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
- Protect your email address
- Do not add your own domain to Safe Senders list:
- 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.
Navigate to the Advanced Email Security section in HostPilot, where you can enable or disable Advanced Email Security and manage settings. To do that, navigate to Services > Advanced Email Security
Anti-spam protection is based on the open-source SpamAssassin filtering software that, besides checking against real-time black lists, uses a sophisticated analysis of message header and text to assign a weight to each message. When the assigned weight exceeds a certain threshold, the filter routes such messages to a Junk Email folder. The only exception is when the sender is a member of your white list (Safe Senders list) - either on the account level or mailbox level.
Read the Knowledge Base article on Advanced Email Security for Exchange for more information on the features available with Advanced Email Security.
Regardless of the plan, the following checks are always performed:
- Check against DNSBLs (DNS-based Blackhole Lists):
- Check for empty FROM fields in headers (not in the "message envelope").
- Check for a valid fully qualified senders (FROM) email address.
- Check for a valid domain in the FROM address. All email messages must pass all of these checks in order to be accepted by the mail servers for delivery to recipients. Any email message that does not pass is not delivered.
Do not, under any circumstance, whitelist yourself or your domain name in Advanced Email Security settings.
If Intermedia 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? for more information about SPF records.
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.