|| Greek version
WebMail provides to registered users a web interface from which they can have access to their mailboxes at the bioacademy.gr domain. It is much like a mail-client program installed on your PC (eq. Outlook express) but this one works over the web. This provides some kind of flexibility to users, especially in the case where they need to read their e-mails and do not have access to their PC where e-mail account settings are configured.
It is also the only way for someone to have access to his/her mailbox when he/she is located outside the network facilities of the Bioacademy institute. The only tool needed for someone to use this service is a web browser.
this service users should
pay attention to the following:
Do not use your bioacademy account to send and recieve messages that are irrelevant to your job here at bioacademy. If you need to do so please create for that purpose an email account on another generic web based email service like yahoo, gmail etc.
Secure Login Countermeasures
Webmail lets the subscribed users to have access to their email account from any computer as long as it is connected to the Internet. But the fact that the webmail login page can be accessed from any Internet user further security restrictions must be applied to minimize the probability of a malicious user compromising a legitimate email account.
Preventing password guessing
As the webmail login page is accessible from anywhere and everyone in the Internet, a malicious user might try to guess your password by doing several successive attempts until he finds the correct one. Of course most of the times this is implemented by automated tools which try thousands of possible passwords without the intervention of a person.
In order to protect users from password guessing attacks webmail allows only a limited number of subsequent failed logins to the webmail interface, after which the user is not allowed to login for a short time period.
In any case all registered users must be very careful when
choosing their password and always keep in mind the following:
strong password is at least 8 characters long and it contains a variety
Your password should not be the same not even similar to your username.
For instance don't use as your password your username just by adding a
few numbers at the end.
Don't use as your password words that someone could easily guess by just
knowing some well known information about you, like the name of a close
relative, or the name of your pet, or your birthdate.
Don't use as a password a word that can be found as it is, inside a
vocabulary or slight variations of it, like adding a few digits
at the end. There are programs that automatically test these
5. Your password should not be the same not even similar to passwords that you use in other Internet sites and services.
It is a good practice to
change your password
regularly and the new password that you choose should not be easily
guessed by someone knowing your old password. You can change your
password from the webmail interface after you login (Settings ->
In general, users should be aware that none of the security mechanisms running in the mail system will be able to protect them unless they first ensure that their password has been chosen with care and is kept secret afterwards. The webmail login page is publicly available to anyone and passwords not following the above rules could easily be cracked within minutes giving to a malicious user access to your private or sensitive information.
||a - z
||A - Z
||0 - 9
||! # @ $ % ^ & * ( ) <
> . ? etc
The lengthier a password is and the more different character classes it uses, the more secure it is.
It is recommended to select a password consisting of all the 4 character classes and is at least 8 characters long.
||Invalid, only one character class.|
|l3tmeGetIn||Valid, 3 different character classes in a 10 character long password.|
|Letmegetin2||Invalid, only one character class. uppercase letters at the beginning and digits at the end do not count.|
|LetmeGetIn||Invalid, a password consisting of only two character classes must be at least 12 characters long.|
|l3tMe!n||Valid, 7 characters long password consisting of all 4 character classes.|
User email maintenance
Every email received by our mail server is stored in the server until a user requests it. For users that are only using the webmail interface for accessing their email account, messages are left on the server until the user deletes them. Users must know that the server handles a very large amount of email messages every day and consequently leaving all these messages to the server will end up in a resource starvation situation where there will be no more available space left on the server for new messages to be stored. This will also prevent the mail service to work efficiently and in extreme situations it may even become unavailable.
Spam mail removal
As mentioned above all emails are globally filtered by the antispam mechanisms running on the server. All spam emails are tagged with the prefix <<SPAM>> on their subject and then placed inside each user's Spam-Mail folder which is only accessible from WebMail. You should regularly check on the messages inside that folder in case a message was mistakenly tagged as spam. Afterwards you should delete all the spam emails, as they occupy a substantial amount of disk space on the server. For your convenience you may choose to emtpy all the contents in this folder at once by selecting the 'Empty' option available in the folder options menu at the bottom of the folders list. Additionally, a daily process on the server will automatically delete from each user's Spam-Mail folder all the spam emails that are more than 15 days old.
The INBOX is the folder where all your incoming emails are stored (except filtered spam emails). There are users that their INBOX is very big which apart form the fact that it consumes space in the server's hard disk, it also makes the WebMail service difficult and sometimes impossible for these users to use. This mostly applies to users that access their account only by using the WebMail and leave their messages on the server.
The following procedure describes some good practices the users should follow :
1. Delete all the emails that you don't need.
2. Download and archive your emails
locally on your computer by using the
Download feature (see below).
After that you can load your emails to your email client (eq. Outlook) running on your computer and have them
available at any time without even needing to be online.
3. Delete your email from WebMail
doing the previous step) and keep only those emails that you need
to have access to from several computers and locations on the Internet.
By regularly doing the above procedure you will end up having an up-to-date backup of your emails locally to your computer, your WebMail access to your account will be faster and you will help in maintaining a more efficient service.
Maintenance of other email folders
intstructions given above about the maintenance of the INBOX also apply
to the maintenance of any other folder belonging to the user's email
account. These can be folders that are either created automatically by
the email system, such as the Sent
forlder or folders created manualy by the users.
In WebMail there is a feature that allows users to take backups by downloading their emails (including attachments) locally to their computer. Users from inside the WebMail interface can select one or more messages and then choose the Download option from the More ... menu entry at the top of the page. This will download to disk the selected messages in a a compressed (.zip) format. After that if the user decompresses the downloaded files it is possible to load the produced .eml files into the email-client program installed on the computer (eq. Outllook, Thunderbird etc.).