Part 1: Reflections on University Email Security
The University of Arizona's email system is constantly being updated to keep students, faculty and staff more secure, but before we dive deeper into that, it’s important to understand how much our email practices have evolved over the years. As we look back, we see just how far our email technology has changed, thanks to some strategic planning to stay current in an always-changing industry.
The origins of email were much simpler than the backbone we now use to connect and collaborate. Long before it became a workplace staple, email had a more casual, personal intention. It started as a tool for researchers and government agencies. Its true impact emerged when it became public, allowing people to send quick messages, sidestepping the long wait times of traditional mail. What began as a tool for selective institutions quickly evolved into an essential communication tool for everyday life.
At the university, the use of email expanded exponentially. It became the collaboration tool of choice, which brought a greater focus on integration capabilities and storage. “When I was hired nearly 20 years ago, we were using Horde Webmail, where employees had a 25 MB quota for each mailbox,” stated Jessica DeStefano Woodworth, Principal Systems Administrator. In 2008, exploration of a new solution called for greater integration. “The university needed a collaborative tool – employees needed calendaring integrated with email,” stated DeStefano. “At the time, we were using a product called Meeting Maker, a separate calendaring product.”
In 2010, the university transitioned to an on-premises (on-prem), installation of Microsoft Exchange. This was a big leap forward, offering employees larger email quotas and, for the first time, integrated calendaring—a game-changer for scheduling and collaboration. Exchange brought the implementation of Active Directory and the era of log in with NetID credentials. At the time, it felt like the ultimate all-in-one solution. Technology kept evolving, however we elevated our offerings a few years later with implementation of Office 365.
Email has transformed from simple messaging into a modern communication tool, managing everything from conversations and data to online shopping and banking. While this evolution has brought convenience and functionality, it also introduced challenges. As email capabilities expanded, so did its appeal to cybercriminals, leading to increased risks like identity theft and cybersecurity threats.
We transitioned to Office 365 and modernized our active directory due to these heightened risks.
The evolution of email at the university is an ongoing journey to maintain current technology standards and protect against evolving threats. The story continues with part two on December 4, where we’ll share an exclusive sneak peek into the future of secure email and what lies ahead.