- Spam Filtering

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E-MAIL - Spam Filtering

SPAM FILTERING OVERVIEW ... 2

USER’S GUIDE ... 2

LOGGING IN ... 2

Common Login Errors ... 3

MAIN SCREEN ... 3

SPAMBLOCKER TABS (LISTS, PROFILE AND QUARANTINE)... 4

Lists Tab ... 5

Profile Tab ... 7

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Spam Filtering Overview

A spam filter is a program or service that is used to detect unsolicited and unwanted e-mail and prevent those messages from getting to a user's inbox. Spam is loosely defined as unwanted unsolicited e-mail received from an unknown source.

The Spam Filtering Servers check each e-mail message that arrives to the OSU e-mail system from outside sources. Messages get rated as to their probability that they are spam messages. E-mails with high scores are sent to the recipient's Quarantine and can be reviewed later. The recipient will receive a notification of the summary of the spam e-mails twice a day or can review messages in the Quarantine area at any time.

OSU has a network appliance called Proofpoint that performs spam filtering on mail that comes into the MS Exchange mail server (i.e. [email protected]). Proofpoint performs the service of a spam blocker. You can login to our SpamBlocker service at https://SpamBlocker.okstate.edu:10020/enduser/login.cgi

(use your O-Key information).

User’s Guide

Logging In

You can login to the SpamBlocker service at https://SpamBlocker.okstate.edu:10020/enduser/login.cgi

Figure 1: Login Screen

I. To login, follow these steps: (1) Enter your O-Key username (2) Enter your O-Key password (3) Click the “Login” button

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Common Login Errors

Figure 2: Error Code -12

Error Code -12: This error occurs when the username entered is not valid. Typically this is due to a typo or not including your full e-mail address for example [email protected]

Figure 3: Error Code 49

Error Code 49: Error (49): This error typically occurs when an incorrect password is entered.

Main Screen

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Figure 4: Main Screen

The screen is divided into four sections (clockwise from the lower left):

(1) Tabs (2) Left menu (3) Top tool bar (4) Selection window

Figure 5: Close up of top tool bar

A closer look at the tool bar at the top of the screen shows five options:

(1) Logout: This allows you to logout of your SpamBlocker account

(2) New: This allows you to add a new address to different lists (i.e. Safe Senders List)

(3) Edit: After clicking on an address currently on your list, this allows you to edit that address (4) Delete: After clicking on an address currently on your list, this allows you to delete an address (5) Lists: This is a drop down menu with four options: Select All, Unselect All, Request Digest and

Refresh. These options help maintain the addresses on your lists (Safe Senders and Blocked Senders), allow you to request a Digest e-mail and allow you to refresh the lists page.

SpamBlocker Tabs (Lists, Profile and Quarantine)

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The tabs are located in the lower left part of your screen and allow you to modify your Safe Senders and Block Senders Lists, program your personal setting and view quarantined messages.

Lists Tab

Under the Lists Tab are two options located in the left menu (refer to Figure 2): Safe Senders List and Blocked Senders List.

Figure 6: Safe Senders List

I. SpamBlocker allows you to add or remove specific addresses or domains from your Safe Senders List. It will never discard or quarantine e-mail sent from your Safe Sender. To add a name to your Safe Senders List, follow these steps:

(1) Click the “Lists” tab (1) in the Tab section.

(2) Make sure “Safe Senders List” (2) is selected in the Left Menu. (3) Click “New” in the Top Tool Bar.

(4) In the text entry field (4), specify an e-mail address to add. (5) Click “Save” (4) (Note: it will say Save instead of Update). (6) You will see the address appear in the Selection Menu (5). II. To edit an existing name on your Safe Senders List, follow these steps:

(2) Make sure “Safe Senders List” (2) is selected in the Left Menu. (3) Click the box next to the address you want to edit (5).

(4) Click “Edit” (3) in the Top Tool Bar. (5) Edit the address in the text entry field (4). (6) Click “Update” (4).

(7) You will see the modified address appear in the Selection Menu (5).

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III. To delete an existing name on your Safe Senders List, follow these steps: (1) Click the “Lists” tab (1) in the Tab section.

(2) Make sure “Safe Senders List” (2) is selected in the Left Menu. (3) Click the box next to the address you want to delete (5). (4) Click “Delete” (3) in the Top Tool Bar.

(5) The address will be removed from the Selection Menu (5).

Note: If you are working with many addresses, you can easily select all addresses or unselect all addresses to help you make modifications or delete entries. To do this, click on the “Lists” button (3) in the Top Tool Bar and choose either “Select All” or “Unselect All” from the drop down menu.

Figure 7: Blocked Senders List

I. SpamBlocker allows you to add or remove specific addresses or domains from your Blocked Senders List. Blocked Senders will not be allowed to send mail to you. The Blocked Senders list is most useful for dealing with occasional unwanted e-mail that isn’t identified as spam. To add a name to your Blocked Senders List, follow these steps:

(2) Make sure “Block Senders List” (2) is selected in the Left Menu. (3) Click “New” in the Top Tool Bar.

(4) In the text entry field (4), specify an e-mail address to add. (5) Click “Save” (4) (Note: it will say Save instead of Update). (6) You will see the address appear in the Selection Menu (5).

II. To edit an existing name on your Blocked Senders List, follow these steps: (1) Click the “Lists” tab (1) in the Tab section.

(2) Make sure “Blocked Senders List” (2) is selected in the Left Menu.

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(3) Click the box next to the address you want to edit (5). (4) Click “Edit” (3) in the Top Tool Bar.

(5) Edit the address in the text entry field (4). (6) Click “Update” (4).

(7) You will see the modified address appear in the Selection Menu (5). III. To delete an existing name on your Blocked Senders List, follow these steps:

(2) Make sure “Blocked Senders List” (2) is selected in the Left Menu. (3) Click the box next to the address you want to delete (5).

(4) Click “Delete” (3) in the Top Tool Bar.

(5) The address will be removed from the Selection Menu (5).

Note: If you are working with many addresses, you can easily select all addresses or unselect all addresses to help you make modifications or delete entries. To do this, click on the “Lists” button (3) in the Top Tool Bar and choose either “Select All” or “Unselect All” from the drop down menu.

Profile Tab

Under the Profile Tab are two options located in the Left Menu: Settings and Account.

Figure 8: Settings

I. You may choose whether to receive a daily “End User Digest.” The Digest is a single message that displays the date, sender and subject of each quarantined message. Various action links are provided for each message, including one to release the message for delivery. The default setting for all user

accounts is to send daily Digests. If you choose to turn this option off, a Digest of all your quarantined messages can be requested at any time. To change your digest settings, follow these steps:

(1) Click on the “Profile” tab in the Tabs section.

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(2) Make sure “Settings” (2) is selected in the Left Menu. (3) “My Settings” will be displayed in the Selection Window.

(4) The first two options under “My Settings” pertain to the Digest (4). a. There are two options:

i. Send digest with new messages in my Spam Quarantine Digest.

ii. Send digest even when I have no messages in my Spam Quarantine Digest. (5) Check the box next to the Digest setting you want.

(6) Click the “Save” button in the Top Tool Bar (3) on the screen to keep your changes.

Note: You may request an End User Digest at any time by clicking the “Lists” button on the Top Tool Bar (3) and choosing “Request Digest” from the drop down menu.

II. SpamBlocker analyzes all incoming mail and assigns each message a score between 0 and 100, where 0 is not spam and 100 is definitely spam. To change the type of spam detection applied to your e-mail account. To change your spam filter level, follow these steps:

(1) Click the “Profile” tab (1) in the Tabs section.

(4) Radio buttons (6) allow you to select the detection policy you want applied. a. There are five spam detection options:

i. Default

ii. No Spam Filtering

iii. Filter Adult Spam Only (Place in Quarantine) iv. Filter All Spam (Place in Quarantine)

v. Tag and Deliver Spam

(5) After making a change to your policy settings, click the “Save” button in the Top Tool Bar (3) on the screen to keep your changes.

III. To change your preferred language, follow these steps: (1) Click the “Profile” tab (1) in the Tabs section.

(4) A drop down menu (5) allows you to choose your preferred language. a. There are 14 language options:

i. Chinese (Simplified) ii. Japanese

iii. Italian iv. English (US)

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xiii. Swedish xiv. German

(5) After making a change to your policy settings, click the “Save” button in the Top Tool Bar (3) on the screen to keep your changes.

Figure 9: Account

I. To view your account information, follow these steps: (1) Click the “Profile” tab (1) in the Tabs section.

(2) Make sure “Account” (2) is selected in the Left Menu. (3) “My Settings” will be displayed in the Selection Window.

(4) Your account information, including your e-mail address and name, will be displayed at the top (3).

(5) A list of your aliases will be displayed in the Selection Window (4).

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Quarantine Tab

Under the Quarantine Tab, you can view your messages that have been quarantined. The top tool bar on the Quarantine Tab screen is slightly different than the one on the previous screens.

Figure 10: Quarantine

I. To view your quarantined messages, follow these steps: (1) Click on the “Quarantine” tab (1) in the Tabs section. (2) Make sure “Quarantine” (2) is selected in the Left Menu.

(3) Your quarantined messages will appear in the Selection Window (4).

II. To deliver a message in your Quarantine folder to your regular inbox, follow these steps: (1) Click on the “Quarantine” tab (1) in the Tabs section.

(2) Make sure “Quarantine” (2) is selected in the Left Menu.

(3) Your quarantined messages will appear in the Selection Window (4). (4) Click the box (5) next to the message you want delivered.

(5) Click the “Deliver Message” button on the Top Tool Bar.

III. To mark a message in your Quarantine folder as not spam, follow these steps: (1) Click on the “Quarantine” tab (1) in the Tabs section.

(3) Your quarantined messages will appear in the Selection Window (4). (4) Click the box (5) next to the message you want marked as not spam. (5) Click the “Not Spam” button on the Top Tool Bar.

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IV. To add an address to the Safe Senders List from a message in your Quarantine folder, follow these steps:

(1) Click on the “Quarantine” tab (1) in the Tabs section. (2) Make sure “Quarantine” (2) is selected in the Left Menu.

(3) Your quarantined messages will appear in the Selection Window (4).

(4) Click the box (5) next to the message you want added to your Safe Senders list. (5) Click the “Safelist” button on the Top Tool Bar.

Figure 11: Quarantine Items Search

I. To search for a message in your Quarantine folder, follow these steps: (1) Click on the “Quarantine” tab (1) in the Tabs section.

(3) Your quarantined messages will appear in the Selection Window (5). (4) Click on the “Find” button (3) on the Top Tool Bar.

(5) Enter the requested information (4). (6) Click “Find Now” (4).

(7) Search results will appear in the Selection Window (5).

Note: SpamBlocker analyzes all incoming mail and assigns each message a score between 0 and 100, where 0 is not spam and 100 is definitely spam. You can see the score for each quarantined message on the left side of the Selection Window (5).