Further information

  • Contact IT support
  • Spam and unwanted email

UWA is aware of the increase in spam and the subsequent frustration that people are experiencing.

It is policy at UWA that all mail accounts must refile known spam into a separate mail folder. If your spam is not being refiled, ask IT support to set it up for you. Known spam is any message with [SPAM] in the subject.

While you can help to minimise spam, the University has implemented appropriate measures.

  1. Anti-spam software
  2. Real-time Block List (RBL) rejection

Anti-spam software

UWA's anti-spam software runs a series of programs over pieces of email looking for certain patterns that appear in spam emails.

If these pattern are detected, then the subject line of the email will have [SPAM] added to the start, and some hidden email headers will be included in the email.

The software doesn't delete or block spam, it just identifies it so that you can deal with it if you choose. Unfortunately, a few messages will always be missed by the spam filtering system. Just delete them normally. Spam is generally delivered in such volumes that IS will already have received numerous copies of any SPAM you receive.

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Email and Calendaring Service (ECS) details

Because there is a risk of false positives (that is, real messages erroneously tagged as spam), suspected spam messages will not be immediately deleted. Instead, tagged spam will be refiled into the Outlook Junk E-mail folder which can be checked if expected mail does not arrive. 

You can set Outlook to automatically delete messages filtered as junk. A word of caution: Messages that are automatically deleted bypass even the Deleted Items folder; they're gone before you see them. Before you select this option, you should be certain that the filter is moving junk messages only.

General

If you are unable to find a message that was supposedly sent to you and is not in the Junk E-mail folder or spam queues, the possibilities are:

  • You have personal filters which are also checking for spam - check your filter rules and the locations they are sending mail to (you should not have them automatically deleted).
  • You have accidentally deleted the message, so you will need to ask the sender to re-send
  • The sender mistyped the address, it bounced back, but they didn't notice the rejection message and didn't realise it hadn't been delivered.
  • The message (or rejection notice) is still in a queue and will arrive later.

If you receive legitimate emails tagged as [SPAM] please send the Full Headers of the affected email to the self-service Service Desk for investigation.

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Real-time Block List (RBL) rejection

Since July 2008, the University has been rejecting emails from known SPAM servers (black-listed sites) throughout the world. This has led to an 80 per cent reduction in the amount of email being accepted by the central email servers.

If a genuine sender has been black-listed, they will receive the following rejection message when they try to send any emails to the University:

 554 5.7.1 Your e-mail has been rejected by the University of Western
Australia because your IP address appears on a SPAM black-list. Please
forward the following message to your Service Provider to resolve this
issue: hostname[xxx.xxx.xxx.xxx] blocked using zen.spamhaus.org. Please
see http://www.spamhaus.org/query/bl?ip=xxx.xxx.xxx.xxx

If a genuine sender contacts you regarding a rejected email message, please advise the sender to contact their Service Provider, such as their IS contact and pass on the information contained in the email rejection message.

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