SW/WC
SPAM Filtering Service
Barracuda SPAM Firewall
Email Recipient User Manual
www.swsc.org
Administrative Services Center
Information Technology Department
Prepared
by:
Southwest/West Central Service Cooperatives
Utilized the Barracuda SPAM Firewall product to power our service. This
industry leading provider of Anti-SPAM service provides us with hourly updates
and real-time virus and other Email threat protection. As with any SPAM
filtering services there will be both SPAM messages that still make it to your
inbox and sometimes valid Emails that will be quarantined by the SPAM firewall.
Southwest/West Central Service Cooperatives does not guarantee 100%
effectiveness of keeping all SPAM from reaching your inbox. Nor shall
Southwest/West Central Service Cooperatives guarantee that no valid Email
messages will be classified as SPAM by our firewall. If you need assistance
with your SPAM quarantine the technology staff of Southwest/West Central
Service Cooperatives will be happy to assist you. The contents of this manual
are a guide to using our service, inaccuracies may
exist within the context of this document.
Managing your Quarantine Inbox
The Southwest/West Central Service
Cooperatives SPAM Firewall provides you with a daily SPAM summary through an
Email message delivered to your inbox. If the Email is not being delivered to
your inbox please check your Junk Email folder, it is possible that due to the
contents of the message your Email application will classify this message as
SPAM.
This user manual describes how you can check
your quarantined messages, classify messages as spam and not spam, and modify
your user preferences using the Barracuda Spam Firewall interface. This chapter
contains the following topics:
Receiving Messages from the Barracuda Spam Firewall
The Barracuda Spam Firewall sends you the
following two types of messages:
- Greeting
Message
- Spam
Quarantine Summary Report
Greeting Message
The first time the Barracuda Spam Firewall
quarantines an email intended for you, the system sends you a greeting message
with a subject line of User Quarantine Account Information. The greeting
message contains the following information:
Welcome to the Southwest and West Central
Service Cooperatives
SPAM Firewall. This message contains the information you will need to access
your Spam Quarantine and Preferences.
Your account has been set to the following username and password:
Username: <your email address>
Password: <an automatically created message>
Access your Spam Quarantine directly using the following link:
http:// mailfilter-marshall.swsc.org:8000
The Barracuda Spam Firewall automatically
provides your login information (username and password) and the link to access
the quarantine interface. You should save this email because future messages
from the system do not contain your login information. You will, however, be
able to access your quarantine account from your SPAM summaries that will be
emailed to you daily if you have any SPAM for the system to report.
SW/WC SPAM Filter User’s Guide 2 of 6
Quarantine Summary Report
Utilizing the Quarantine Summary Report is
the easiest method for users to utilize the SPAM filter. If there are no
messages in your Quarantine you will not receive a report. The Daily Report can
simply be deleted if there are no Email messages included in it that were
quarantined by mistake. You do not need to delete the messages from your quarantine, the system will do this automatically after 14
days.
The Barracuda Spam Firewall sends you a daily
quarantine summary report so you can view the quarantined messages you did not
receive. From the quarantine summary report you can also add messages to your whitelist, delete messages, and have messages delivered to
your inbox. The
If there are messages in your Quarantine
Summary that are not SPAM and you know want to receive them click on “Whitelist”. If there is a message in your summary
that you are not sure is either a valid or SPAM message you can click on the
“Deliver” link and the message will be delivered to you to review.
Users do not need to use the “Delete” link as the Service
Cooperatives has set up an automatic deletion of Quarantined Emails after 14
days.
Please note that when you click on any of the
actions in the Quarantine Summary a Web Browser Window will open and confirm
your action. It will also display your entire SPAM Quarantine. If you only
wanted to perform a single action you can close this window immediately, if
there are multiple Emails that you need to Deliver or Whitelist
you can do so through your Internet Browser interface.
Using the Quarantine Interface
The Web Browser Quarantine Interface is a
more advanced version of a user’s quarantine. Many users may find the web
browser interface more complex and confusing than the Email Summaries.
Logging into the Quarantine Interface
To log into your quarantine interface:
1. Click the link provided at the bottom of the Quarantine
Summary Report. -Or- open the website: http://mailfilter-marshall.swsc.org:8000
2. Enter your username and password, and click Login.
Managing your Quarantine Inbox
After logging into the quarantine interface,
select the QUARANTINE INBOX tab to view a list of your quarantined messages.
When you first start using the quarantine interface, you should view this list
on a daily basis and classify as many messages as you can. The Barracuda Spam
Firewall has a learning engine that learns how to deal with future messages
based on the ones you classify as spam and not spam. The learning engine
becomes more effective over time as you teach the system how to classify
messages and as you set up rules based on your whitelist
and blacklist.
Clicking on an email displays the message.
The following table describes the actions you
can perform from this page.
|
Action |
Description |
|
Deliver |
Delivers the selected message to your standard email inbox. Note: If you want to classify a message or add it to your whitelist, make sure to do so before delivering the message to your inbox. Once the Barracuda Spam Firewall delivers a message, it is removed from your quarantine list. |
|
Whitelist |
Adds the selected message to your whitelist so all future emails from this sender are not quarantined unless the message contains a virus or banned attachment type. The Barracuda Spam Firewall adds the sending email address exactly as it appears in the message to your personal whitelist. Note: Some commercial mailings may come from one of several servers such as mail3.abcbank.com, and a subsequent message may come from mail2.abcbank.com. See the section on managing your whitelists and blacklists for tips on specifying whitelists with greater effectiveness. |
|
Delete |
Deletes the selected message from your quarantine list. The main reason to delete messages is to help you keep track of which quarantine messages you have reviewed. You cannot recover messages you have deleted. |
|
Classify as Not Spam |
Classifies the selected message as not spam. Note: Some bulk commercial email may be considered useful by some users and spam by others. Instead of classifying bulk commercial email, it may be more effective to add it to your whitelist (if you wish to receive such messages) or blacklist (if you prefer not to receive them). |
|
Classify as Spam |
Classifies the selected message as spam. |
Changing your User Preferences
After logging into your quarantine interface,
you can use the PREFERENCES tab to change your account password, modify your
quarantine and spam settings, and manage your whitelist
and blacklist.
Changing your Account Password
To change your account password, do one of
the following:
- On
the quarantine interface login page, click Create New Password, or
- After
logging into your quarantine interface, go to PREFERENCES-->Password.
In the provided fields, enter your existing
password and enter your new password twice. Click
Save Changes when finished.
Note: Changing your password breaks the
links in your existing quarantine summary reports so you cannot delete,
deliver, or whitelist messages from those reports.
New quarantine summary reports will contain updated links that you can use the
same as before.
Changing Your Quarantine Settings
The following table describes the quarantine
settings you can change from the PREFERENCES-->Quarantine Settings page.
|
Quarantine Setting |
Description |
|
Enable Quarantine |
Whether the Barracuda Spam Firewall quarantines your messages. If you select Yes, the Barracuda Spam Firewall does not deliver quarantined messages to your general email inbox, but you can view these messages from the quarantine interface and quarantine summary reports. If you select No, all messages that would have been quarantined for you are delivered to your general email inbox with the subject line prefixed with [QUAR]:. The Barracuda Spam Firewall administrator can modify this prefix. |
|
Notification Interval |
The frequency the Barracuda Spam Firewall sends you quarantine summary reports. The default is daily. The Barracuda Spam Firewall only sends quarantine summary reports when one or more of your emails have been quarantined. If you select Never, you can still view your quarantined messages from the quarantine interface, but you will not receive quarantine summary reports. |
|
Notification Address |
The email address the Barracuda Spam Firewall should use to deliver your quarantine summary report. |
|
Default Language |
The language in which you want to receive your quarantine
notifications. This setting also sets the default encoding for handling
unknown character sets during filtering. |
Adding Email Addresses and Domains to Your Whitelist and Blacklist
The PREFERENCES-->Whitelist/Blacklist
page lets you specify email addresses and domains from which you do or do not
want to receive emails.
|
List Type |
Description |
|
Whitelist |
The list of email addresses or domains from which you always wish to receive messages. The only time the Barracuda Spam Firewall blocks a message from someone on your whitelist is when the message contains a virus or a disallowed attachment file extension. |
|
Blacklist |
The list of senders from whom you never want to receive messages. The Barracuda Spam Firewall immediately discards messages from senders on your blacklist. These messages are not tagged or quarantined and cannot be recovered. The sender does not receive a notice that the message was deleted, and neither do you. The only time a blacklisted email address is delivered is if the same email address also appears in your whitelist. |
To whitelist or
blacklist senders, follow these steps:
ƒ
Go
to the PREFERENCES-->Whitelist/Blacklist page.
ƒ
A
list of your existing whitelisted and blacklisted
addresses appears on this page.
ƒ
To
delete a whitelist or a blacklist entry, click the
trash can icon next to the address.
ƒ
To
add an entry, type an email address into the appropriate field, and click the
corresponding Add button.
Tips on specifying addresses
When adding addresses to your whitelist and blacklist, note the following tips:
ƒ If you enter a full email address, such as
johndoe@yahoo.com, just that user is specified. If you enter just a domain,
such as yahoo.com, all users in that domain are specified.
ƒ
ƒ If you enter a domain such as swsc.org, all
sub-domains are also included, such as support.swsc.org and test.swsc.org.
ƒ
ƒ Mass mailings often come from domains that do not
resemble the company’s Web site name. For example, you may want to
receive mailings from historybookclub.com, but you will find that this site
sends out its mailing from the domain hbcfyi.com. Examine the From: address of an actual mailing that you are trying to whitelist or blacklist to determine what to enter.
Changing the Language of the Quarantine Interface
You can change the language of your
quarantine interface by selecting a language from the drop-down menu in the
upper right corner of the QUARANTINE INBOX and PREFERENCES tabs. Supported
languages include Chinese, Japanese, Spanish, French, and others.
The language you select is only applied to
your individual quarantine interface.