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Exchange/Connect email scanning (Proofpoint)

What is it?

Proofpoint's email security gateway blocks spam, phishing, and malware.

Proofpoint is only used on Connect accounts.

How does it work?

  • Email with security concerns (e.g. spam, phishing attempts, malware) will be identified and placed in your quarantine.
  • As a regular user, you can see messages which have been quarantined, if they were classified as spam.
  • If they were classified as malware, you will need assistance from your IT computing rep in order to release the message from quarantine
 

Important resources

Known issues

  • When an email is "released" from spam quarantine, the Received headers are altered so that mail clients will display the date it was released as "date received", rather than the date the mail was originally received by Proofpoint.
  • Most mail clients have the capability to also display "date sent," which can be used if users are having difficulty finding released emails in their inbox.
 

      Forwarding an email as an attachment

      Rationale

      When reporting problems with email (either delivery or spam/phishing), you will be asked to forward the email in question as an attachment. This allows IST staff to examine the email exactly as you received it, and if necessary, to send that exact email to other service providers (e.g. anti-spam/phishing vendors) in order to report false negatives or spam campaigns. The EML format is best and easiest for staff to work with, but some mail clients export to MSG format, which can also be dealt with.

      Forwarding as an attachment

      Attachments should be forwarded to soc@uwaterloo.ca.

      Outlook 2016

      Double-click the message to open it in its own window. Click on the Message menu, then look for the More drop-down icon (within the Respond group), where you will find "Forward as Attachment".

      Office 365 and OWA 2016

      In the Office 365 web app or OWA mail application: compose a new email in its own window and drag the message to attach from your inbox into the new email window. You may need to click a little blue double-pane icon in the top right of the OWA window in order to force the new message to open in its own window. Detailed instructions can be found at: https://kb.wisc.edu/office365/page.php?id=34567.

       

      Outlook 2013

      Double-click the message to open it in its own window. Click on the File menu, then look for the More drop-down icon, where you will find "Forward as Attachment".

      For newer versions of Outlook (on Windows) you may be able to select the message to forward, and hit Ctrl-Alt-F.

      Apple Mail (most versions)

      Classic View: Right click on the message in the preview pane (classic view) or middle pane (not-classic view), and in either case choose "Forward As Attachment" from the context menu.

      Thunderbird

      Right click the message in the preview pane, select "Forward As" from the context menu, and then choose "Attachment" from the pop-out menu.

       

      Mobile Devices and webmail providers

      Most mobile devices unfortunately make it impossible to forward an email as an attachment, you will probably need to use a desktop operating system. Some webmail providers also make it difficult or impossible to do this - please consult with the help section from your provider.


      Email encryption

      Additional resources