Mail Scanner Spam Detection & Filtering

Spam Detection Software

There has been an increase in spam reported and noticed on our mail servers recently. We have installed spam detection and email scanning software on some of our mail servers in attempt to reduce the amount of incoming spam.

Your mail will be processed by the mail server and if applicable will have some additional tag lines added to the subject.

{MailScanner: Dangerous Content}

• This will appear if an email contains content that could potentially do harm to your computer. (ie. dangerous attachments)

{MailScanner: Disarmed}

• This will appear if tracking images, forms, or other HTML elements are included in an email, and have been successfully stripped out of the message.

{MailScanner: Fraud}

• This will appear if a message is detected as a phishing attempt to fraudulently gain personal information from you.

{MailScanner: Spam}

• This will appear if a message is believed to be spam based on several scoring factors. If a message is recieved that is spam but not marked by the detection software, you can forward it to a special spam email address to train the spam detection software. If the message is falsely marked as spam you can forward it to a special ham email address for training.

{MailScanner: Definitely Spam}

• This will appear if a message’s spam rating scores very high! While this tag is generally correct, there is always a possibility that it is not spam. If the message is falsely marked as spam you can forward it to a special ham email address for training.

To determine where you should be sending your unmarked spam, and falsely marked ham check out this online tool we created:

Simplificare Spam Account Lookup.


Ways to Reduce the Amount of Spam Delivered to your Inbox

The spam detection software only scan and delivers the mail to your inbox. Unfortunately, it cannot deliver it to your junk mail folder directly, however there is a quick and easy solution that you can configure to redirect your mail once the server sees it arrive.

Server Side Filter (recommended, supported):

Recommended pre-requisite: To be able to quickly check your junk folder, you should be using the IMAP protocol instead of POP3 to read your mail. If you are using POP3, your mail software may not be checking your junk folder, if there is a false positive, there is a chance you won’t be able to check the messages unless you login to the webmail interface. If you are unsure which method you are using, please check your connection details in your mail application.

We strongly recommend using the server side filter method to sort emails before they even arrive into your mailbox. In this example we will create two different filters on the server. The first to move mail marked as spam to your junk mail folder. The second to completely delete mail marked as definitely spam before it even makes it into your mailbox.

NOTE: You may choose not to delete any emails, but we share the steps to setup a delete filter in case you choose to do so.


A. Creating a Move Filter

1. In your favourite web browser, browse to http://webmail.yourdomain.com. (replace yourdomain.com with your actual domain name). -- If this doesn't work, please open a helpdesk ticket.
2. Login to your mail account by using your full email address as the username and your mail password.
3. Once logged in you should see a screen similar to this:

Webmail Login Screen


4. Select the “Email Filtering” icon.
5. On the next page, select the “Create a New Filter” button.
6. On the following page, we define the rules that make up the filter. Use the image below as a guideline. When complete, select the “Create” button.

Creating a move filter.

7. That’s it! All mail marked as {MailScanner: Spam} will now be delivered to your Junk folder.

B. Creating a Discard Filter

1. In your favourite web browser, browse to http://webmail.yourdomain.com. (replace yourdomain.com with your actual domain name). -- If this doesn't work, please open a helpdesk ticket.
2. Login to your mail account by using your full email address as the username and your mail password.
3. Once logged in you should see a screen similar to 

Webmail Login Screen

4. Select the “Email Filtering” icon.
5. On the next page, select the “Create a New Filter” button.
6. On the following page, we define the rules that make up the filter. Use the image below as a guideline. When complete, select the “Create” button.

Creating a discard filter.

7. That’s it! All mail marked as {MailScanner: Definitely Spam} will now be discarded before it is even delivered.

Client Side Mail Filtering (not supported):

Your third party mail application (ie. Apple Mail, Postbox, Thunderbird, Microsoft Outlook, etc.) are all capable of providing the same level of filtering as the server as they receive mail. Due to the number of third party mail applications, we do not support you on how to create filters in these third party applications. Although we have compiled a list of URLs that you can follow for instructions on how to setup mail filtering on from several popular mail application vendors.

Apple Mail
http://support.apple.com/kb/PH11738 (OS X 10.8, Mountain Lion)
http://support.apple.com/kb/PH14906 (OS X 10.9, Mavericks)

Postbox
http://support.postbox-inc.com/hc/en-us/articles/202200660-Message-Filters

Thunderbird
https://support.mozilla.org/en-US/kb/organize-your-messages-using-filters

Microsoft Outlook
http://office.microsoft.com/en-ca/outlook-help/filter-email-messages-HA102749132.aspx (Outlook 2013)
http://office.microsoft.com/en-ca/outlook-help/filter-email-messages-HA102534752.aspx (Outlook 2010)
http://office.microsoft.com/en-ca/outlook-help/create-a-rule-HP005242897.aspx (Outlook 2003)


Further Questions?

If you are still scratching your head wondering how to set things up, please send an email to helpdesk@simplificare.net and request assistance — We’d be happy to help!

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