Resources for Office Professionals at EMU

What You Need to Know about Computer Viruses

Computer viruses today:
• Viruses are "here to stay" in our current environment, particularly because Windows operating systems are so ubiquitous and are a HUGE target for hackers and other nefarious characters. Macintosh systems are not impregnable, but are much less vulnerable to viruses than Windows systems. Mac users should still take precautions to protect their systems and ensure they are good cyber citizens.

Since nearly all viruses spread without the knowledge of the user whose computer is infected, ALL computer users have a responsibility to take precautions against viruses. You do not want your computer to infect your friends' and colleagues' systems!

What is a computer virus or worm?
• A virus is a computer program that is loaded onto your computer without your knowledge and against your wishes. Viruses can replicate themselves and can be shared across networks such as the Internet. All computer viruses are manmade. Many viruses will damage your computer system, either by consuming all available memory or by erasing or corrupting important files that are required to run your system. Some viruses will infuse themselves into your "address book" or e-mail system so they can be sent out to other computers. NOT ALL VIRUSES require that you open an e-mail attachment or click on a certain file. Some can simply infect your computer when it is turned on and connected to a network. That is why it is important for you to follow the steps below to protect your system.
• A worm is a type of virus that can replicate itself, use memory and damage your computer system, but cannot attach itself to other programs.

Strategies you can use to protect your computer from viruses and worms:

1. Don't leave the "door" unlocked; know who is using your computer and how they are using it; make sure they follow standard security practices for downloading files and using e-mail. If your computer is shared, you may wish to configure it to automatically reject certain types of downloads or installations.
2. Keep your anti-virus software updated. EMU provides anti-virus software for your Windows or Mac operating system; you should either enable automatic software updates or manually download the updates regularly (see McAfee.com).
3. Windows users, activate your Windows XP Firewall by following the directions on the ICT web site. (This takes less than five minutes and requires no technical knowledge.)
4. Install additional recommended system updates and patches as they become available. Windows users, you may configure your system to do this automatically by following the steps found here:

   • Learn how to enable automatic Windows system updates. (This takes less than five minutes and requires no technical knowledge.)

   Windows users can also manually check for updates, and we recommend that you do this periodically (every month or so, or whenever a significant new virus/worm is announced):
   - Go to windowsupdate.microsoft.com
   - Click on "Scan for updates"
   - Follow the steps to "Review and install updates" (It is recommended that you select the "Install All" option for security and system updates). Usually, the updates will self-install after download; that is, they will automatically install themselves into your system after you click "Install." You will need to re-start your computer for the updates to take effect.

   Macintosh users (OS X): In your dock, go to "System Preferences," click "Software Update," select "Check for updates weekly." Download the recommended updates when they appear on your screen.

5. Report suspicious activity or problems on your system to the Help Desk (487.2120) so they can clear your system if a virus appears.
6. Know what you are downloading (music, attachments, file types) and how these downloads will interact with your system.
7. Set your anti-virus software to scan any disks or external media that you attach to your computer. If someone gives you an infected file on a disk, you will be able to reject that file before allowing it to infect your system.
8. DO NOT OPEN ANY e-mail attachments unless you are expecting that specific, named attachment from a known user. Viruses that spread through e-mail almost always "spoof" the FROM address, so the virus-laden attachment will appear as if it came from someone you know. If you receive an attachment that you were not expecting, reply to the message and ask for confirmation that the attachment was intended. If the FROM address was spoofed, you should get a reply from the person stating they never sent the message. (In that case, encourage the sender to clean the virus from their system.)
9. Know what different file suffixes mean, such as .exe, .zip, .doc, .rtf, .jpg, .gif, .xls, .eps, .tif, .etc. Download only those that you KNOW are safe for your system.
10. Always keep your critical files and documents backed up OFF your hard drive. Copy them to a CD, DVD, Zip disk, optical drive, flash drive (disk-on-key), or a second hard drive.

Another option you might wish to consider:
• Use a Macintosh or other non-Windows computer, which tend to be much less vulnerable to computer viruses and worms. (Remember, the nearly-ubiquitous Windows is the world's biggest target for hackers.) NO computer is completely safe from hackers and viruses -- ALL users should take appropriate precautions, such as updating anti-virus software, to protect their computer and ensure that it is not a carrier or distributor of viruses over a network. However, it is true that Macs have protections for their systems that Windows-based PCs do not have.

IMPORTANT NOTE: Updating your virus or system software will NOT clear an existing virus or worm from your system. If your system becomes infected with a virus or is performing erratically, contact the Help Desk at 487.2120 for assistance in removing the virus and cleaning your system. Or, if you prefer to clean your system yourself and you know which virus has infected your system, check the virus protection sites (McAfee, Symantec, Trend Micro) to download and run the cleaner specific to the current virus on your system. Note that the specific virus on your system must be removed; there is no effective "generic" system cleaner other than re-formatting your hard drive.

More information, including computer system configuration:
• http://ict.emich.edu/howdoi/safecomputing.cfm

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