Barracuda Spam Firewall Users Guide. How to Download, Review and Manage Spam

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1 Barracuda Spam Firewall Users Guide How to Download, Review and Manage Spam By: Terence Peak July,

2 Contents Reviewing Barracuda Messages... 3 Managing the Barracuda Quarantine Interface... 4 Preferences...4 Changing your User Preferences...5 Adding Addresses and Domains to Your Whitelist and Blacklist...6 Using Keywords to Filter Barracuda Spam...7 Downloading and Adding Barracuda Spam Outlook Client Plug-in

3 Reviewing Barracuda Messages The Barracuda Spam Firewall sends two types of ; a Greeting Message or a Spam Quarantine Summary Report. A Greeting Message is sent the first time the Barracuda Spam Firewall quarantines intended for you. This message contains your login information. Save this . The Quarantine Summary Report is a list of items that Barracuda suspects as being spam, which is quarantined in the spam filter. This information is contained in a daily quarantine summary report so you can view the quarantined messages you did not receive. From the quarantine summary report you can: o o o Deliver messages Delivers messages form a sender to your mailbox for that occurrence. The next time a message is sent from the same sender, the message will be quarantined. Whitelist messages Once a message added to your Whitelist, all future s from this sender are not quarantined unless the message contains a virus or banned attachment type. Delete messages - Removes the message permanently 3

4 Managing the Barracuda Quarantine Interface The quarantine interface allows you to edit your preferences These include your password, whitelisted and blacklisted addresses, and filters. Preferences At the end of the quarantine summary report is a link to the quarantine interface where you can set additional preferences or classify messages as spam or not spam. Click the link at the bottom of the Quarantine Summary Report, the login page appears. Enter your username and password (from the Barracuda Greeting Message) Click Login Select the Quarantine Inbox tab to view a list of your quarantined messages. Best Practice If you want to classify a message or add it to your whitelist, make sure to do so before delivering the message to your inbox. Once Barracuda delivers a message, it is removed from your quarantine list 4

5 When you first start using the quarantine interface, view the list daily to classify as many messages as possible Barracuda has a learning engine that learns how to deal with future messages based on the ones you classify as spam and not spam. The learning engine becomes more effective over time as you teach the system how to classify messages. Action Deliver Whitelist Delete Classify as Not Spam Classify as Spam (Blacklist) Description Delivers the selected message to your standard inbox. Adds the selected message to your whitelist. All future s from sender are not quarantined unless the message contains a virus or banned attachment type. The sending address is added exactly as it appears in the message to your personal Whitelist Note that some commercial mailings may come from one of several servers such as mail3.abcbank.com, and a subsequent message may come from mail2.abcbank.com. you must whitelist each address Deletes the selected message from your quarantine list. Delete messages is to help you keep track of which quarantine messages you have reviewed. You cannot recover messages you have deleted. Classifies the selected message as not spam Classifies the selected message as spam. This is also called Blacklisting Changing your User Preferences After logging into your quarantine interface, you can use the Preferences tab to change your account password, modify your quarantine and spam settings, and manage your whitelist and blacklist. Changing your Account Password To change your account password, do one of the following: On the quarantine interface login page, click Create New Password If you are already logged into user preferences, click the Preferences Tab Choose the Password tab 5

6 In the provided fields, enter your existing password and new password Click Save Password when finished. Note: Changing your password breaks the links in your existing quarantine summary reports so you cannot delete, deliver, or whitelist messages from those reports. Adding Addresses and Domains to Your Whitelist and Blacklist The Whitelist/Blacklist page lets you specify addresses and domains from which you do or do not want to receive s. List Type Whitelist Blacklist Description The list of addresses or domains from which you want to receive messages. Messages are blocked from these senders if the message contains a virus or a disallowed attachment file extension. The list of senders from whom you never want to receive messages. Messages from these senders are blacklisted. These messages are not tagged or quarantined and cannot be recovered. The sender does not receive a notice that the message was deleted, and neither do you. Tips on specifying addresses When adding addresses to your whitelist and blacklist, note the following tips: Enter a full address, such to specify a user. If you enter just a domain, such as yahoo.com, all users in that domain are will be specified as either whitelisted or blacklisted 6

7 If you enter a domain (i.e. uiwtx.edu) all sub domains are also included, (i.e. Mass mailings often come from domains that do not resemble the company's Web site name. Examine the From: address of an actual mailing that you are trying to whitelist or blacklist to determine what to enter. Click the Preferences Tab Choose the Whitelist/Blacklist tab Add the addresses that you want to add to the white list or blacklist. Best Practice Copy and paste the address instead of typing. This ensures accuracy and takes less time. Using Keywords to Filter Barracuda Spam It is possible to have Barracuda blacklist by adding filters. Click the Quarantine Inbox Tab Select a Filter from the drop-down list. There are several choices here. You can have Barracuda filter for keywords in the o Sender s address (From) o Subject line o Message text Type a keyword into the Pattern box When Barracuda sees the keyword in an , the will be automatically blacklisted Click Apply Filter You may add additional filters by clicking the + sign 7

8 8

9 Downloading and Adding Barracuda Spam Outlook Client Plug-in The Barracuda Outlook client plug-in allows you to whitelist or blacklist messages directly from your Outlook client mailbox. You may classify messages as spam or not spam with one click. This plug-in is only used with Outlook Client. It doesn t work with Cardinal Mail. The download and set-up takes about two minutes. 1. Open the Barracuda Quarantine report from your 2. At the bottom of the quarantine summary report is a link to the quarantine interface Click the link and the login page appears. 3. The log-in page appears, at the bottom of the page, click the link Get Mail Client Plugins Here DO NOT Login 4. On the next menu click Download Now 9

10 5. On the next two menus, click Run 6. Click Next 7. On the next menu, Accept the agreement 8. Click Next on the next series of menus 9. On the last menu, Click Finish 10. Close and Restart Outlook 11. Re-open Outlook will see these two new icons: Green Not Spam-Add to non-spam list Red Add to spam list Anytime you suspect that mail is spam, just click on the Red Add to Spam icon. If there is an item that is not spam, click the Green No Spam icon. 10

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