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Spam and phishing filters for emails - Proofpoint

Your email digest

Using machine learning, the Proofpoint Messaging Security Gateway scans all incoming emails before they reach the inboxes of Columbia students, faculty, and staff.

  • If a message is sent to you that contains potentially spam or inappropriate content, it will be forwarded to your personal address Spam .
  • If the e-mail is classified as 'bulk' (e.g. newsletter, advertising), it will be forwarded to your personal address Low priority emails .

You will receive an email with the name every day End user summary: [#] Total messages from CU Email Digest (CUIT-Digest@columbia.edu) to notify you that messages are on hold. The daily email extracts are posted daily starting at 2 a.m. ET. You can approve or block emails directly from the Daily Email Digest. Alternatively, you can always go to the Email Digest Web App to review and manage your outstanding emails.

Check your email digest weekly, if not daily! After 14 days, all emails pending in the email digest are permanently deleted from the system.

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How do I...

Share an email and allow future messages from the sender?

From the daily email digest
  1. Click the subject to preview the email.
  2. click publication to only allow this particular email.
  • To receive this and future messages from a sender in. to allow Low priority emails click publication , followed by Allow sender.
  • To receive this and future messages from a sender in. to allow Spam click Let go and Allow sender .

Note : If the links in your Daily Email Digest have expired, you will be prompted to log into the Email Digest Web App to share a message.

From the Email Digest web app
  1. Check the box next to the messages you want to keep.
  2. click publication to only allow this particular email.
  • To make this possible and future messages from a sender in Low priority emails click publication , followed by Allow sender.
  • To make this possible and future messages from a sender in Spam click Let go and Allow sender .

Delete an email and block future messages from the sender?

From the daily email digest
  1. Click the subject to preview the email.
  2. If you want to add the email to the Block senders List, navigate to the Email Digest Web App and follow the instructions below.
From the Email Digest web app
  1. Check the box next to the messages you want to block.
  2. Choose Block senders in the panel at the top of the page. This will block future messages from that sender.
  • Clear Spam , select the check box next to the messages you want to delete, and then click Clear Button in the panel at the top of the page.
  • Clear Low priority emails , first share any messages you want to keep, then delete any remaining messages by clicking Options in the control panel at the top of the page, and then select Delete everything .

Add a sender's email address to my Safe Senders List or Blocked Senders List?

Messages are still filtered for viruses or inappropriate content.

The Safe Senders List is simply a list of approved senders of email. If a sender address is on the Safe Senders List, Proofpoint Protection Server will not filter the message for spam.

When you add a domain name (e.g. yahoo.com) to the Safe Senders List, all email addresses from that domain are considered safe. You should limit the Safe Senders List to specific senders by entering their full email addresses (for example, john.doe@yahoo.com).

From the daily email digest
  1. Press the Request safe / blocked senders Link in the upper right corner of the email digest.
  2. You will find a list of your safe sender and blocked sender addresses in your e-mail. Choose Add to update your list (s).
From the Email Digest web app
  1. Choose Listen at the bottom of the left window.
  2. Either add the full email address * Safe senders or Blocked senders .
    * If you only add the domain name (e.g. gmail.com) to the list, all email addresses for that domain will be considered 'safe' or 'blocked'. In general, it is best to only add full email addresses to these lists (e.g. john.doe@yahoo.com).

Update the list of emails my Email Digest?

From the daily email digest
  1. Choose Request a new end-user overview in the upper right corner of the email digest.
  2. Check your inbox for the latest email digest.
From the Email Digest web app
  1. Choose Options Menu at the top of the page.
  2. Choose Update .

Decline to have my low priority (bulk) emails sent to my email digest?

You cannot turn off email digests entirely, but you can turn off low priority (bulk) email filtering. Spam will still be filtered and you should continue to check for spam at least every 14 days.

To turn off low priority email filtering:

  1. Navigate to the Email Digest web app.
  2. click Profile .
  3. click the settings .
  4. Choose Disable low priority filtering (continue with quarantine spam) .
  5. click to save .

Disable my daily email digest or enable / disable receiving empty daily email digests?

It is not recommended to turn off your daily email digest. It is possible that legitimate or important bulk emails may be kept for your consent. These are permanently deleted after 14 days of storage. (NOTE: After several weeks of voting your approved and clogged Senders should keep your email digest shorter.)
  1. Navigate to the Email Digest web app.
  2. click Profile.
  3. click The settings.
  4. Activate / deactivate the option of your choice.
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Manage the email digest for mailing lists I manage (e.g. mailinglistname@columbia.edu)?

  1. Navigate to the Email Digest web app.
  2. Click the down arrow next to your username (e.g. UNI@columbia.edu) and click the mailing list you want to review.
    • If you don't manage lists, you won't see a down arrow or additional email addresses. Lists ending in @ lists.columbia.edu are not eligible for a daily email digest.
    • If you don't see any of your @ columbia.edu lists, please contact your colleagues who have administrator access to this particular list. Proofpoint only allows one person (the first alphabetical administrator) to manage a shared list, but you can work around this by turning the forwarding in. set up LionMail or outlook so that other list administrators receive the daily email digests. You can then manage the held emails from the email forwarders.
  3. Proceed as usual to review, delete, and / or approve email.

Forward mailing list email extracts to other list administrators in LionMail?

1. Open a Daily Email Digest message and click the three dots in the upper right corner. Choose Filter messages like this .

2. Enter the full group email address in the To Field and choose Create filters .

3. Put a check mark in the Pass it on : Possibility. Then select the recipient's email address from the drop-down menu. If it's not there, click Add a forwarding address and follow the instructions to create a new forwarding address to either UNI@columbia.edu or a group address (i.e. GROUPNAME@columbia.edu). When you're done, choose Create filters .

Forward mailing list email digests to other list administrators in Outlook?

1. Open a daily email digest message and select regulate . Next, choose Create rule .

2. Put a tick in front of it From CU Email Digest - Don't reply and Sent to GROUPNAME@columbia.edu , where GROUPNAME is the name of your mailing list group.

Then choose Expanded options .

3. Choose Next on the following screen. (This should be prepopulated with the information that was in the previous window.)

4. Put a tick in front of it Forward to people or public groups public , then choose one People or public group in the lower part of the window. Choose Next .

5. Enter the recipients' email addresses or select them from your address book. Make sure that the addresses are separated by a semicolon (;). Choose OK .

6. Name this rule whatever you want. Example: 'Forward spam / bulk email summary for GROUPNAME to colleagues'. Choose Finished .

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Frequently asked questions about the email summary

Does this affect filters that I have already created in LionMail / Exchange?

No. The Proofpoint Email Digest does not affect existing filters.

Why am I still receiving spam in LionMail in addition to spam in the Proofpoint Email Digest?

You may still receive some emails in your LionMail spam folder. Even with Proofpoint, not all 'spam-like' email is intercepted, and in some cases the Gmail spam filter can intercept an email that Proofpoint does not. You should still check your spam folder in case something legitimized is accidentally stored there.

Why am I getting more than one daily email digest?

You may be the owner of a mailing list and a digest will be sent to the first alphabetical owner / administrator of a list. You can Set up forwarding so that the other owners / administrators of the list also receive the Daily Email Digest .

I approved an email from the Email Digest, but still can't see it in my LionMail inbox. Where is it?

Check your LionMail spam folder. Gmail's spam filter may have flagged the same email as spam or phishing-like qualities.

I have an email subscription that is recorded in the email digest. What am I doing?

If this is an email subscription that you want to keep receiving, click publication , followed by Allow sender in your daily email digest and the email is sent to your inbox and future emails are not sent to the email digest.

Can I perform an action for several emails at the same time (release / allow / block sender)?

You can take up to measures five Emails simultaneously with the Email Digest Web App. Check the box next to the emails you want to take action on and click publication , Allow sender or Block senders .

Can I approve or block a sender from my smartphone?

Yes. You can click the action links ( publication , Approve and approve senders , Allow sender or Block senders ) directly from the daily email digest on your mobile device.

Proofpoint url defense

In addition to scanning for potentially malicious senders and attachments, Proofpoint scans every link (URL) sent to your mailbox for phishing or malware websites. URL Defense rewrites all URLs to protect you in case a website is classified as malicious after you have already received the message. The link is evaluated each time it is clicked to ensure that it is considered secure when clicked. To learn more about URL defense scanning technology, Check out Proofpoint's URL Defense overview video .

Please continue to be careful when clicking a link in an email, especially from unknown senders. Proofpoint URL Defense is the second layer of protection against malicious emails, but scammers are constantly inventing new schemes to bypass security measures.

  • If the link is found to be safe, you will be redirected to the URL and you will see no difference.
  • If the link turns out to be malicious, you will see the following notification in your browser:
Proofpoint URL-Decoder

If you want to know what the original url (link) looks like without the url defense, the following decoder tool can help you translate any link you get in an email message.

To copy the URL into an embedded link, right-click (Ctrl + click on a Mac) the link, then select Copy link address , and then paste it into the decoder.

Copy of Proofpoint URL Decode Result The link you entered does not appear to have been rewritten by Proofpoint URL Defense. An example of a rewritten link is: https://urldefense.proofpoint.com/v2/url?u=http-3A__www.example.com Expand all Collapse all

Frequently asked questions about URL defense

Will the Columbia website URLs be rewritten?

No. Sites on the Columbia domain are trusted by Proofpoint.

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How do I get the original website url that was sent to me?

You can a. use URL-Decoder to get the original url. To copy a URL into an embedded link, right-click (Ctrl + click on a Mac) the link, then select Copy link address , and then paste it into the decoder.

How do I turn off url defense?

You cannot turn off URL defense as it provides an important layer of security to help protect Columbia users' data.

I don't want to share the long url defense link in my email. How do I embed links in an email?

To embed the URL in text, double-click the word or phrase you want to link to, then type Ctrl + K (Command + K on a Mac). A window will open and you can enter the URL in the field and save it.

Do the URL rewrite links expire?

No. Even if you're looking at an email that is years old, the Proofpoint URL Defense link will still take you to the correct URL.

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