Texas State has a server side spam filter in place called Proofpoint. Email that is considered by Proofpoint to be spam is placed in a quarantine area on the server and not delivered. When messages are placed in quarantine, an email message called a quarantine digest will be sent to the user. This quarantine digest will list the subject titles of recently quarantined email messages.

Within the text of this digest, the user will also be able to click on links to to release a quarantined email message, add the email address of a quarantined email message to a Safe Sender List (Safelist) and release it, request reports and to create and maintain two lists of senders: Safe Sender List and Blocked Senders List.

The Safe Sender List is a personal list of senders whose mail should never be quarantined as spam.

The Blocked Senders List is a personal list of senders whose mail should always be quarantined (blocked from being delivered).

Email Digest

The following screen shot is an example of an email digest message that a user would receive if certain email messages had been quarantined that day by the Proofpoint server side filter. The user can click on a number of links within this digest message to fine tune how the Proofpoint server will quarantine email messages.

Message Actions - Release or Safelist

Users have two actions that can be performed on each quarantined message:

1. Release - release the message from quarantine and deliver it.
2. Safelist - add the email address of the message to the user's Safe Sender List so that messages from this sender will not be quarantined in the future. The message is ALSO released from quarantine and delivered.

An email message will be sent to the user indicating that the message was released only or that it was released and the sender added to the Safe Sender List depending on which link was chosen.

Request Report Actions

There are two links across the top of the email digest message that can be used to request reports: Request Summary Digest and Safe/Blocked Senders List. These reports will be sent by email message to the user. The Summary Digest is a list of all messages currently in quarantine. The Safe/Blocked Senders report lists the contents of the two lists of email addresses that the user can manage in order to specify control over what messages are never to be quarantined (Safe Sender List) and what messages should always be blocked/quarantined (Blocked Sender List).

Manage My Account

The Manage My Account link will open a web browser to allow the user to create and maintain a Safe Senders List of email addresses/domains and a Blocked Senders List of email addresses/domains. Email messages sent from a sender found on the Safe Sender List will never be quarantined as being spam. Email messages sent from a sender that is on the Blocked Senders List will always be quarantined.

Managing the Safe Senders List

Below is the window that appears in your web browser after clicking the Manage My Account link in the email digest message:

In this example, the Lists category in the lower left is selected. Of the two lists, the Safe Senders List option is currently selected (it is bolded). Across the top of the window are the actions that can be performed on the selected list: New, Edit, Delete, Select All, Unselect All and Refresh.

Adding New Entries to a List

If the user clicks New, a text box will appear in which an email address or domain can be typed. This email address or domain will be added to the selected list on the left side of the window.

In this example, the email address jsmith@aol.com is being added to the Safe Sender List. The user will click the New toolbar button, type in the email address to be added to the list and click the Save button. Once on the Safe Sender List, mail messages sent from jsmith@aol.com will never be quarantined as spam. The user can continue to add other email addresses or email domains by typing them in one at a time and clicking the Save button to add an entry to the selected list.

Rather than a specific email address of a sender, the user can enter an email domain in the form of @domain.where. For example, to keep messages sent from any email address ending in @utexas.edu from being placed in quarantine, the user would enter the email domain as @utexas.edu.

Deleting An Entry from a List

An entry can be deleted by placing a check next to the entry and clicking the Delete toolbar button.

Modifying an Entry on the List

An entry can be modified by placing a check next to the desired entry and clicking the Edit toolbar button. The entry can be changed in the text box field that appears and the Update button clicked.

Managing the Blocker Senders List

To add, edit or delete entries on the Blocked Senders List, the user would select the Blocked Senders List category on the left side of the window prior to clicking New, Edit or Delete from the toolbar across the top. A message sent from a sender on the Blocked Senders List will be automatically placed in quarantine.