Managing Junk Company: VanDeMark Chemical Inc. Authors: Jeffrey Marshal & Mark Thompson Date Created: May 2013 Date Last Updated: August 2013

Transcription

1 Managing Junk Company: VanDeMark Chemical Inc. Authors: Jeffrey Marshall & Mark Thompson Date Created: May 2013 Date Last Updated: August 2013

2 Table of Contents 1. General Sonicwall Managing your Junk Box Sonicwall Reviewing Blocked s Sonicwall Managing Allowed/Blocked Lists Sonicwall Junk Alert Settings Sonicwall Downloading Anti-Spam Applications Outlook Junk Settings Information Technology Managing Junk

3 1. General 1.1. The IT Department manages Junk by using two different systems: Sonicwall Junk Monitoring The majority of spam is captured by the Sonicwall, which is a piece of hardware that monitors all communication sent or received by the company. Using a variety of techniques, this device filters out spam or junk . There are a few options available to the end users to help manage this process, which this guide will attempt to cover in detail Outlook Junk Settings This functionality is built into Microsoft Outlook. This is the second line of defense to further filter out spam or junk Each morning, VanDeMark employees will receive a Junk Box Summary message sent from the Sonicwall anti-spam device if an message has been blocked and labeled as potential spam. The will look similar to the image shown below. From the message, five tasks can be performed: Visit your Junk Box to review all messages blocked within the past 60 days Select an individual message from the summary to view the contents and/or release the message from quarantine Manage the Allowed/Blocked List to allow or block addresses Manage your Junk Alert settings, such as changing the frequency of your junk alerts Install Anti-Spam applications to further manage your Junk . 3 Information Technology Managing Junk

4 2. Sonicwall Managing your Junk Box 2.1. Select Visit Junk Box from your Junk Box Summary message to review all messages blocked within the past 30 days From the Junk Box, you can perform the following tasks: Search for a specific blocked message View the details of a blocked message by selecting the blocked message Delete messages that are definitely spam Unjunk messages that are definitely not spam. 4 Information Technology Managing Junk

5 3. Sonicwall Reviewing Blocked s 3.1. Select View from your Junk Box Summary message to review the details of a specific blocked message NOTE: If you select the address itself, this will launch an Outlook message window to send a new message to that address After pressing View, your internet browser should display the details of the message in the Message View as shown below After reviewing the message, if the is not junk, then press the Unjunk Message button in the upper right corner to release the message from the Junk Box If the message is a spam , close the Message View and return the Junk Box to delete the message. 5 Information Technology Managing Junk

6 4. Sonicwall Managing Allowed/Blocked Lists 4.1. Please note that this is your own personal Allowed/Blocked list. People or companies added to this list will only be allowed or blocked for you, not for all other employees. If you wish to have a person or company allowed or blocked at the corporate level, the IT Department and we will configure that To manage your own list, select Manage Allowed/Blocked lists from your Junk Box Summary message. This will bring you to the Sonicwall Address Book website Once you are within the Address Book, please note the following features: The Address Book contains two different lists one for Allowed and another for Blocked. Please make sure you are on the correct list before adding a user s or a company domain. 6 Information Technology Managing Junk

7 To add a user s or a company domain to a list, press Add. This will open a separate window where you configure the user s (john@test.com) via the People list type or company domain (test.com) via the Companies list type Under no circumstances should you ever add a general domain such as yahoo.com, hotmail.com, aol.com, etc. This is only to be used to add a specific company such as dupont.com. If you have any doubts about what to add to the list, please contact the IT Department Finally, the Allowed or Blocked list displayed in your Address Book is a combination of Corporate and Personal items. If the Address Source says Corporate, then this was added by the IT Department. You will not be able to delete these items. 7 Information Technology Managing Junk

8 5. Sonicwall Junk Alert Settings 5.1. Select Change frequency/timing of your Junk Box Summaries from your Junk Box Summary message to change your alert settings By default, your personal alert settings will mirror those setup at the corporate level, as shown in the below image. Simply uncheck the Adhere to Corporate defaults check box to personalize your settings. 8 Information Technology Managing Junk

9 6. Sonicwall Downloading Anti-Spam Applications 6.1. Select Download anti-spam applications from your Junk Box Summary message to download additional anti-spam tools Currently, the only additional tool is a Junk button for Outlook. This tool allows you as a user to teach the Sonicwall anti-spam system what is and what is not a spam message To download the Junk Button for Outlook: Select it from the Downloads page Save the file to your computer. The file is named snwljunkbutton by default Find the install program on the computer and double-click it to launch the installation Once installed, you can find it listed under Add-Ins within Outlook. 9 Information Technology Managing Junk

10 To use the Junk Button for Outlook: When an arrives in your Outlook inbox that is a junk , select the , then go to the Add-Ins tab within Outlook and press the Junk button The message will then go to your Deleted Items folder NOTE: By performing the above action, the address is NOT automatically added to your Allowed/Blocked list. This button simply helps teach the system what should and should not be junk for the future. To block the address, follow the Managing Allowed/Blocked Lists instructions. 10 Information Technology Managing Junk

11 7. Outlook Junk Settings 7.1. If a junk is allowed through the Sonicwall, then there is a good chance that Outlook s Junk functionality will capture the message. Therefore, it is important to monitor both the Sonicwall s Junk message and Outlook s Junk folder on a daily basis to ensure valid messages are not being classified as junk Please keep in mind that we have experienced an issue where Sonicwall s Junk message is blocked by Outlook so please pay particular attention to this potential error If a message is captured within the Outlook Junk folder that is valid, right-click the message and select Junk, then Never Block Sender or Not Junk Never Block Sender will teach Outlook to not block this address in the future Not Junk will release the current message while still keeping the sender classified as a potential spam address. 11 Information Technology Managing Junk

12 7.3. On the flip-side, if a message is not captured within the Outlook Junk folder that is junk, right-click the message and select Junk, then Block Sender. This will teach Outlook to mark this address as spam in the future. 12 Information Technology Managing Junk