This article contains the best practices to minimize the amount of spam that you receive as a customer of Intermedia. Unfortunately, the tactics and methods that spam email senders use change every day, and inevitably some spam messages may get through. However, we continue to work hard to prevent as much as possible.

Protect your email address

  • Do not post your email address 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 on these standards, it is likely that they are running what would be considered a spam list.

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Do not add your own domain to Safe Senders list in Outlook/OWA

Do not add your own email address or your domain name to Safe Senders or Safe Recipients in Outlook or OWA. This can cause spoofing and phishing type 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.

Junk Email Options
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Upgrade to Email Protection from Email Protection Lite

Email Protection package provides more granular spam filtering and allows using different policies for different groups of users.  It also offers the ability to manage anti-phishing and spoofing policies, which offers protection from many types of specific and sophisticated attacks.

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Do not add your own domain to Safe Senders list in Email Protection

Do not, under any circumstance, whitelist yourself or your domain name in the Email Protection settings:
Remove domain from Safe Senders

Doing so can cause spoofing or phishing type emails to be delivered regardless of their spam score.

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Create an SPF record

If Intermedia is not your authoritative name server, you should create an SPF record with your DNS Host. If your domain only sends email from our servers, the record should look like this:
v=spf1 ~all

Read the Knowledge Base article on What Is An SPF Record? How Do I Change It? for more information about SPF records.

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Check Outlook/OWA rules

Verify that you do not have any rules that may move junk email to other folders.

  • Outlook:
    Manage Rules & Alerts
  • OWA:
    OWA Inbox Rules

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How to decrease the number of legitimate messages in Junk Email Folder

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.

  1. In Outlook, navigate to Home > Junk > Junk E-mail Options:
    Junk Email Options
  2. In OWA, navigate to Options > See All Options > Block or Allow:
    • OWA 2013
      OWA 2013 Block or Allow
    • OWA 2016/2019
      OWA 2016/2019 Block or Allow

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