Email spamming is one of the malpractices being followed by the cyber-terrorist nowadays. It has been commonly observed that certain emails when downloaded or accessed, introduce various kinds of issues in system. This is due to the fact that those emails are spam and carry virus or malware. Thus, spam emails harm the users in many ways and lead to many cyber crimes. However, Office 365 provides certain anti-spam policies to fight against the spams. The Office 365 users must be aware of the Office 365 email anti-spam protection, so that they can secure the email account from such spams. Here, we are going to discuss the Office 365 anti-spam policy, which can be adopted by the users to secure account against spam messages.
Office 365 not only provides efficient mailing features, but also takes care of user’s privacy and security. To avoid virus or malware due to spam/ junk messages, O365 provides an inbuilt anti-spam policy. It enhances the security of email messages by keeping check on the incoming and outgoing emails. Whenever a new mail is received, it firstly scans the message according to Office 365 anti-spam policy. The email is displayed in the inbox folder only when it has passed the anti-spam guidelines/ checks. However, if the policies find the email as spam or malware, it does not forward the message into inbox or in other words, blocks junk email in Office 365; rather the message is moved to Spam folder. Thus, in this way users get protected from the cyber attacks.
Office 365 users may apply the following filters to secure their account from spam attacks:
The Office 365 connection filter approach tends to provide spam-free inbox by investigating the source of the emails. It performs Office 365 IP address restriction to monitor the IP addresses of the sender to determine whether the email is from valid source or not. It creates two kinds of lists for IP addresses:
The users can configure connection filtering settings in Office 365 as below:
Another Office 365 anti-spam policy is ‘Spam Filtering’, to categorize the spam messages on the basis of message characteristic. The users can specify the criteria of spam messages and action to be taken on such emails.
Using advanced spam filtering, the users can get notified about the spam message intended to be delivered to them. Thus, users can also report the mails to Microsoft for further analysis or actions.
The spam filter settings can be customized in the following steps:
1. Open Exchange Admin Center(EAC) and browse Protection → Spam Filter option.
2. On the General page, perform one of the options accordingly:
3. For new policy, specify a unique name.
4. Under Spam and High Confidence Spam option, choose the action to be taken for spam messages:
5. Under the Block List page, add the senders which need to be blocked:
6. Under the Allow List, specify the emails that will be redirected to inbox directly, without going through filters:
7. Under International Spam page, the users can filter the emails from particular country, language. It allows to configure 86 different languages and 250 different regions.
8. Click on Save to apply the changes made to the new policy.
Sometimes, your system get so infected that even the outgoing emails get spammed. So, the outgoing mails should also be filtered in the following way:
1. Login to EAC(Exchange Admin Center) and browse Protection → Outbound Spam.
2. Click on Outbound Spam Preferences option.
3. Choose the checkbox accordingly:
4. Click on Save to make the changes.
Apart from the above-discussed filters, the users can customize the level of spam messages by using transport rules. One can specify the crucial level of spam messages to verify whether the mail is spam or not. The following steps need to be carried out to create transport rules:
1. Login to EAC and navigate Mail Flow → Rules.
2. Click on + to create a new rule.
3. Select create new rule option and specify the name for this option.
4. Under More Options → Apply this rule if, specify the condition to mark the mail as spam.
5. Under Do The Following option, choose the action to be taken for spam mail.
6. Under the Specify SCL Box, select the required option:
7. Click on Save.
Since security is the major goal for every user, the Office 365 users are advised to go for Office 365 anti-spam policy to secure the accounts from spam/ junk messages. It provides security at different levels such as within organization, outside organization, from different countries etc.