IT ServicesStaff


Guidance for dealing with spam and junk email


IT Services undertakes considerable work to automatically filter email so that email which is definitely unwanted is not delivered to your Inbox, and indeed it is stopped at the earliest stage we can before it even arrives at the Exchange email server.

As a general rule, if you are sent a file or link in an email from an unfamiliar sender, think twice before opening it as it may not be genuine.

Do NOT respond to Spam/Phishing emails in any way, for further information on phishing, please refer to the Security and Safety section.

Action to take

If you receive mail that you do not want to receive in future

Receive a small volume of spam (e.g. 1 or 2 emails a week)?

  • you can delete/block senders as detailed below. No further action is required. However, if you receive a high volume of spam (e.g. hundreds a day), please notify about this.

Subscribed to a mailing list or service?

  • use the unsubscribe option to stop receiving mail from this source.

If you did not subscribe?

  • then this is spam and you should not unsubscribe (doing so will simply advertise to the spammer that your email address is being used). Spam emails should be deleted and we also recommend adding the sender to your blocked senders:

1. Right-click on the spam email.

2. Select "Junk"

3. Select "Block Sender"

Guidance for dealing with unwanted and abusive communication


Sometimes members of the University receive inappropriate / unwanted emails, Jabber messages, LEARN forum posts etc. These can be from people they know or from strangers. It is not possible to define comprehensively what is and what is not an inappropriate communication, but generally it is one that is obscene or in some other way makes the reader feel uncomfortable, intimidated or upset.

In line with the University's IT Acceptable Use Policy, the University does not tolerate this kind of treatment of its members and has established procedures for dealing with such instances, as it takes this matter very seriously. This document is designed to offer guidance to those in receipt of an inappropriate message sent to any of their University accounts.

The University recognises that it can be very distressing to receive any communication of this nature. It is important that you do not feel guilty or responsible for receiving such a communication, as this can constitute a form of harassment and the fault lies with the sender, not the recipient

Action to take

However distressing the communication is, if it is addressed to you personally, it is very important that you do not delete it, if you wish any action to be able to be taken. It is not advisable to engage in a dialogue with the sender.

Support Available

A member of Confide, or a member of IT Services will be able to support and advise you further in dealing with this kind of issue. It is recognised that people might be embarrassed by the content of such communications. This is entirely understandable. Confide and IT Services will deal with the matter sensitively and confidentially. Information will not be passed on to any other party, without the explicit permission of the individual concerned unless it is felt that there is an unacceptable risk to another individual or group of people.

If you receive any communication, which causes you distress, you can contact Confide

Confide can also provide advice on whether the matter is serious enough to refer to the police and also be able to provide ongoing support to anyone who has received an email of this kind for as long as necessary.