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Configuring Spam and Policy Quarantine

 

Topic Last Modified: 2012-04-18

Spam Quarantine is the most widely used option for storing spam because it relieves corporate email servers of the need to process and store this type of email. Additionally, the Spam Quarantine option lets users avoid sorting through spam messages, a convenience that ultimately improves employee productivity. You can also use policy settings to quarantine messages, so that users can later access the messages.

Forefront Online Protection for Exchange (FOPE) Spam Quarantine has two features:

  1. Offsite spam storage for email that has been identified as spam (junk email), and for email that is quarantined due to policy settings. Email captured in the Spam Quarantine does not reach your corporate network.

  2. A Web-based interface where users can view spam sent to them and captured in the Quarantine. By using this interface, users can view captured messages, move them to their inbox if they want, and report false positives (legitimate emails that have been incorrectly identified as spam).

The following is an overview of the process for enabling and configuring Spam Quarantine for your service.

Spam Quarantine and Policy Quarantine must be enabled for each domain to which you want them to apply.

ImportantImportant:
Spam is kept in the quarantine for fifteen (15) days. After this period of time the email messages are deleted and are not retrievable. Policy quarantine messages are kept for seven (7) days before they are deleted. These are the default quarantine retention settings.

There are two options are available in the Spam Quarantine section:

  1. Allow user access: This setting permits users to sign in to the Spam Quarantine user interface. If you do not select this option, Spam Quarantine notifications will still be delivered to the user.

  2. Allow Outlook Junk E-mail Add-In Download: This setting allows users to download and use the Microsoft Junk Email Reporting Tool for Microsoft Office Outlook. This tool lets users easily report junk email to Microsoft for analysis to help reduce the number and impact of future junk emails.

In the Policy Quarantine section, the following options are available:

  1. Allow user access: With this setting, all users are allowed to sign in to the Policy Quarantine user interface and view their Policy Quarantine.

  2. Attachment download: This setting specifies whether attachments can be downloaded in messages that have been quarantined because of a policy rule, and whether all users, or only administrators, can take action on the message.

  3. Message release: This setting specifies whether messages that are quarantined because of a policy rule can be released and delivered to the original recipient’s Inbox, and whether all users, or only administrators, can take action on the message.

  4. False Positive Submission Copy: With this setting, you can add an email address to which a copy of the Spam Quarantine false-positive submission is to be sent. The email address you specify can be from any domain within your company.

The following is a view of the Quarantine Settings dialog box, in which you can enable Spam and Policy Quarantine options:

How to set up spam quarantine

To learn how to enable Spam and Policy Quarantine options, see Configure Quarantine Settings.

You can also notify the recipient of quarantined email messages that are being held in the Spam Quarantine mailbox. This notification is not available for messages quarantined by policy rules. When you enable Spam Quarantine notifications, you can select the type of notifications to send, and how often they are sent. The format of the message can be one of the following:

  1. Text: Users receive a text-based email notification with a link to the Spam Quarantine mailbox.

  2. HTML: The HTML-based notification is a summary of the new spam messages delivered to users' Junk Email Quarantine mailboxes since their last notification. From the notification, users can scan the list of messages that have been quarantined. If users have been granted access to the Quarantine mailbox, they will have the option to click the message subject to view the message within the Quarantine Junk Email folder. Users who do not have access to their Quarantine can only use the Move to Inbox link from the spam notification.

To view sample quarantine notifications and to learn more about them, see Spam Quarantine Notifications.

To learn how to set up Spam Quarantine notifications, see Manage Notification Settings.

End users can learn how to take advantage of the Spam Quarantine service by reviewing FOPE Spam Quarantine Mailbox.

Additional Spam Filtering (ASF) options may be available, depending on your service subscription. If so, they include the following:

  1. Additional Spam Filtering Options (ASF): These allow you to create a stronger spam filter. For example, you can filter out messages with image links to remote sites and empty messages, because legitimate mail messages rarely have those characteristics.

    To learn how to configure ASF Options for your service, see Configuring Additional Spam Filtering Options.

    The following is a view of the ASF Options dialog box:

    Additional spam filtering options dialog box

  2. Additional Spam Filtering (ASF) Test Mode Options: The ASF Test Mode options allow you to find what works best for your filtering needs without actually stopping the flow of messages. By using the BCC address in combination with either modified X-Header or subject line, you can effectively know that a message would have been stopped by a particular ASF option without actually having to block the message.

For more information about ASF Test Mode Options, see Configuring Additional Spam Filtering Test Mode Options.

Two additional options are available for both Spam and Policy Quarantine settings:

  1. Spam Quarantine: Allow User Access: By default, only Administrators can access the Spam Quarantine interface. If you select this option, though, your users will be able to access their own Spam Quarantine account.

  2. Allow Outlook add-in download: When this is selected, a button that allows users to download the Junk Email plug-in will appear on the quarantine Web site. When installed locally on the end-users' desktops, this plug-in will add a new icon to users' Microsoft Office Outlook application, allowing them to easily report a message as spam.

  3. False-Positive Submission Copy: The majority of messages submitted to the FOPE service as false positives are spam messages that were accurately filtered, but are still desired by the intended recipients. When your users identify a message as a false positive (mail that has been incorrectly captured as spam) in the Spam Quarantine mailbox, they can choose to move it to their Inbox or identify it as Not Junk. All mail that is identified as Not Junk by users will be sent to the FOPE Abuse Team for analysis to determine why they were incorrectly filtered. You may also receive a copy of the message by entering your email address in the Copy address box. However, you should see very few messages of this nature because the FOPE service has a very low false-positive rate.

To learn how to configure these Spam and Policy Quarantine options, see Configure Quarantine Settings.

 
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