Faculty and Staff FAQs - Virus and Spyware

What can I do to protect my computer from viruses and spyware?

1. Make sure your computer is running antivirus and antispyware programs that regularly get updates about new malicious programs and regularly scan your computer's hard drive for infected files.
• Columbia has a site license for Symantec (Norton) AntiVirus, allowing Columbia Students, Faculty and Staff to install the program on any of their work and personal computers for free. Once you are no longer affiliated with Columbia, you must remove the program.
• The latest version of Symantec, 11, includes antispyware protection. If your computer is running an older version we recommend that Windows systems run Microsoft's free Windows Defender program to protect against spyware.
2. Make sure your computer is getting its operating system updates: Windows Updates and Apple Software Updates
3. Be suspicious! Do not open email attachments without first scanning them for viruses, and research any programs (especially free ones) before installing them.

Please also review our Computer Safety page for more detailed information.

What are viruses and spyware?

Viruses are programs that can reproduce and spread themselves to other systems. Worms, trojans and other malicious programs are typically referred to as viruses, though by strict technical definition they may not be actual viruses. The damage done by these programs can vary, from simply sending copies of itself out through your email to destroying data or crashing your computer. Viruses are still most commonly spread through email attachments, but can also replicate quickly and easily on high speed networks, especially if your computer does not have all of its recent operating system patches.

Spyware is software that covertly gathers user information through an Internet connection without their knowledge, usually for advertising purposes. Spyware applications are typically bundled as a hidden component of freeware or shareware programs that can be downloaded from the Internet; however, it should be noted that the majority of shareware and freeware applications do not come with spyware. Once installed, the spyware monitors your activity on the Internet and transmits that information in the background. Spyware can also gather information about email addresses or even passwords and credit card numbers. The most common symptoms of a spyware infected computer are increasing pop up windows and a general slowing down of the computer as the tracking programs run in the background and transmit data over the Internet.

How can I install and use Symantec (Norton) AntiVirus?

Tutorials on installing and using the Columbia University Licensed version of Symantec AntiVirus can be found at:
http://www.columbia.edu/acis/software/nav/getting-started.html.
Be sure to completely remove any other versions of antivirus programs prior to installing Columbia's version or your computer may become unstable! It is very important that you follow the installation instructions closely when installing Symantec AntiVirus.

This information is for computers that are not managed by a particular IT group, if you have questions regarding Norton AntiVirus on a work computer please see the FAQ below for further information.

Why am I getting a lot of pop up windows on my computer?

Although pop up windows are generally a form of online advertising, if you are receiving them more frequently than usual it could be due to spyware. Though the term spyware encompasses many kinds of malicious programs, the most common symptom experienced is that your computer starts getting more and more pop up windows, sometimes when your web browser isn't even in use.

CUbhis recommends installing Symantec Version 11 or Microsoft's free Windows Defender program to remove and prevent spyware. You can also switch to a browser other than Internet Explorer - such as Firefox - since these are less targeted for spyware and pop ups than IE. If you are only getting pop up windows when using your web browser, make sure you have the latest version of the browser and are using its pop up blocker (usually found in the browser's Tools menu).

Why do I constantly get messages from Symantec AntiVirus to download new updates?

Pop-ups may vary in appearance depending on what version of Symantec AntiVirus your computer is currently running, but the message is basically the same: Symantec only has old information about viruses and needs an update!

The program on your computer must regularly communicate with Symantec's servers and is notified when new virus definitions, application updates and versions are available. Virus definitions are simply the information the AntiVirus program needs in order to protect your computer from the latest viruses. Since new viruses appear constantly, your computer must receive new definitions regularly. It is vital to keep virus definitions up to date to ensure that your computer is protected against the latest viruses. Please contact the Information Commons (extension 5-Help) if you are not sure how to update the virus definitions.

NOTE: If you are a member of an CUbhis managed domain on the CUMC campus, (such as Central Admin, Departments, etc.), virus definitions get updated automatically when you log into your computer via this domain. The picture below shows what you will see for Norton AntiVirus if you are a domain user. Notice that the options to Load Norton AntiVirus Services and the LiveUpdate button are both grayed out. The server is also indicated; in this case HSADMIN, and the version of the last applied Virus Definition File is indicated by date and revision number. If the date of this Virus Definition File is over 2-3 weeks old and doesn't seem to be updating on its own, please contact the Information Commons help desk at extension 5-Help as soon as possible for assistance.

What should I do if I get a message that my computer has a virus?

First, and most importantly, you should pay attention to the window that is displaying the message. Is it a pop up window that appeared while you were browsing web sites, or an email message? Or did it appear after Symantec AntiVirus completed a scan of your computer? If the message appears within the Symantec AntiVirus window, it should further instruct you on how to delete or quarantine the virus. If the message came via a pop up window or email, chances are it is a form of spyware or spam message and should be closed or deleted. Please contact the Information Commons with specific information if you receive one of these messages so we can be sure your computer hasn't been infected.

How can I tell if my Windows based computer has been scanned for viruses recently?

Symantec AntiVirus should be running regular scans of your computer's hard drive. Your computer must be powered on for the scan to run, but you can work in other programs while the system is being scanned. You will see a Symantec pop up window on your desktop while it is scanning, you can minimize the window or open other programs over it.

To see if your system has been scanned recently, select "Histories" from the list on the left hand pane of the AntiVirus window, then select "Scan Histories" which will appear as a sub-item under Histories. The right hand side of the window will change to display a list of scans, their dates and other information. If nothing is listed under "Scan Histories" or the dates are old, please contact the Information Commons as soon as possible for assistance in scheduling regular scans of your computer.

How can I scan a specific file on my computer?

On a Windows PC: find the icon for the file or folder (on your desktop, in My Documents, etc.) and right-click on it. A menu will appear, select the "Scan for Viruses".

On a Macintosh: find the icon for the file or folder, Control-click on it and select "Norton AntiVirus -> Scan filename" (where filename is the name of the file or folder you'd like to scan.

Most scans of individual files will not take more than a minute, though it depends on the size of the file. When the scan is finished, the window will read "Completed". If a virus was found, it will be listed in the bottom half of the scan window.