Internet or network address: https://accounts.smccd.edu/username
Username: yourusername@smccd.edu
Password: your @smccd.edu email password
You will be prompted to name this location. You can name it anything you want such as accounts.smccd.edu/username
Through WebDAV on Mac OSX
Go to the main menu and pull down the “GO” menu
Select “Connect to Server”
In the Address field enter, https://accounts.smccd.edu/youremailusername
Click “Connect”, and enter:
Username: yourusername@smccd.edu
Password: your @smccd.edu email password
On the Mac, a hard drive icon appears on your desktop; click it and it opens to show the contents of your faculty folder on the district server. If you do not see the hard drive icon, click Preferences under Finder. In “General”, make sure ‘Connected servers’ is selected.
In some programs, you can edit files right from this window. Just open files with the program used to create them and edit. When you “Save” your work, it’s immediately available for viewing by web visitors to your website.
TIP: If you work directly online, in the WebDAV server window, remember to back up your site to your desktop.
To disconnect, select WebDav hard-drive icon with your username (on desktop) and drag it to the trash. You can also click Finder and then click on the eject button next to the server name.
DreamWeaver
Click on Sites in the toolbar
Click on Manage Sites
Select your site and click on the pencil icon to edit
Click on ‘Servers’ in the left side menu
Select the server connection you wish to change
Click the pencil icon to bring up the connection information
Change the url field to https://accounts.smccd.edu/youremailusername
Save changes and exit. You should now be able to connect to the new location.
A five year plan describing the services, technology initiatives, goals and accomplishments of the department of Information Technology Services at the San Mateo County Community College District which includes Cañada College, College of San Mateo, Skyline College and the District Office.
GWAMAIL 2.0 is a web based application used to send non-emergency and non-confidential communications to students attending one of the colleges in the district. It replaces an older version that was created in Banner internally by ITS a number of years ago. This version aims to improve upon several aspects of the old system as well as implement new features necessary to better communicate with students.
Features of GWAMAIL 2.0 include:
Send Email and SMS to SMCCD students.
Clean and fast user interface design.
Upload documents and images.
Receive notifications and report of sent messages.
