TechTip #40: Controlling the new Spam filter

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1 TechTip #40: Controlling the new Spam filter Note: TechTips can also be downloaded from the SEBTS intranet (as PDF files) see Click for Print Version (Best printing results are obtained by using these PDF files, rather than printing the note from Outlook). [If not formatted correctly in Webmail Internet Explorer: Turn off reading pane Firefox: click View As Web Page link at top]. IT at Southeastern recently replaced the previous spam filter with a new one the Barracuda Spam Firewall This TechTip explains how the filtering works and how you can control it to get better results (less spam and fewer quarantines of good s). Background: Spam filter flow chart: that has passed anti-virus and attachment checks enters here Spam Filter & Quarantine Message gets medium score Message gets high score Spam Quarantine Summary Message gets low score or user clicks Deliver NO response in 14 days Spam Quarantine Summary has controls for Deliver, Whitelist and Delete. - Click quarantine inbox link to Blacklist, or Classify (as Spam or Not Spam). Use this page to understand the big picture. (Details for the controls you have are on following pages). Explanation for flow chart at left (top to bottom): that has already been checked for viruses and potentially harmful attachments enters the spam filter. s with senders or domains found on your Blacklist are blocked. Those found on your Whitelist are sent to your inbox. Remaining s go through the Spam Filter, which gives each a score, based on known spam and your classifications: - High-scoring s are almost certainly spam and are not passed on to you. - Medium-scoring s are possibly spam and are placed in Quarantine a Spam Quarantine Summary is sent to you. - Low-scoring s are probably not spam and are sent to your inbox. You have controls in the Spam Quarantine Summary to Deliver, Whitelist or Delete the quarantined s. By clicking the link in the to go to the quarantine inbox, you get additional controls for Blacklist, Classify as Spam and Classify as Not Spam. Quarantined s will remain at least 14 days if you do not take any action on them. After that, they are deleted. When you use the controls Classify as Spam and Classify as Not Spam, the spam filter adjusts future scoring.

2 Using the basic controls in the Spam Quarantine Summary When the spam filter determines that an is possibly spam (medium score), it places the in your quarantine inbox. You are sent a periodic (default is daily) which shows your quarantined s. This Spam Quarantine Summary is only sent to you if new s have been added to the quarantine since the last summary . - Here is the format of a Spam Quarantine Summary s in your quarantine are listed here. The Actions column has these controls for each Deliver, Whitelist, Delete (See details below). Use this link when you need more controls, such as Blacklist and to Classify as Spam or Not Spam. (See details on next page). Basic Controls (done from this summary ): Deliver: Delivers the selected to your inbox NOTE: If you want to whitelist this sender, click Whitelist rather than Deliver. Once Deliver is clicked, the is removed from your quarantine list. Whitelist: Adds the selected address to your whitelist, so all future s from it will not be quarantined, and delivers this to your inbox. NOTE: If you want to whitelist the domain (e.g., hp.com or us.newsgram.hp.com ) and not the exact address shown, you must log in to control your whitelist from your Preferences (explained in a following section). Delete: Removes the selected from your quarantine list. (The will be deleted in 14 days anyway, but clicking Delete will enable you to keep track of which messages you have already reviewed).

3 Using the detailed controls in the Quarantine Inbox : When you need more controls on s that are in your quarantine, go to your Quarantine Inbox. There are two ways to get there: Method 1: Log in to your SEBTS Spamfilter account at using your normal intranet logon: Use your normal network username and password Method 2: Click the link at the bottom of your Spam Quarantine Summary This link will automatically log you in to the SEBTS Spamfilter. Note: The link will expire after changes are made to your quarantine inbox.

4 Either method will open a browser window and take you to your Quarantine Inbox: These 6 buttons control all of the items that are selected (checked). 09/30/08 23:08:18 "Hewlett-Packard" <Hewlett-Pack Lowest Price of the Season on HP Products! These 3 Actions links control only the on that line. Select some or all of the s on your list, and click the button for the appropriate action as shown below: Detailed Controls (done from your Quarantine Inbox): Click on an item in the list to view its text (graphics will not be shown). Deliver: Delivers the selected (s) to your inbox. Whitelist: Adds the selected address to your whitelist, so all future s from it will not be quarantined, and delivers this to your inbox. Whitelist/Not Spam: Performs the same functions as pressing both the Whitelist and Classify as Not Spam buttons Delete: Removes the selected from your quarantine list. (The will be deleted in 14 days anyway, but clicking Delete will enable you to keep track of which messages you have yet to review). Classify as Spam: Modifies the Spam Filter to make it more likely that similar messages will be marked as spam in the future. Classify as Not Spam: Modifies the Spam Filter to make it less likely that similar messages will be marked as spam in the future. The Deliver Whitelist Delete controls in the Actions column to the right of each message perform those functions, but only on the item on that line. In this example, here s the screen after the message was selected and the Whitelist/Not Spam button was pressed.

5 Changing your Preferences Whitelist/Blacklist: The Preference tab allows you to modify your Whitelist and Blacklist, adjust the frequency of the Spam Quarantine Summary s, and view filter statistics. While logged in to your Quarantine Inbox, click the Preferences tab. You will see your Whitelist/Blacklist controls: From your Quarantine Inbox, click the Preferences tab to view your Whitelist/Blacklist controls. You will see any addresses added when you previously clicked a Whitelist button from your summary or Quarantine Inbox. Likewise, if you had previously clicked the Blacklist button from your Quarantine Inbox, you would see any addresses you blocked (blacklisted).

6 Manually Modifying Your Whitelist and Blacklist: You can use the Whitelist/Blacklist controls to manually add and remove addresses or domains. In the example below, we will modify the Blacklist (the same method is used for changing the Whitelist with its control). There are two methods for this: Method 1 Add one / domain at a time: Manually editing your Blacklist: - Method 1 Add one address at a time: Type the address or domain into the Address field of the Blacklist control and click the Add button. Use the trash can icons to delete entries. - Method 2 Bulk Edit: - Click the Bulk Edit button - Add addresses or domains to the list that pops up - Click the Save Changes button To delete any entries, select them and press the Delete key on your keyboard. Method 2 Bulk Edit: NOTE: Entering just the domain (e.g., bzcommunity.com) will block ALL addresses coming from that domain.

7 Changing your Preferences Quarantine Settings: To adjust the frequency of the Spam Quarantine Summary s, from the Preferences window, click the Quarantine Settings tab: From your Quarantine Inbox, click the Preferences tab, then click the Quarantine Settings tab. Use the Notification Interval controls to select Daily or Weekly. ( Daily is recommended; Selecting Never is not recommended). Your sebts.edu address is the default for receiving the quarantine summary notices. When done, click Save Changes. Changing your Preferences Spam Settings: The Spam Settings tab provides information on how many messages you have classified as Spam and Not Spam (using the controls in your Quarantine Inbox). It is not recommended that you use any of the Bayesian Database controls on this screen. If you have questions about this, contact the IT Department to discuss it. The Spam Settings tab will show you how many messages you have classified as Spam and Not Spam The Bayesian Database controls the spam filter based on the s you classify. Do not adjust these Database controls You should not need to use any of the database controls on this screen. Contact the IT Department if you have questions about this.

8 Did you know? More than 90% of s coming into sebts.edu every day are spam! Thank the Lord for our spam filter. All TechTips are placed online as they are sent out! [Use these for best printing results] Go to the IT TechTips page on the Intranet ( ) and download and print any tips you want. [If not formatted correctly in Webmail Internet Explorer: Turn off reading pane Firefox: click View As Web Page link at top]. Bob Peckham, Special Assistant to the IT Director (x277) To make comments or suggestions for future TechTip topics, contact bpeckham@sebts.edu.