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User Guide on IronPort Spam Quarantine

The IronPort Spam Quarantine program has been installed to HKU Exchange Mail and Calendar for Staff to reduce the impact of SPAM. Emails that have been classified as SPAM are quarantined. You can decide to remove the email from quarantine, add sender to personal safelist, or take no action if the email is regarded as SPAM.

  1. Overview of IronPort Spam Quarantine
     
  2. IronPort Spam Quarantine Notification

2.1 Email is SPAM

2.2 Email is NOT SPAM - Release Message to INBOX

  1. Managing your Quarantined Messages

3.1 Release Messages

3.2 Release Messages and Add to Safelist

3.3 Delete Messages

  1. Working with Personal Safelist and Blocklist
     
  2. Searching Messages in Quarantine

1. Overview of IronPort Spam Quarantine

The IronPort Spam Quarantine program is capable to filter away most of the SPAM received based on multiple detection mechanism, including those which are hard to detect by our existing antispam system. Indeed, based on the detection mechanism, most SPAM will be rejected before they are able to enter our mail system. In layman's term, SPAM are turned away while they are still knocking the door of our mail system.These turned away SPAM are not processed as if they are never received.

With the new antispam gateway, you are no longer necessary to set SPAM filters in Outlook or "MyEmail" tab of HKU Portal. Why? That's because instead of delivering the mail to you and put the detected SPAM into your SPAM folders, we are now going to store all the saved SPAM on the antispam gateway itself. A daily digest mail will be sent to each account with a list of SPAM that he or she has received for the day. You can then examine the SPAM from this digest and edit your own, personal safelist and blocklist for allowing and disallowing email from a specific email addresses or domains. The benefits of doing so are: 

  • the stored SPAM will not occupy the user's disk space on the mail system
  • stored SPAM will be removed automatically after 31 days

2. IronPort Spam Quarantine Notification

The IronPort Spam Quarantine program is implemented through Exchange Mail. You will receive an IronPort Spam Quarantine Notification email everyday from HKU Information Technology Services with subject: "HKU Information Technology Services Spam Quarantine Notification".

notification message

The Spam Quarantine Notification provides the name of email sender, subject and date. With this information, you can determine whether the email is a spam or not.

notification message content

2.1 Email is SPAM

If the message is SPAM, no action is required. The message is kept in quarantine for 31 days and then automatically removed.

2.2 Email is NOT SPAM - Release Message to INBOX

  1. Click on the "Release" link to release the message from the quarantine and have the message delivered to your INBOX.
  2. You will receive a confirmation message.
    not spam
  3. Click on the "Add Sender to Safelist" to prevent future messages from this sender from being quarantined. If you release the message and do not add the sender to the safelist, future emails from the sender may be quarantined.

3. Managing your Quarantined Messages

To access email messages in Quarantine, click the hyperlink found within the body of the Quarantine Notification.

Manage Quarantined Message

3.1 Release Messages

To release message(s) from Spam Quarantine, click the checkbox next to the message(s) and then select "Release" from the drop-down menu. The message is then released from the quarantine and delivered to your INBOX.

release message

3.2 Release Messages and Add to Safelist

To release message(s) from Spam Quarantine and add the sender(s) to the Safelist, click the checkbox next to the message(s) and then select "Release and Add to Safelist" from the drop-down menu. The message is then released from the quarantine and delivered to your INBOX. Future emails from the sender(s) will be delivered directly to your INBOX.

add to safelist

3.3 Delete Messages

To delete message(s) from Spam Quarantine, click the checkbox next to the message(s) and then select "Delete" from the drop-down menu. The message in your quarantine will be automatically deleted after 31 days.

delete messages

4. Working with Personal Safelist and Blocklist

You can also edit your personal safelist and blocklist to allow and disallow email from specific email addresses respectively.  The safelist and blocklist are applicable to all personal mail accounts and aliases associated with the repsective HKUPortal UID. To edit your personal safelist and blocklist, please login via

https://spam-filter.hku.hk/ (for staff and students)

https://graduate-nsp1.hku.hk/ (for graduates)

You can add a sender to the Safelist by selecting Options -> Safelist. Then, add an email address to the list, and click Add to List.

You can add a sender to the Blocklist by selecting Options -> Blocklist . Then, add an email address to the list, and click Add to List.

5. Searching Messages in Quarantine

In the Spam Quarantine, you can search your quarantined messages for a specific term in the message "From" or "Subject" fields. Search results are displayed in the Search Results page.

search message