Managing spam for Proofpoint Users (after the 2019 upgrade)

Note about the transition (February / March 2019): As UFIT works to migrate the University’s mail flow to the upgraded Proofpoint service, we are still in a transitional phase.  During this time, most inbound mail to the University will comes through the new Proofpoint cluster.  However, some mail may still go through the old system.  This document refers to information about managing spam in the NEW system.  For information about the old system go here.

About the new Proofpoint Quarantine system:

The following are current as of Feb 2019, these facts may change over time as UFIT works to expand and improve the Proofpoint Quarantine services.

What is it?

The UF Spam Quarantine system is a system to help UF email users manage spam sent to their UF Exchange or GatorCloud mailbox.

The system is made up of two parts:

  1. The end-user web app at: https://hosted.spam.mail.ufl.edu:10020/
  2. The daily digest email

Who can use it?

  • Full use: Faculty, Staff, Employee
  • Limited use (safe/block list): Students

How the UF Spam Quarantine works currently depends on a person’s affiliation to the University.  This affiliation is determined by looking at the Employee Type attribute in UFAD.

Currently, full use is extended to any Faculty, Staff, or Employee who has a mailbox in either UF Exchange or GatorCloud Email.  This is because they have been assigned a Proofpoint filtering policy that enables Quarantine services and the daily email digest.  This means they can manage their Quarantine via the links in the digest email or by logging into the end-user web app.

At this time, only limited use is extended to Students (who are not also Faculty or Staff).   The filtering policy for students does NOT enable the Quarantine service or the daily email digest.  However, Students are able to log into the web app to manage their safe / block lists, but will not have Quarantined email in their Quarantine folders.

How do I access the Quarantine to manage spam?

The primary way to use your UF Spam Quarantine is to interact with the daily digest email you receive from the UF Spam Quarantine.  If you have anything in your quarantine folders you should expect to receive an email early each morning with the subject “UF Spam Quarantine: x New Message(s)”.  This email will be from “proofpoint-pps@ufl.edu”.  The Digest email will like:

Using the links in this email will allow you to take action on the messages in your Quarantine.  Each section of the Digest email will provide information about the messages you see, and the options you have to take action on them.  See more information about the types of messages in the Quarantine further down in this page.

If you have many messages in your digest and want to classify them more efficiently, click to ‘subject’ of one of the messages – this will take you to the end-user web app where you can use the web interface to more quickly make your selections.

As a point of security awareness: If you hover your mouse pointer over the links in your  digest email they should all link to a location that starts with:

https://hosted.spam.mail.ufl.edu:10020/

You can also point your browser directly at the link above to log in to your UF Spam Quarantine.  The page will look like the following:

Use your Gatorlink ID as your Username, and Gatorlink Password.

About the types of messages in the quarantine:

Currently there are two types of message in your quarantine.  Each will have its own section in your Digest email.  If you log into the UF Spam Quarantine website, each type will be in its own folder.

Messages in your quarantine will “age-out” after 14 days.  So if take no actions on a message it will disappear from your quarantine folders after being there for the 14 day holding period.

  • Spam – Quarantined
    • Messages in this section/folder were blocked from being delivered to your inbox because they looked too much like spam
    • Proofpoint Description: The emails listed in this section have been placed in your personal Quarantine. Click Release to deliver the email to your inbox. To continue to receive future emails from the sender, click Allow Sender. To report messages that are not spam but are included in the Spam – Quarantined section, click Not Spam.
    • Available Actions:
      • Release – release this message from the quarantine and deliver it to your mailbox.
      • Release and Allow Sender – release the message to your mailbox and add the sender to your personal safe list
      • Not Spam – report this message to Proofpoint as “not spam” to help improve future scoring of similar messages
  • Low Priority Mail – Delivered
    • This is essentially a copy of “bulk” email you have received.  Messages in this section/folder were delivered to your mailbox (this is why you cannot release them), but a copy was retained in the quarantine as well.  This is to allow you to more easily tell UF’s Proofpoint system whether you want to continue receiving mail from this sender or not.
    • Proofpoint Description: The emails listed in this section represent low priority email such as newsletters, invitations, and announcements delivered to your inbox. If you want to receive messages from the sender, click Allow Sender. Otherwise, click Block Sender to stop receiving email from the sender.
    • Available Actions:
      • Allow Sender: Add this sender to your personal safe list.  Note: this does not “release” the message to your mailbox as messages in this Low Priority quarantine have already been delivered.  Clicking “Allow Sender” will just ensure that future emails from this sender will not be considered “Low Priority”.
      • Block Sender: Add this sender to your personal block list
    • This folder is new with the 2019 upgrade.
    • Opt-out: in response to user feedback, UFIT has enabled the ability for individuals to prevent Proofpoint from placing messages in their personal Low Priority folder.  See the “UF Spam Quarantine Options” section further down in this page for information about the “Disable Low Priority” spam policy.

UF Spam Quarantine Options:

Individuals may change certain aspects of how the UF Spam Quarantine works for them.  To make changes:

  1. log in to the UF Spam Quarantine web page.
  2. Click ‘Profile’ in the bottom-left corner of the page

Now you can see the options available to you.  Currently those options include the ability to change your Preferred Language and the Spam Policy you wish to use.

Available Spam Policies:

  • Default: This “default” policy is the policy you receive based on your UF affiliation.  Currently Students receive a different default policy than Faculty and Staff.  This is because Faculty and Staff receive the UF Spam Quarantine Email Digest, and Students do not.
  • Disable Low Priority – This spam policy is similar to the default inbound policy for users who receive the daily email digest and use the Quarantine; however, this policy disables the “Low Priority” classifier.  Please note: this policy is ONLY intended for Faculty and Staff who already receive the daily UF Spam Quarantine email digest.