Outbound Mail Policy
| Situation | Proofpoint Essentials is not a mass mailing service. Outbound mail should be standard one to one business correspondence. If a large email blast needs to be sent out, standard mailing list applications need to apply. |
|---|---|
| Solution | End-user/Admins are required to review their recipient list of outbound messages and ensure the validity. |
Proofpoint Essentials Outbound Services and policy restrictions
Proofpoint Essentials has certain limits for outbound mail listed on the acceptable use policies. All outbound email is subject to message scanning, and if matches our standard spam definitions, we can quarantine the outbound message to protect our IP space from any type of damage. Proofpoint takes priority to ensure we are able to have all customers be able to send email.
Outbound IPs listed
Messages quarantined outbound indicate they either met a filter rule, or our standard spam definitions stopped this. Please note that releasing these messages could possibly have a detrimental problem with our outbound mail flow, i.e. cause an IP to be listed on another service.
If the Proofpoint Essentials IPs are found listed on another service, we will make best efforts available to have the IPs removed from this.
Proofpoint Remediation policies
When Proofpoint IPs are listed, we are required to remediate the issues which caused our IPs to be listed in the first place.
- Proofpoint Essentials support will create necessary filter rules in customer accounts to stop the abuse
- Proofpoint will attempt removal procedures regarding the IP removal
- Any filtering services found that skip filtering will be turned off.
Customer remediation requirements
Customers that Proofpoint identifies as having caused the issue with the IP listing will need to review their own policies of outbound mail.
- Customers require to review mailing list hygiene
- Customers should consider using a third party mailing list service if using a very old list.
- Using a third party mailing list service altogether to separate their mail list from their corporate email.
- Customer needs to secure the email accounts to ensure that it was not compromised.
- If compromised, admin should have user set to entirely different passwords and perform virus scans.
Outbound Filters
Certain filters can be created to by-pass outbound spam scanning. If we find these filters are causing problems, we will disable these. We have taking precautions against creating these at the organization level, and if we deem it as an issue, we will be disabling these.