IT Services use an email spam filter system called Proofpoint. This is a cloud-based system that has replaced the original mail spam filter appliance we have used on-site for well over 10 years. Proofpoint will capture much more questionable mail items than the old system could. All mail now flows successfully through the Proofpoint cloud system.
As well as targeting and blocking SPAM, and virus checking email content, this software has capabilities of identifying malicious URLs embedded in emails. We have all heard of someone receiving an email, and been asked to “click on the link”. The best action is never “click on the link”, but unfortunately some do. This new software tries to mitigate against that event, so that if one of our users gets taken in, and does “click on the link”, the new Proofpoint software will have rewritten the malicious link so the original will no longer work.
CIT's new SPAM filter and its new functionality.
As you know, SPAM filters block emails. Sometimes they get it wrong, and legitimate emails get blocked. When Proofpoint considers an email to be SPAM, it puts it in Quarantine. Proofpoint has the ability to send all users a digest of the emails sent to them that Proofpoint considered SPAM and subsequently quarantined. The email will come to your inbox with subject "Proofpoint Essentials - Quarantine Digest" and should look like below:
As you can see, this user has one SPAM email in quarantine, and now has a choice of four options for that email:
Preview: This allows you, the recipient to view the email on a Webpage, safely, with any potential malicious content removed;
Release: The option tells Proofpoint to allow the email to be released from quarantine and eventually it will appear in your Office 365 mailbox. This action is a once-off for this email only and has no effect on any future emails from this sender.
Release and Approve: As above, this option tells Proofpoint to allow the email to be released from quarantine and eventually it will appear in your O365 mailbox. However, this option also approves the sender of the email as a legitimate entity, and future emails from the sender will be released immediately to your mailbox. It adds the sender’s email to your own personal “Safe Sender’s List”. This only approves the sender for you as an individual and not all users of the college’s email system. If you make a mistake, and approve a sender which you want to now remove, you can raise a ticket and a member of the team can remove the sender for you.
Block: The option tells Proofpoint to block the email sender, the email is removed from quarantine and the sender’s email is added to your own personal “Blocked Sender’s List”, you will never be bothered by emails from this sender again. As above, it is individual to you and the sender’s email is not blocked for all users. And again, if you make a mistake, you can raise a ticket and a member of the team can remove the sender for you from your blocked list.
When a message is quarantined, the digest will activate and will notify you via email to your inbox twice a day at 07.00 and 19.00hrs. You will only receive a Quarantine Digest email if you have had an email quarantined since your last Quarantine Digest. The quarantine digest notification for any quarantined emails will only deliver and notify you once for each quarantined email, to ensure you do not continually receive notifications of the same quarantined email and therefore clog up your inbox.
We hope you find this new system functionality useful. Should you have any further questions or queries please raise a ticket and a member of the team will attempt to assist you in your inquiry.