Tips for Preventing Spam

Users often report that they are receiving junk mail when accessing their email accounts.  Unfortunately, spam is an evil that computer users have to deal with.  The AEA runs a number of spam tests on incoming mail.  In fact, on a daily basis, an average of 85% – 90% of all incoming mail traffic is tagged as spam and removed from the system prior to being delivered to staff mailboxes.  Consider the fact that the agency receives an average of 32,000 messages in a 24 hour period, and you will see that a great deal of spam is deleted without being delivered to the end user.

Regardless of the efforts to remove spam, it will never completely be eliminated.  Spammers are always looking for creative methods of bypassing filters and spam tests so that they can deliver junk mail to your computer.  While our spam filters are continually updated, please understand that we will never be able to completely prevent spam from your account.  We can only lessen the amount that you actually receive.

You can help to curb spam on your own by following some very simple guidelines:

• Do not respond directly to spam or click on any links within the message.  This also allows the spammer to know your account is active and will result in additional spam. Even clicking on something as simple as “unsubscribe” or “remove” in the body of the spam message confirms you as a target for future spamming.

• Be in the habit of deleting messages that you are unsure of.  It is often very easy to spot spam by the content of the subject line or by the name of the sender. If you do not know the sender of an unsolicited email message, simply delete it.

• Avoid using the preview functionality of your email client software.  Spammers often use advertising techniques that can track when a message is viewed, even if you don’t click on the message or reply. Using the preview function essentially opens an email to let spammers know you are a valid recipient.  Since spam could also contain a virus, opening such a message via the preview functionality could harm your computer.  While all AEA computers feature anti-virus software, you still need to be conscious of anything that might cause damage to your computer, email and files.

• Do not purchase personal items online using your AEA email account or otherwise provide your email address to an online retailer .  Often times, lists of addresses are sold to or obtained by spammers, thus putting you at risk for more spam.

• Limit access to non-work related web sites.  Do not forward chain letters or petitions.  Do not provide your email address to non-work related web sites, newsgroup lists or other public forums. Personal email addresses should be used to access non-work related sites.

AEA Manager – Editing Declined Expense Forms

If an expense form is submitted with errors, it will be declined by the approver. Once it has been declined, it must be withdrawn prior to being edited and resubmitted for approval. If your expense form has been declined within the AEA Manager and it cannot be edited, please contact your office secretary to have them withdraw the form so that you can make the necessary changes and submit the form for approval.

Software and Hardware Requests

The computer assigned to you by Prairie Lakes AEA has been equipped with software that provides essential tools for work related use. This software includes Microsoft Office, FileMaker Pro, Adobe Acrobat, Photoshop Elements, Internet Explorer, Outlook Express and SOPHOS Antivirus. The agency is aware that staff may require additional applications to do their work. Some of these additional applications may already be owned by the agency. Requests for applications will be reviewed by the agency Hardware and Software Committee for approval prior to purchase or installation. This Committee will review each request to ensure that the application in question aligns with agency goals and practices. This Committee will also review the software to ensure there are no known conflicts with the computer operating system or other agency issued software.

If you require additional computer software or hardware to assist you in performing your job duties, please fill out all sections of the Software or Hardware Request form and return it to Mike Schmidt at the Fort Dodge office. Request forms are available in the Documents Library of the AEA Manager or in the Recommended Links box within this blog.

Connecting To Wireless Networks

Secure wireless Internet access is offered at each AEA facility. Laptop computers, which have been assigned to staff, are set to automatically connect to AEA access points. If you would like to connect to the Internet at other locations, such as a school or hotel which offer public wireless access, please download and review the instructions for connecting to wireless networks with your Gateway laptop.

Public wireless Internet access is also available to clients, customers and guests visiting the Fort Dodge, Pocahontas and Storm Lake facilities.

Samsung Phones – Using DND (Do Not Disturb) Feature

The DND button on your phone is used to send callers directly to your voice mail so that they do not have to wait through five rings to access your message. It can also be used when you are in a meeting or working to prevent your phone from ringing. Please keep these items in mind when using this feature:

• DND does mean Do Not Disturb. The phone will not ring when this is enabled.
• Outside callers transfer directly to your voice mail.
• If a secretary transfers an outside caller to your phone, the caller will be directed to your voice mail.
• If you dial the four-digit extension of any staff member in the building and their phone is in DND mode, you will get a busy signal. If you need to contact them or leave a message, you should do so by sending a message to them through the voice mail system.