SPAM and virus protection

Blocking file attachments in e-mails

One of the main reasons for a malware infection are e-mails with active file attachments containing program code specifically designed to run on Windows computers. When such prepared attachments are opened, the malware can spread to the university's computers and network. With this background, the university has blocked the exchange of attachments in certain file formats by e-mail since 2 March 2020.

In a first step, this applies to e-mails that are sent from outside the university to e-mail addresses of the university of Erfurt. If an e-mail attachment is not delivered due to the protective measures taken, the addressee of the e-mail will receive a notification in German and English. This applies in particular to old file formats from Microsoft Office up to Version 2003 (e.g. doc, xls, ppt ), for which it is not possible to tell whether they contain macros. The newer file formats from Office 2010 onwards (docx, xlsx, pptx), on the other hand, can still be sent by e-mail as attachments. The list of blocked file attachments will probably have to be extended. If, in exceptional cases, you want to send the old file formats in exchange with known and trustworthy partners, the URMZ recommends a cloud solution such as Gigamove from RWTH Aachen University or our DFN cloud.

If you have any questions, please contact the service office of the URMZ (E-Mail: rz@uni-erfurt.de, Tel.: 0361/737-5454).

SPAM and virus protection

All incoming mails are checked for SPAM. Suspicious e-mails are marked as SPAM and delivered. Centrally set filters ensure that the marked e-mails are stored in defined SPAM folders. The SPAM folders named "Junk" or "Junk E-Mail" are automatically created in the mailboxes if they do not already exist. It should be checked regularly whether any important e-mails have been placed there. An automatic cleaning of the SPAM folders is not set up. You should also do this yourself from time to time.

If a mail has an attachment in a certain format, this mail is rejected and the sender receives a notification with an error message. The delivery of e-mail attachments in the archive format .zip itself is no longer blocked. However, the file formats within these archives are scanned and if there is a blocked file format, the corresponding e-mail is rejected.

Group and function addresses:  For technical reasons, it is not possible to proceed as described above. Here you have the option of automatically deleting unwanted mails or adding the note [SPAM] in the subject line.

Basically, you should be suspicious of mails from unknown senders and follow the basic IT rules.

Filter for marked SPAM mails

Detected SPAM e-mails are not quarantined for function and group addresses. When requesting the address, you can choose whether the detected SPAM e-mails should be deleted directly (drop) or whether they should be marked as [SPAM] in the subject (tag).

To prevent the marked e-mails from being displayed in the Inbox, a corresponding filter can be created in Webmail or Exchange to store the mails in a separate folder.

Thunderbird and Webmail:

The setting must be made via Webmail

These rules must be created separately in each account that receives corresponding e-mails via a forwarding.

  • login into your Webmail (Convergence)
  • create a new folder (e.g. "Junk")
  • Options -> Mail filter -> New filter
  • Settings see screenshot
  • Move filter to the top if other filters are already present
Service section
Service section
(University Computer and Media Center (URMZ))
Kommunikations- und Informationszentrum (KIZ) - Room 0.11