Filelocker allows you to share files with other people both inside and outside of University of Michigan – Flint. It is a temporary and secure storage system for sharing files and data.

Using Filelocker

Finding and Logging in to Filelocker:

1. Navigate to https://files.umflint.edu/ in the browser of your choice.
2. Login using your uniqname and LAN password
   • The first time that you login you will be prompted to agree to the terms of service for filelocker.  It will look similar to this:
     

Uploading a File:

1. Click on the Upload tab.
   
2. You will get a prompt that allows you to put in an expiration date for the download link, notes, and to scan for viruses.
   • On the expiration date specified above the file will be deleted/removed from the server.
3. After filling out the information in step 2 click Browse and Upload
4. Select a file from your computer and click open.
5. The file will be uploaded and added to the Uploaded Files list on the homepage.

Sharing an Uploaded File with Someone from UM-Flint:

1. Click on down arrow to the right of the file you would like to share in the Uploaded Files list.
2. Click on Share This File.
3. Search for the users you would like to share the document with.  You may search by name or uniqname.
4. Click the checkbox next to “Search the entire University of Michigan – Flint directory.” to ensure you are searching the entire directory.
5. Click on Share next to the name of the person you would like to share with.
   • Repeat steps 3 and 4 until you have selected all of the users you would like to share this document with.
6. Close the dialog box.  Your document has now been shared with the specified users.

Sharing an Uploaded File with Someone outside of UM-Flint:

1. Click on down arrow to the right of the file you would like to share in the Uploaded Files list.
2. Place a checkmark in the box next to Publicly Share.
3. Type the email address(es) of the user(s) you would like to share this document with.
4. Review the remainder of the options available for password protecting the document.  Select the options you would like.
5. Click on Share.
6. You will now be given the link that was sent to those you indicated to share your file.  You may copy and save this but it is not necessary as it was also sent to those you indicated in step 3 above.
7. Close the dialog box.  Your document has now been shared with the specified users.

Deleting an Uploaded File:

1. Place a checkmark in the box next to the file you would like to delete.
2. Click Delete at the top of the screen.

Additional Assistance / Troubleshooting

At the bottom right of the homepage you will find additional Help documentation for assistance with various features of Filelocker.

If you have any further questions please do not hesitate to contact the Helpdesk at 810-766-6804 or itshelpdesk@umflint.edu.

Microsoft Security Essentials (MSE) is an antivirus program for Windows based pc’s.  The university is ending its contract with McAfee and will be using Microsoft Security Essentials and Microsoft Forefront (on university owned computers) for antivirus protection.

SPECIAL NOTE:

• Microsoft Forefront is an anti-virus program for enterprise use ONLY. This should only be installed on university owned computers.
• Microsoft Security Essentials is anti-virus program for personal use.  This is the version that should be installed on all personal computers (non-university owned computers). Microsoft Security Essentials should NOT be installed on a unversity owned computer.

If you have any further questions about MSE please contact the ITS Helpdesk or consult the Microsoft online documentation located here: http://www.microsoft.com/en-us/security_essentials/Default.aspx

Downloading MSE from the Internet:

1. Open your internet browser (internet explorer, firefox, etc) and go to the following internet address: http://www.microsoft.com/en-us/security_essentials/default.aspx
2. Follow the instructions on that website to download the appropriate version for your particular computer. Please note that to install this program you will need administrative privilages on the computer that you are using.
3. Save the installation file to your desktop (or another location that you will be able to find)

Note: Students (or Fac/Staff interested in putting it on a personal computer) can also stop by the helpdesk with a flashdrive to recieve a copy of the installation files.

Installing MSE:

1. Double click the installation file that you acquired from above.
2. When the installation window appears, click Next to continue.
3. Read the Licensing agreement and click I accept to continue.
4. Check the box next to “I do not want to join the program at this time” and click Next to continue.
5. Make sure that the box next to “If no firewall is tuned on, turn on Windows Firewall (Recommended)” is checked and click Next to continue.
6. Before clicking install, make sure that there is no other antivirus or antispyware programs installed on your computer.
7. Clicking install will begin the installation process. Please note that this may take several minutes on your computer.
8. When Microsoft Security Essentials completes the installation, click Finish to run a scan on your computer and check for the latest updates.

Running a Virus Scan with MSE:

1. After installing Microsoft Security Essentials, double click on the icon on your desktop for Microsoft Security Essentials or navigate to  the Microsoft Security Essentials folder in the start menu and double click the icon.
   
2. Click Start Scan
3. Select Full Scan
4. Click Next
5. Microsoft Security Essentials will now begin a scan of your system. Depending on how many files you have on your computer this may take up to a few hours.

Spam is unsolicited email on the Internet.  It is a form of bulk mail from the sender’s point-of-view and often sent to a list gathered from subscribers to a discussion group or obtained by companies that specialize in creating email distribution lists.  In much the same way that retailers and businesses use postal mailing lists to send potential customers catalogs and other information, an increasing number are using e-mail messages as a direct marketing tool.  In general, it’s not considered good internet etiquette to send spam.  It’s generally equivalent to unsolicited phone marketing calls except that the user pays for part of the message since everyone shares the cost of maintaining the Internet.

Email spoofing is the practice of changing from field of an email so that it looks like the email came from someone or somewhere else.  Email spamming may be combined with email spoofing, so that it is very difficult to determine the actual originating email address of the sender.  Some email-distributed viruses use spoofing, such the Klez or Sobig virus, take a random name from somewhere on the infected person’s computer and mail themselves out as if they were from that randomly chosen address. Recipients of these viruses are therefore misled as to the address from which they were sent, and may end up complaining to, or alerting the wrong person.  As a result, users of uninfected computers may be wrongly informed that they have, and have been distributing a virus.

Email phishing is the act of sending an email to a user falsely claiming to be an established legitimate business in an attempt to scam the user into providing private information.  The email usually directs the user to visit a website where they are asked to update personal information, such as, passwords and credit card, social security, and/or bank account numbers.  This website is bogus and set up only to steal the user’s information.   If you feel that you have received a phishing email, you should forward the email to the ITS Helpdesk at itshelpdesk@umflint.edu . 

Some apparently unsolicited email is, in fact, email people agreed to receive when they registered with a site and a box was checked agreeing to receive postings about particular products or interests.  This is known as both opt-in email and permission-based email.

Tips to  Avoid Getting Spam:

• Never post your real email address on a forum or bulletin board. Spammers use special programs which harvest these and use them to build spam lists. Once your email address has been caught in this way, you’ll never get off the spam lists.
• Set up multiple email addresses. If you regularly sign up to a lot of web sites, which may sell email addresses as a source of revenue, consider having one email address just for this purpose, while keeping your other – real – email address private to friends and family.
• When you register with an internet site, make sure you do not give them the right to sell your email address to spammers. (Watch for little checkboxes and make sure to remove any which are checked by default).
• Use the email filters to reject spam with obvious catchphrases in it (debt consolidation, porn, sex, viagra, hot girls etc)

Dealing with Spam:

If you suspect a message is junk mail, treat it as such by deleting it — even without opening it.  Common clues include information in the subject headings and unknown senders.  Do take action to stop spam.  Users can setup rules to filter the messages to stop spam messages and block spam sites.

All incoming email is now being filtered by Proofpoint Endpoint Security.  Users will no longer need to setup a filter to move messages tagged as spam.  For more inforamtion on Proofpoint and how it works please visit http://go.umflint.edu/proofpoint.  

What is spyware?

Spyware is a type of malware (malicious software) that acquires personal information from your computer and reports it to another computer system or user without your knowledge or permission.  Usually spyware is used by online businesses for marketing purposes.  They use the spyware to obtain information about what hardware or software you have and the manufacturers. Sometimes spyware can obtain personal information on what sites you visit and if you do business with any competitors.  They can also obtain your email address to sell to other companies causing an increase of Spam.

Spyware is rarely alone on your computer an affected machine usually had multiple infections. 

Signs of an infection Include:

• Your computer slows to a crawl due to several spyware programs using up your memory resources.
• Ad pop up even when you are offline.
• You click on a link to go to one site, but your browser gets hijacked and you end up at another site.
• When you enter a search item, a new and unexpected site handles the search.
• Your bookmarks change on their own.
• You click your Home button but it takes you to a new site, and when you switch the setting back, the new site appears again anyway.
• You get pop-up ads that address you by name even when you have not visited site at which you have registered.

What are some common ways of aquiring spyware?

• Usually spyware is placed on a computer system in the form of internet cookies or programs that are set to run when your computer starts. Spyware cookies can be avoided by disabling cookies within your browser, but a lot websites such as Hotmail and Online Stores require cookies to be enabled to login to the site.
• Some websites automatically install spyware on your computer when you visit them. A popup will display on your screen and then the installation will either prompt you to accept installation or it will automatically initiate without your consent.
• Some free software and ad-supported software are supported by spyware and install the spyware when you install the free software One example is Kazaa’s default installation.

How to deal with Spyware?

There are two different programs that you can download to help fight spyware.  Spybot – Search and Destroy and Super Anti Spyware. Both of these are  free programs that search your computer for spyware, uninstall it.  These programs can also help prevent anymore known spyware from being placed on your computer. These programs will need to be updated from time to time to look for new spyware.

These programs can be downloaded from Google or provided from the Helpdesk onto your laptop or on a flashdrive.

The University of Michigan-Flint does not condone the unlawful downloading of copyrighted material. Such action is considered to be in violation of the Proper Use Policy. Violation of the Proper Use Policy can result in revoked computer account privileges, termination of employment (with UM-Flint), and expulsion just to name a few.

Legal Downloading

Listed below are some legal alternatives to downloading music, movies, or other copyrighted media via peer-to-peer services.

Legal Ways to Download What You Want

• Music
  • Audio Lunchbox
  • BuyMusic
  • Cdigix
  • eMusic
  • iTunes
  • MusicMatch
  • Napster
  • RealPlayer Music Store
  • Sony
  • Mindawn Online Music
  • Virgin Music
  • WalMart Music Downloads
  • Yahoo! Music
  • Pandora
• Software
  • Discounted Microsoft Software for UMF students
  • Additional Software Discounts for Faculty and Staff
  • Microsoft DreamSpark – Microsoft run site providing free programming resources to students
• Movies
  • iTunes
  • DirectToDrive
  • MovieLink
  • CinemaNow
  • Real Movies

Windows Update is the online extension of Windows that helps you to keep your computer up to date. You can use Windows Update to choose updates for your computer’s operating system, software, and hardware such as system files, device drivers, service packs, and new Windows features. This should only take a few minutes to do on campus; however, if you are using a dial-up connection, the process may take longer.

What are Product Updates?

Product updates are a catalog of fixes, updates, and enhancements to Microsoft Windows and Microsoft Office Products. Look at the catalog and download any and all security updates and software patches that apply to your installed software. You can download all of these security patches and updates from the Web and install them to your computer.

Updating Your System Files Using Windows Update

Updating your system files through Windows Update is a relatively simple process. Below you will find instructions on how to do this in Windows XP, Windows Vista and Windows 7. Note that if  you are using a Windows 2000 or XP machine, you must be logged on as an administrator or a member of the Administrators group in order to complete this procedure.

Updating Windows XP via Windows Update

1. Using Internet Explorer, go to the Windows Update web site at http://windowsupdate.microsoft.com. If you get an error message, try again later as this means that the web site is too busy.
2. Click Scan for Updates directly on the homepage. A catalog of Windows Updates will appear after you have scanned.

Updating Microsoft Office

1. Click the Office Update link at the top of the page.
2. Click the Check for Updates link on the Office Update Page. After scanning is completed, you will be presented with a catalog of Office updates.

Updating Windows Vista/Windows 7

1. Click the Start Orb in the taskbar.
2. Click Control Panel.
3. Depending on your Control Panel layout, you will either need to click Check for Updates under the Security category or click Windows Update and then Check for Updates.
4. Click Install Now to install any available updates.

What Do I Need to Do?

Product updates make it easy to download updates and enhancements to the software on your computer. We recommend that you do this on a monthly basis and every time you install any new software. The following steps apply to updating both Microsoft Windows and Microsoft Office.

1. Browse the catalog of updates.
2. When you decide you want to update a certain component, click the box next to it. A check mark will then appear in the box. Before you choose to download a component, click the Read this first link for important information including a more detailed description of the component, how to begin using the component, instructions for uninstalling, and the support policy.
3. When you have selected all the components you want (you may un-check any selected components you don’t want), click Download.
4. A page will then appear with a list of all the updates to be performed. If there are any components you want to update but aren’t on the list or if there are any you want to remove, click the Back button.
5. Click the Start Download button to begin downloading and installing.
6. When you see the Installation Complete message, you are done updating. Note that some components may require you to restart your computer after installation.

Important Notes

• Be sure to download any Critical or Important updates that are recommended for your system. Critical updates will fix known problems (such as security issues) specific to your computer.
• The first time you go to the Windows Updates page, click Yes when prompted to install any required software or controls.

Group Share is software for Windows XP, Vista, and Windows 7 (31 and 64 bit) that will encrypt files at the folder level to prevent disclosure of the folders and files to unauthorized users in the event the files are lost or stolen. It can be used to encrypt files on the local machine as well as network shares such as the H:\ and I:\ drive

Who can Use Group Share?

Group Share is available to all Faculty and Staff Members using university owned computers here at the University of Michigan-Flint. In some cases it will also be available for personal computers containing university sensitive material. Please contact ITS Helpdesk at 810-766-6804 to find out more about use on your personal computer.

Group Share is currently only available for 32 and 64 bit versions of Windows and Group Share is currently not available for Mac users.

Some Things to Remember Before you Begin

• Selecting very large folders does use a lot of memory on your computer. It is strongly advised that you only do necessary folders and try to limit the other programs running while you are doing the initial folder securing.
• Securing Folders department drives over the network will be a slower process because it is over the network. Please be prepared for this.
• If your computer DOES NOT regularly connect to the UM-Flint network (on campus or through VPN) you will need to adjust the key cache length to eliminate the possibility of being unable to access your documents that are secured. See the section “Adjusting the Length of Time Your Key is Cached” below.
• Only those who have been given permission will be allowed to access any file that has been protected with Group Share
• Files or folders protected by Group Share will only be able to be accessed by authorized users on computers where Group Share has been installed
• For all departmental folders at least two people should have access to them. This will help in the case of illness or absence of the primary person.

How do I download Group Share?

The following directions are for downloading Group Share on a university owned desktop or laptop. Group Share will need to be installed on any computer you are looking to access an encrypted folder on.

Please close all open programs before installing Group Share as you will need to restart your computer once the installation is complete.

1. Go to L:\Secure Software\GroupShare
2. Double click the icon that says Setup
3. When you mouse over it the type should be “Application”
4. Click Next
5. Accept the license agreement and click Next
6. Use the default destination folder and click Next
7. Use the default typical install and click Next
8. Click Next
9. Allow Group Share to update the system
10. Click Finish
11. Click Yes to restart

Group Share has now been successfully installed on your machine.

How do I Secure a Folder with Group Share?

1. Right click the folder you would like to secure with Group Share
2. Click Secure Folder with Group Share
3. Leaving the defaults click Next
4. Placing your contact information in during setup is optional, Click Next
   1. Including your contact information and a description of the secured folder will help others to know who has secured the certificate.
5. As a default only you will have access to this secure folder or document. We highly suggest that for departmental documents at least two people have access to them. A good suggestion would be you and your Supervisor.
   1. To allow someone else access click Add Windows Users or Groups
6. When finished adding users click Next
7. Wait while the document or folders are analyzed
8. Click Finish
9. Wait while the folder is being secured. Depending on the size of the folder this could take quite a while.

• Email encryption is a secure way to send emails that contain private personal data about yourself, coworkers, patients, and students.

What Types of Encryption are Available?

• Here at UM-Flint we have made multiple types of encryption available to our faculty and staff members.  These types include internal messaging within the @umflint.edu domain- using Outlook, Mac Mail, and Webmail – as well as external messaging from a @umflint.edu user to a non umflint user.

How do I get an encryption certificate? (Mac and Windows Users)

• Contact the ITS Helpdesk and place a work ticket to have Security Services assist you with creating and using email encryption.  After placing a ticket it could take up to 3 business days to receive your certificate and be ready to send and receive encrypted emails.

Where do I Find More Information?

• For more information on how to use the types encryption here at UM-Flint please reference the information below. If you have any questions or need any further assistance beyond the basics provided below please contact the ITS HelpDesk at 810-766-6804 or itshelpdesk@umflint.edu to set up a meeting with a member of Security Services.

Sending an encrypted email using Entourage:

1. Open a new message
2. Write your message as you would normally
3. Click Message in the top toolbar
4. Click Security
5. Click Encrypt Message
6. Click Send
7. Click yes on the message “Do you want to search the LDAP server for the user”

Encryption for Windows:

• To send a message with Outlook 2010 (Images to Come)

1. 1. Type the message as you normally would
   2. Click on the Option tab at the top of your message
   3. Click the Arrow Box in the bottom right of the More Options Section
   4. Click Security Settings
   5. Select Encrypt Message Contents and Attachments
   6. Click OK
   7. Click Close
   8. Click Send

• To send a message with Outlook 2007
  1. Open Microsoft Office Outlook 2007
     
  2. Click New
     
  3. Type the message as you normally would
  4. Click the Arrow Box in the bottom right of the Message Options Section
     
  5. Click Security Settings in the new window
     
  6. Select Encrypt Message Contents and Attachments
  7. Click OK
     
  8. Click Close
     
  9. Click Send
     

Encryption for Web Access:

***To use email encryption for web access you need to be using Internet Explorer version 7 or above ***

• Setting Up Web Access for Encryption (Needed For First Use Only)
  • Click Options (found in the top right of the screen)
  • Click See All Opitons…
  • Click Settings (found on the left of the screen)
  • Click S/MIME
  • Click Download the S/MIME Control
    • Click Okay/Run/Yes on any windows that pop up
    • Once all of the boxes go away the S/MIME control should be installed
• Using Email Encryption
  • Open a new message and type your message as you normally would.
  • Click the Encrypt button, it is an envelope with a blue padlock.
  • Click Send

External Encryption:

• External encryption is used for sending messages outside of the @umflint.edu domain. To encrypt something to send outside of the university domain you will need to be using the outlook application, not web access.

http://www.umflint.edu/its/documentation/Email_Encryption/External_Email_Encryption_PDF_4-8-2010_v2.pdf

How to Scan for Viruses:

http://www.umflint.edu/helpdesk/perm/windows/installing-and-using-microsoft-security-essentials/

Virus scanning Information and software is available at the following site:

http://www.itcs.umich.edu/bluedisc/

To download the VirusScan software click on the link above then choose an operating system and a program to download. Then the directory will come up with the files you need to download to disk. Make sure the computer is not infected with a virus prior to downloading the software.

How to Protect Yourself from Viruses.

• If your computer is infected:
• Remove the virus by running virus protection software.
• Be sure to scan all of your diskettes before reusing them to prevent further contamination.
  (If this doesn’t work, you’ll most likely have to delete the files from your system.)
• If you suspect you have received a virus via email, do not open the attachment, but instead delete the mail message and inform the person you received it from.
• As a general rule, never open an attachment from an untrusted source.
• Always be careful when opening attachments from a trusted source.

Computers makes everyone’s life easier, however if your computer gets infected with a virus or spyware then that computer makes your life miserable but it can also possibly compromise your personal private information(PPI) such as passwords, social security number, and banking information.

General Tips, although all anti- virus/spyware have the same goal of keeping your computer safe, the software needs your help to keep everything up to date.

In general, you always want to update your anti-virus/spyware definitions before you run any scans on your computer.  This will allow the software to scan for the latest possible threats that could attack your computer.  Scams due to the nature of certain viruses and spyware often try to emulate the appearance of anti-virus/spyware software.  If a program you do not remember installing is asking you to pay a fee to protect your computer, and is noticing hundreds of viruses/infections, it would be advised that you proceed with caution as that program may indeed be the virus/spyware.

Common Scams:

• AntiVirus 2010
• AntiVirus 360
• Internet Antivirus Pro

Legitimate (Good) Software:

• Microsoft Security Essentials Antivirus (Available from the Helpdesk or online here: http://www.microsoft.com/Security_Essentials/)
• Spybot Search & Destroy http://www.safer-networking.org/en/download/index.html
• AVG Anti-Virus http://free.avg.com/us-en/homepage
• Avast Anti-Virus http://www.avast.com/index
• Norton Anti-Virus
• Webroot Anti-Virus