Managing Quarantined, Unwanted (Junk) Email, and Reporting Phishing Email

Description:

Managing Unwanted Mail in Outlook and Exchange Online

This article provides information on the options available in Outlook (Junk Mail settings) and Exchange Online (emailed quarantine reports) to manage unwanted mail. It is designed to help Timex Group employees use these tools to control mail delivery. By following the guidelines provided, employees can adjust the level of filtering based on their individual needs and preferences.

Note: This article is intended for users of Office 365. If you are using a different version, please search the Knowledge Base using the keyword "Junk" and select the article relevant to your version of Microsoft Office. The differences between versions are minor, mainly involving variations in screenshots based on the software release.

Additionally, this article includes a guide on how to report identified phishing emails.

Solution:

Exchange Online Protection:

Employee-managed options for quarantined email are limited. Employees are provided with information detailing which items have been blocked and have the ability to review and deliver any such items.
Reports of quarantined items are sent by email on a weekly basis to users (sender: quarantine@messaging.microsoft.com).
In addition to the email reports of quarantined items, you can access this information at any time by going to: https://security.microsoft.com/quarantine.
The emailed quarantine report or the Microsoft website both allow you to release quarantined email. Note that there are slight differences between the two methods.
Email Report Example: Use the “Release” button to simply deliver the message. In addition to delivering the email, you may choose to use the “Report as Not Junk” option to help the system learn not to block this sender (these are two distinct actions).

Outlook for Desktop & Web (OWA):
Website Report Example: After clicking on an individual email, you will have the two action buttons “Release” and “Release and Report.” Note that unlike the emailed report, there is an option to both release the message and report it as “not spam” in one action.

Note: The IT team manages both “Allowed” and “Blocked” sender lists at an organizational level (i.e., these apply to all users of the Timex Group email systems). If there is a requirement to address a specific email domain at the organizational level, please submit a Service Request detailing the requirement and needs.

Outlook – Junk Mail Settings:

For individual emails, you can use the Ribbon Menu or right-click on an individual mail item and choose the Junk Mail menu (each method provides the same actions).
- You can choose to block a single sender, unblock a single sender, or unblock the entire domain.
- Use the “Junk Mail Options” to launch the full Junk Mail settings dialog where you can set rules that apply to all mail items.
  
  Outlook for Desktop & Web (OWA):

Junk Email Settings Dialog:

General Options: Controls the level of “automated” junk mail determination Outlook will perform. We recommend a minimum setting of “Low” with the default protections for phishing set as seen below. Individual users should adjust their settings up or down over time based on how well the filters work in their specific situation.

Outlook for Desktop & Web (OWA):
Safe Senders: The higher the level of junk mail filtering on the general options, the more effective the Safe Sender tab options are. Specifically, checking the options to “trust your contacts” and to “automatically add people you send mail to” will help prevent false positives. Note: In this tab, you can add entire email domains (unlike when just clicking on an individual email).

Outlook for Desktop & Web (OWA):
Safe Recipients: Use of this list will be uncommon. If you are a member of a distribution list or have other email aliases that you want to ensure are always delivered, you can use this tab. Note: Spammers often target distribution lists, so adding these may increase unwanted email.
Blocked Senders: This tab works the same as the Safe Senders tab but in reverse. You can block individual senders or an entire email domain. Note: When you use the “block sender” action on an individual email, it is added automatically to this list.

Outlook for Desktop & Web (OWA):
International: These settings can control junk mail based on the language of the actual content. These are not described here or recommended.

Reporting Phishing Emails:

Using Outlook Web: Right-click on the phishing email, hover your mouse under Report, and click Report Phishing.
Using Outlook App: Click or select the phishing email, click Report Message > Phishing.

If you have any inquiries or need assistance regarding the topic discussed in this article, please don't hesitate to contact the IT hotline at 55555 / +1 203 346 5555.