CougTech

Spam / Phishing

What e-mail address(es) does the Proofpoint service protect?

For the list of protected domains, as of June 2008, click here.



Will I receive a quarantine notice, similar to the Barracuda?

You will receive an "End User Digest" which displays a list of e-mail messages that are in your quarantine. The notice will be sent from washingtonsu_hosted@wsu.edu



How often will I receive an End User Digest from the Proofpoint service?

You will receive an End User Digest for every day that your quarantine contains spam. You will receive an End User Digest for each domain address that is being scanned.

Each user can modify his/her profile by clicking on "Manage My Account" within the End User Digest, then clicking on "Profile" in the left frame. This will bring you to a page entitled "My Settings." From here, you may choose between "Send digest with new messages in my End User Digest" or "Send digest even when I have no messages in my End User Digest."



Do I need a login and password to view my quarantined items?

You can manage all of your spam processing within the e-mail you receive. There is no longer a need to "log in."



How long will the messages remain in the quarantine?

A message identified as spam will be retained in your quarantine for 14 days. After this period of time, it will automatically be deleted.



I don't have the option "Manage My Account" in my End User Digest.

This means that you need to create your Proofpoint profile. To do this please do the following: Select the link "Request Safe/Blocked Senders List" from your End User Digest. This will send you a new email message that will now have the option "Manage My Account"



When I try to view a message in my Quarantine, the screen comes up empty. What is happening?

This means that you have not built your Proofpoint profile yet. To build your profile please Select the link "Request Safe/Blocked Senders List" from your End User Digest. This will send you a new email message that will now make the "View" option available



While in the End User Digest, how can I view the e-mail item before deciding if I want to release it to my INBOX?

Within the End User Digest, click on "Manage My Account." This will bring you to your personal settings. Click on the "Quarantine" view. Click on the single e-mail item to view it.



What happens if I click on the "Release" field in my End User Digest?

That particular e-mail item will be delivered to your INBOX. If you Safelist the sender, all e-mail items from that particular sender will be delivered to your INBOX



How do I delete my spam in the End User Digest?

It is no longer necessary to delete any of your spam. Each piece will be automatically deleted when it's 14 days old.



Do I need any local filtering, in addition to the Proofpoint service?

The e-mails in your quarantine are not actually being delivered to your INBOX so it is unnecessary to set up any additional filtering.



How does the Proofpoint Protection Server handle attachments?

The Proofpoint Protection Server handles attachments in the same way that the Barracuda did: by scanning the attachment. If it contains a virus, the e-mail is blocked from delivery. If it is an .exe that is NOT a virus, the e-mail will be quarantined.

Other extensions are also quarantined. For a complete list click here.

If you want to be sure an intended recipient receives your attachment, it is best to use software to zip or tar the file(s), or place the item where it can be file shared.



What is a Safe Senders and Blocked Senders list?

There are two types of Safe Senders lists: the "Global Safe Senders List" and your "personal Safe Senders List." Both are simply lists of legitimate senders of e-mail. The e-mail administrator(s) at WSU control(s) the Global Safe Senders List, which applies to everyone in the organization. You control your personal Safe Senders List to which you can add the addresses of people, organizations, and mailing lists from which you DO want to receive e-mail.



How do you "whitelist" a sender in the End User Digest?

Proofpoint's "whitelist" is referred to as a "Safelist" in the End User Digest. Clicking on the "Safelist" label next to a particular sender will add the sender to your Safelist and will deliver that particular e-mail to your INBOX. Future e-mails from this particular sender will delivered to your INBOX, regardless of the content of the message.



Does the Proofpoint service allow us to "blacklist" anyone?

You do not have to make those decisions any longer. Proofpoint will do it for you.



I would like to transfer my whitelist from my Barracuda Profile to my End User Profile, but I haven't received an End User Digest yet.

Please call CougTech at 509-335-HELP to request that they send you an End User Digest right away. The End User Digest will contain no quarantined spam. Be aware that each address in your whitelist will need to be added manually. You may want to add to your safelist as the addresses come into your End User Digest by clicking on “safelist” next to the particular e-mail.



I accidentally Safelisted a particular sender who spams. How can I fix it?

From your End User Digest, click on "Manage My Account." This will bring you to your personal settings. Click on the "Lists" view. Click on "Safe Senders List" to see a list of those addresses that you have Safelisted. Select the appropriate item and click on "Delete" in the menu bar. <>This is also where you can add known good addresses, rather than awaiting the arrival of an e-mail from that sender. Please be aware that you cannot “import” your Barracuda whitelist. Addresses must be added one at a time.



How is "spam" defined?

Spam is defined as unwanted and unsolicited e-mail. It is the electronic equivalent of junk mail, often in the form of commercial announcements.



How does the Proofpoint service identify spam?

All incoming e-mail is filtered by the Proofpoint Protection Server. Depending upon Proofpoint Protection Server rules and policies, messages that contain a virus, spam, or inappropriate content can either be deleted or "scored." If the messages score high enough, they are sent to the Quarantine. The majority of the messages you will receive in your End User Digest will be “probable spam.” Guaranteed spam is deleted before reaching the WSU mail servers.



But what about the spam that is getting past the Proofpoint spam filter?

This is sometimes referred to as a "false negative" – an e-mail incorrectly identified as NOT spam. When this happens the best thing to do is delete the message. Unfortunately, not all spam will be caught by Proofpoint. Spammers are very clever and are always finding ways to trick products such as the Proofpoint Protection Server into delivering spam to your mailbox. Proofpoint applies frequent updates to our protection service in an attempt to stay one step ahead of the spammers.



I am receiving very strange e-mails. They are messages that are returned undeliverable, yet I haven't sent anything out to those particular addresses. Please advise.

This is called "spoofing" which is defined as "Pretending to be someone else." In particular, e-mail spoofing is "Sending e-mail with false information, such as the 'from' block." You should delete these e-mail items. Never respond to them. Never click on any links included in the e-mail or store attachments that are sent. Keep your computer's operating system up-to-date and be sure to run an anti-virus program with updated definitions.



I'm concerned that I am receiving some very offensive e-mail. Is there any end in sight?

You will notice an increase in the ability to detect spam, but even it won't be 100%. Most of these offensive e-mails will be detected and deleted before they ever reach the WSU mail servers. Many more will be quarantined. But, just as you cannot get rid of "junk mail" being delivered to your physical mailbox, we cannot stop the spammers from changing tactics to ensure the delivery of their spam.



My question isn't answered here... How can I get an answer?

You can ask the CougTech or 335-4357 (1-800-608-3839)



Information Technology Services, PO Box 641222, Washington State University, Pullman WA 99164-1222, 509-335-4357, Contact Us