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Forefront Spam Filtering
What’s Happening?
W&L’s incoming e-mail filtering system has switched from Digitar to Microsoft ForeFront as of about 6:00 a.m. on Tuesday, August 14.
How Will This Affect You?
• You will receive an e-mail quarantine notification for new quarantined messages
• You can manage a quarantined message in that notification or view it online (requires a login)
• You can pro-actively manage the quarantine at http://spam.wlu.edu
• CHECK YOUR DIGITAR FILTER as soon as possible
Forefront: Valid email?
Delete Known Spam or Virus
Inbox
W&L Email Server:
Valid email?
Quarantine Suspected Spam
or Virus
Yes
Yes
No
?
Blue arrows denote automatic actions
Red arrows denote user-controlled actions
Forefront Spam Filtering Flow
Spam Quarantine Notification Message
The subject of the email will be “Spam Quarantine Notification” and the sender is [email protected]
(sent when you have newly-quarantined messages since your last notification)
• To read an email to determine if it’s junk or not, click
on the Subject of the email (requires a login) • To release a quarantined message to your Inbox, click
on Move to Inbox • To release a quarantined message to your Inbox AND
send it to Microsoft to fine-tune ForeFront, select Not Junk
Accessing your Forefront Quarantine for the First Time
• In a web browser, go to http://spam.wlu.edu
• The first time you need to access your quarantine, click on Need Your Password?
Accessing your Quarantine for the First Time (cont’d.)
• Your email address is your username • Click Send • You’ll receive an email from
“[email protected]” with the subject “Password Change Confirmation”
Confirmation Email
Click on the link and set the password
Checking Your Quarantine Online Once you’ve created a Forefront password, go to http://spam.wlu.edu any time you want; just enter your email address and Forefront password:
View of the Quarantine
Four Choices for Quarantined Messages
1. Move to Inbox:
2. Not Junk:
3. Delete:
4. Leave it alone: (it will go away after 15 days)
Things to Remember about Your Quarantine
• Items in the quarantine will be deleted after 15 days * • Your username is your email address.* • Your password is NOT synched with your W&L
network password. * * (Almost) the same as Digitar
• Go to portal.digitar.com to check your quarantine with
Digitar one final time as soon as possible before August 27, 2012
Reporting Spam From Your Inbox
• If spam mistakenly arrives in your inbox, report it by forwarding it as an attachment to “[email protected]”
Or, in Outlook 2010, add the Reporting “Plug-in”
Reporting Spam (cont’d.)
• You’ll get an email with the subject “Spam Submission” from the sender “[email protected]”
If Forefront Detects a Virus…
• The virus-laden e-mail will be deleted. • You will receive a message with the subject
[NOTIFICATION] Virus infected message rejected from the sender Virus Scanner
• You don’t need to do anything, but if the sender address is someone you know, you might want to notify that person that you received an infected e-mail from their account
That’s It, Except For….
• Safe Senders List
• Blocked Senders List
• Junk E-mail Filtering
Adding to Safe Senders List
• Right-click on message • Then click Junk • Then click Never Block Sender • Any messages sent to that address are never
stopped • You can do this even if you don’t turn on Junk
Mail Filtering
Outlook 2010 Adding to the Safe Senders List
• Add single email addresses by clicking on Add
Also Adding to Safe Senders…
Anyone that you send to is automatically added to your safe senders list (we’ve configured our servers that way). This happens even if you don’t activate Junk Mail filtering.
Special Note for MacOS
• Although you can add safe senders in Outlook 2011 for the Mac, these addresses are not synchronized with the Forefront server. You must use the Safe Sender list in OWA or in Outlook 2010 (via The Stable.)
Blocked Senders List
• You may specifically block senders by right-clicking on messages in your Inbox,
• Then click Junk • Then click Always Block Sender • Any messages sent to that address are added
to a Blocked Senders List • You can do this even if you don’t turn on Junk
Mail Filtering
Blocked Senders List Example
Forefront: Valid email?
Delete Known Spam or Virus
Inbox
W&L Email Server:
Valid email?
Quarantine Suspected Spam
or Virus
Yes
Yes
No
?
Blue arrows denote automatic actions
Red arrows denote user-controlled actions
Forefront Spam Filtering Flow WITH Junk Mail Filtering
Junk Folder in Outlook
Junk Filter: Meets
additional safety criteria?
Yes
No
No
What is the difference between quarantine and junk mail filtering?
• Quarantine is what is caught by the
Forefront service. Spam score > dump or send to quarantine Lower score goes to Exchange
• Junk Mail Filtering is what Outlook captures
First, Activate Junk E-Mail Filtering in OWA
• You have to select Automatically filter junk e-mail here in OWA to activate junk e-mail filtering 1. Go to
http://owa.wlu.edu 2. Click on Options 3. Click on Junk E-Mail 4. Select Automatically
filter junk e-mail
Outlook 2010 Junk E-mail Options
• Click on Junk in the ribbon
• Junk E-mail Options • Make sure that
“Automatically filter junk email” in OWA is checked
Outlook 2010 (Disregard This Message!)
Outlook 2010 Default Settings for Options
Check Your Junk E-Mail Folder!!
• Once you activate junk e-mail filtering, you need to check your junk e-mail folder daily
• Add Junk E-Mail folder to your Favorites in Outlook 2010
• Right-click and Show in Favorites
Where to find help
• http://help.wlu.edu • Information Desk x4357 • [email protected] (starts a help desk ticket)
Questions?
Why did we choose Forefront? • Forefront is in the Gartner “Magic Quadrant” for secure email gateways. • Our student email system has been using Forefront for several years, so
we have some experience in ITS with this solution. • You can manage your quarantine from the notification email—we hope
most customers will find this more convenient than logging into a separate website. In Digitar, you had to log into the site to manage the quarantine.
• It’s included in the fees we’re already paying to Microsoft for Outlook, so the cost savings for the university is a factor. We would not let that be the only factor, but it is not inconsequential. Other solutions started at about $30,000-$50,000 per year.
• Forefront is can more easily be integrated with Active Directory, Outlook and our Microsoft environment. This is an efficiency for ITS and it allows us to more efficiently manage the spam filtering process in a number of ways.
• Digitar had made a couple of HUGE mistakes with our email over the past year, so staying with them was not an option.
