This article contains the best practices to minimize the amount of spam that you receive as a customer of Smarsh Hosted Services. Unfortunately, the tactics and methods that spam email senders use
- Protect your email address
- Do not add your own domain to Safe Senders list:
- Upgrade to Email Protection from Email Protection Lite
- Create an SPF record
- Check Outlook/OWA rules
- How to decrease
numberof legitimate messages in Junk Email Folder
- Do not post on public forums.
- Do not use your email address on online websites.
- Never reply to spam messages, never click on links in spam messages, and don't try to remove yourself from the spam mailing list.
- When subscribing to an email list, check to make sure the list owners have published policies regarding list management (how to subscribe, do they perform confirmed opt-in, how do they let you unsubscribe, will they sell your address to other lists, how do they handle bounce processing, etc). If they are not up to par
onthese standards, it is likely that they are running what would be considered a spam list.
Do not add your own email address or your domain name to Safe Senders or Safe Recipients in Outlook or OWA. This will cause a problem with our spam filtering services and allow spam messages to pass into your Inbox.
- In Outlook, you can view the safe lists and other junk email settings by navigating to Tools (or File) > Options > Junk E-mail and selecting the tabs for Safe Senders or Blocked Senders.
- In OWA, you can select Options > Junk E-Mail (or Options > Block and Allow) to adjust these settings.
On the Outlook Safe Senders tab, do not select the checkboxes Automatically add people I e-mail to the Safe Senders List or Also trust e-mail from my Contacts.
Email Protection package provides more granular spam filtering and allows using different policies for different groups of users.
Do not, under any circumstance, whitelist yourself or your domain name in the Email Protection settings:
If Smarsh Hosted Services is not your authoritative name server, you should create an SPF record with your DNS Host that looks like this:
Read the Knowledge Base article on What is an SPF record? What do I need to do about it?
Verify that you do not have any rules that may move junk email to other folders.
Significantly less legit messages are delivered to Junk Email Folder if Outlook junk mail filtering is disabled but OWA junk mail filtering is enabled. If you enable junk email filtering, verify it is turned OFF in Outlook and turned ON in OWA.
- In Outlook, navigate to Home > Junk > Junk E-mail Options:
- In OWA, navigate to Options > See All Options > Block or Allow:
- OWA 2010
- OWA 2013
- OWA 2016