Loyola University Chicago

Information Technology Services

Proofpoint

Introduction

To protect Loyola from virus attacks and to protect you from receiving hundreds of spam messages, all incoming email is filtered by the Proofpoint Messaging Security Gateway – an anti-spam and anti-virus product.  All outbound email is also filtered by Proofpoint, to protect Loyola in case an email account has been compromised and to ensure all outbound email is clean.

How does email filtering work?

All incoming (and outgoing) email is filtered by the Proofpoint Protection Server. Depending upon Proofpoint Protection Server rules and policies, messages that contain a virus, or spam, or inappropriate content can either be deleted or “scored.” In the case of spam, the message score indicates the probability that the message is spam – so a message scoring 100 would have 100% chance of being spam (definite spam) and a message scoring 0 would have 0% chance of being spam (legitimate correspondence). Messages scoring high enough to probably be spam are quarantined, and messages scoring below 50 are sent directly to your inbox.

What is the Quarantine?

The Quarantine is a location on a server where email messages that are suspected to be spam are stored temporarily so that they can be reviewed and retrieved if necessary.  You may also review and take action on your own quarantined email through the use of the Daily Digest. Messages that are not released from the Quarantine are automatically deleted after a designated period of time.

What is a Daily Digest?

If email messages addressed to you were sent to the Quarantine, you will receive an email notification, called an Daily Digest (or Digest), in your mailbox. The Digest provides you with a list of the messages addressed to you that are stored in the Quarantine. You can look at the message subject headers to determine their content and decide what actions you want to apply to the messages.  You may also receive an empty Digest, which is simply an email message indicating that you have no messages in the Quarantine. You may want to receive a Digest even if it doesn’t contain any messages, so you can continue to manage certain aspects of your email.

How can I access my Quarantine and manage personal safe/block lists?

On-demand access to your Quarantine and management for personal safe/block lists are done through the Proofpoint website.  You can access the Proofpoint website by clicking Manage My Account from a Daily Digest.  You can also directly access the website at: https://proofpoint.luc.edu.

 

How do I use the Digest?

The Digest will provide you with a list of all of the spam that has been quarantined for your account since you received the last Digest update. You will see a list of messages and columns that indicate the subject, sender, and time received for each email.  You will have three separate links available to you to complete an action on each email message:

  • Release – releases the message from the Quarantine to your normal email inbox.
  • Release and afelist – releases the message from the Quarantine to your inbox and adds the sender to your personal Safe Senders list. All future email from this sender will not be checked for spam.
  • Report – reports that the message was a false positive (that is, it should not have been classified as spam). In this case, further training is done to ensure that similar messages are not caught as spam in the future.

Other links in the Digest provide additional functionality. These links are not related to individual quarantined messages. The following links provide additional Digest management:

  • Request New End User Digest – immediately generates a new Digest with up-to-the-minute information about quarantined messages. Note: this Digest will contain a list of all messages currently in the Quarantine, not just those received since the last scheduled Digest update.
  • Request Safe/Blocked Senders list – sends you a list of all entries currently on your personal Safe and Blocked Senders List.
  • Manage My Account – allows you to change account preferences, as well as actively manage your Safe Senders and Blocked Senders lists using the Proofpoint website.

Why do I get a warning message when I click on links in the Digest?

It is normal to see an “Invalid Certificate” warning when clicking on the links in the Digest. You can safely accept the certificate warning and continue.
If the Digest links have expired, you will be prompted to log in to the Web Application to manage messages in the Quarantine.

How do I delete my messages in the Quarantine?

There is no need to delete your messages in the Quarantine.  If you do not release a message from the Quarantine, it will automatically be deleted after 14 days. If you look at the messages in your Digest and determine that all of them are spam, you do not need to do anything. The messages will automatically be deleted from the Quarantine.

What is a false positive?

A false positive is an email incorrectly identified as spam. If an email message is scored as spam and sent to the Quarantine, but it really is a legitimate message from a legitimate sender, you can report it as a false positive (Not Spam).  In the future, messages that have the same characteristics as the message you reported will not be placed in the Quarantine for containing spam.

What is a false negative?

A false negative is an email incorrectly identified as not spam. An email message that is incorrectly delivered to your mail box because it was not identified as spam can be reported as a false negative.  Spammers are very clever and are always seeking ways to trick products like the Proofpoint Protection Server into delivering spam to your mailbox.  Proofpoint sends frequent updates to our organization in an attempt to stay one step ahead of the spammers. 

What is the Proofpoint Website?

The website allows you to view your quarantined messages and manage your account using a web browser.  Instead of waiting for a Digest in your inbox, you can log in any time to your account and release messages from the Quarantine, manage your profile settings, or manage your Safe Senders and Blocked Senders list.  To access the website, go to https://proofpoint.luc.edu.  You will be required to provide your login and password to access your profile and your quarantined messages. Use the same login and password that you use for your Loyola email.

Your view to the Website

The first view you see is your Quarantine.  This page displays messages addressed to you that were classified as spam and are sitting in Quarantine.

You can apply several actions to the messages on this page. To select one or more messages, select the check box next to the message before you apply the action.

  • Select All – selects all of the messages so that you can apply the action to all of the displayed messages. (For example, you may have 100 messages in the Quarantine, but only 20 are displayed. The action applies to the displayed messages.)
  • Unselect All – unselects all of the selected messages.
  • Request Digest – sends an updated Digest to your email inbox.
  • Find – displays the fields to search for a specific message using search criteria such as who sent the message, the subject line, or the age of the message.
  • Refresh – refreshes the view on the page. For example, if any new messages have been added to the Quarantine while you had the browser open, they will be added to the list.
  • Delete – deletes the selected messages from the Quarantine.
  • Safelist – adds the sender of the selected message to your Safe Senders list.
  • Not Spam – reports the message as a false-positive, and in the future, messages like this one will not be classified as spam.
  • Release – releases the message to your inbox.

Proofpoint Lists

There are two types of Safe Senders lists: the Organization Safe Senders List and your personal Safe Senders List. Both are simply lists of legitimate senders of email.  ITS controls the Organization 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 mail.  If a sender's address is included in the Safe Senders List, the Proofpoint Protection Server does not filter the message for spam. (However, it still filters the message for a virus or inappropriate content.)

There is also an Organization Blocked Senders List and a personal Blocked Senders List. These lists contain addresses of people, organizations, and mailing lists from which you do not want to receive “junk email.”

Click Lists on the left side to view your Safe Senders and Blocked Senders lists.

  • Safe Senders List: Email sent from addresses or domains on the Safe Senders List will not be filtered for spam, but will be filtered for viruses.
  • Blocked Senders List: Email sent from addresses or domains on the Blocked Senders List will automatically be discarded so that you will not receive future emails from them.