UltraCamp - Setting up e-mail authentication

Description

This article describes how to set up authenticated email addresses in UltraCamp for Cornell Cooperative Extension (CCE) associations. To combat spam and malicious emails, email providers are implementing stricter security measures. Third-party senders like UltraCamp must now obtain explicit permission to send emails on behalf of an organization's domain. This process applies to all CCE associations.

Note: If authenticated email is not set up through UltraCamp, UltraCamp will continue to send emails, but they will originate from a generic notices@ultracamp.com address rather than the email address on file for your association. This increases the risk of those emails being blocked or marked as spam by email providers. It also prevents recipients from replying directly to emails sent through UltraCamp.

Requesting Subdomain Email Addresses

The first step is to submit a helpdesk request to your regional Shared Business Network (SBN) IT staff: https://helpdesk.cce.cornell.edu

Include the following information within the ticket.

Primary Subdomain Email Addresses

• Vendor you use (e.g., Constant Contact, MailChimp, UltraCamp)
• Exchange Group Account (EGA) you would like to use
  • Example: hiddenvalley4hcamp@cornell.edu
• Preferred subdomain email address, which will end with @[county].cce.cornell.edu
  • Example: HiddenValley4HCamp@schuyler.cce.cornell.edu

Additional Subdomain Email Addresses (Optional)

You can request multiple subdomain email addresses. Be sure to include what reply-to EGA email address goes with each new subdomain email.

• Use Case: If your camp has specific positions that need to send and receive email separately from the main camp email (e.g., camp manager, camp registrar, or camp nurse), request an EGA for each position to be set up.

Example:

• HV4Hregistrar@schuyler.cce.cornell.edu
  • Replies to: HV4Hregistrar@cornell.edu
• HV4Hmanager@schuyler.cce.cornell.edu
  • Replies to: HV4Hmanager@cornell.edu

Note: Cornell cannot set up a personal [netid]@cornell.edu as the reply-to address. It must be an EGA.

UltraCamp Setup

Once IT has confirmed that your new EGA email addresses and/or authenticated subdomain email addresses are active and ready for use, follow the steps below.

1. Add the [EGA]@cornell.edu to your Outlook profile (e.g., HV4Hmanager@cornell.edu).
   For instructions, see: Article - Exchange Group Accounts (EGAs) (cornell.edu)
2. Within UltraCamp, update the camp primary email address. See Setting the Primary Email Address below for instructions.
   • Example primary email: HiddenValley4HCamp@schuyler.cce.cornell.edu
3. If setting up additional email addresses beyond the primary email: within UltraCamp, update each user account that needs to send direct communications. See Updating User Email Addresses for Each Camp Administrative Position below for instructions.
   • Example: HV4Hmanager@schuyler.cce.cornell.edu
4. Contact UltraCamp support to notify them that your new @[county].cce.cornell.edu addresses are fully authenticated and set up with DNS to allow UltraCamp to send on your behalf. If you are unsure of who to contact, submit a ticket at: Submit a request – UltraCamp.
5. Once UltraCamp confirms they have turned off the no-reply email for your account, test sending an email. See Sending a Test Email below for instructions.

Setting the Primary Email Address

Note: The following instructions are for the classic view in UltraCamp. If you are using the beta view, click the UltraCamp (home) icon and select Classic Version view before proceeding with the steps below.

1. Go to the Settings menu.
2. Expand System/Management and select My Settings.
3. Expand The Basics in the left menu and click Basic Information.
4. Ensure all fields for your organization are completed correctly (name, address, website, etc.).
5. Update Primary Email to the new [name]@[county].cce.cornell.edu email address.
6. Click Complete to save.
7. Click Exit Wizard.

Updating User Email Addresses for Each Camp Administrative Position

1. Go to the Settings menu.
2. Expand System/Management and select My Settings.
3. Click Users.
4. For each existing user, click the pencil icon to edit the user information.
5. Ensure all required fields are completed (first name, last name, work phone, email display name, etc.).
6. Update the Email Address field (e.g., HV4Hregistrar@schuyler.cce.cornell.edu).
7. Click Save My Information.

Note: The username and password do not need to be updated.

Sending a Test Email

Once UltraCamp has confirmed that they have turned off the no-reply email for your account, test sending emails. It is recommended that you test with someone who has a non-Cornell email address and is willing to reply to the test email, to ensure both directions of email communication are working properly.

1. Navigate to the account you want to communicate with and follow the normal steps to generate your email.
2. In the Send Information From field, select one of the @[county].cce.cornell.edu email addresses from your list of users, or the primary camp email address, as the email of origin.
3. In the CC field, include your [netid]@cornell.edu email address to receive a copy of the test email.
4. Confirm receipt of the test email. Verify that the sender email address displayed is the @[county].cce.cornell.edu address you selected, and not the standard notices@ultracamp.com address.
5. Direct the recipient to reply to your test email, and verify that the reply arrives in your [EGA]@cornell.edu inbox.

Note: When you receive a reply in the [EGA]@cornell.edu inbox, you can choose to continue the communication through the EGA email (the preferred and recommended method) or change the From email in Outlook to your own [netid]@cornell.edu.

Communicating the New Email Address to Recipients

In the first mass communication email you send to your recipients, it is recommended that you mention the new email address so recipients recognize it as legitimate.

Example:

Please note our new sender email address and save it to your address book. [new sender email address]

Our new email address is fully authenticated with email servers to better ensure our email communications arrive in your inbox, rather than junk/spam folders. If you have any questions or issues, please let us know.

Related Information

• CIT to Begin DMARC-based Email Security Initiative | IT@Cornell
• UltraCamp:
  • DNS Update Guide – UltraCamp
  • Improving Email Success – UltraCamp
    Note: The second option in this article, Setting up an Email Sending Scheme, cannot be used. It is against Cornell policy to save NetID credentials with a vendor as described in that article.