Google Mail Phishing Controls

In order to raise awareness of emails that may be spoofed or may be phishing attempts, UD Information Technologies is activating a feature in Google Mail that will mark some incoming email messages with warnings. Highlighting these potentially dangerous emails helps reduce risk to the University. Only those using the GMail web interface or mobile app will see these notifications. Exchange users will not see any changes to their messages. This new feature will be activated on December 1, 2021. 

What to do if you receive a message with a warning

Messages marked with these warnings should be treated with care. Any response you provide to the messages primarily go to Google--UDIT has limited visibility into what is being marked as spam/phishing or not. Learn more about reducing spam and identifying phishing attempts

If you are concerned about a message, or unsure of its veracity you can always send it to reportaphish@udel.edu for verification. 

What to do if emails you send are being marked with a warning

Any messages that appear to be coming from an individual at the University, but which are not coming from an @udel.edu address, will be marked with one of these warnings indicating that the individual could not be verified. For example, if your department allows a third party vendor (i.e. MailChimp, Constant Contact) to send email from their system that is not DKIM signed, those messages may be marked as suspicious. Messages from listservs or web-based applications may also be marked as suspicious. 

Note: If you send messages using UD PO Box, your messages will never be marked with warnings.

Send email using your UD email

If you use your personal email to conduct University business, your emails may be marked with these warnings. Use of personal email to conduct University business is unsupported and may violate the records retention policy. 

DKIM signing & subdomains

In some cases, legitimate messages may be marked because they are not DKIM signed.  You can work directly with your vendor to start the process of getting your messages DKIM signed.  Once the vendor has provided you with DKIM keys, please contact central IT using a message to AskIT@udel.edu with the details of your mailing and the service or vendor in use.  If appropriate security controls are in place for the service, central IT will publish the DKIM keys and messages from the vendor can be signed.

In some cases (like in the case of MailChimp) you will need to acquire a subdomain in order to get appropriate DKIM signing. In order to resolve this, a ticket can be submitted to askit@udel.edu to request a subdomain that is connected with a Google Group email address. This allows messages from a third party service to be DKIM signed.

Other cases

In some cases, DKIM-signing and subdomains are not available. Unfortunately in these cases the remaining options are limited or non-existent. Please contact askit@udel.edu to determine possible courses of action (if any) in these situations.

Examples of warning messages

Be careful with this message

 

Be careful with this message

 

Details

Article ID: 888
Created
Tue 10/26/21 4:16 PM
Modified
Thu 10/28/21 2:49 PM