Organization Spam Control

Organization Spam Control

Spam Control section provides options to customize the Spam Control options, with custom controls to reject emails or move the emails to 'Quarantine' area from where the administrator can approve or reject the emails.

Organization Blacklist:

The administrator can define the custom Blacklist Domains/ Email Addresses in 'Organization Blacklists' for the entire organization setup in Zoho Mail. When an incoming email's domain/ email address matches with the Organization Blacklist, the administrator can choose one of the following options:

  • Reject: To directly bounce back the emails, if the emails are from the defined blacklist domains or email addresses.
  • Allow: To move the email to further Spam Processing, without rejecting the email. 
  • Quarantine: To move the email to the Spam Quarantine, for review by the administrator. 

SPF Validation:

SPF or Sender Policy Framework are the DNS records that define the email servers that are allowed to send emails based on the particular domain.  For incoming emails, the SPF validation is based on the sending domain's published SPF Record and the IP from which the emails are received. In case of a conflict, the SPF validation returns soft fail or fail for the emails. The administrator can choose to 'Temporary Reject' or 'Reject' or 'Allow (Process further)' or 'Move the emails to Quarantine' for the SPF Soft Fail and Fail cases. 

The SPF Soft Fail and Fail is based on the domain's SPF Records set for the domain. 

  • Permanent Reject: To directly bounce back the emails, if the SPF fails/ soft fails based on the option chosen.
  • Temporary Reject: To temporarily reject emails with 4xx errors. The retries will be checked for SPF Again and will be accepted, if the sender has corrected or updated the SPF records.
  • Allow: To move the email to further Spam Processing, without rejecting the email.
  • Quarantine: To move the email to the Spam Quarantine, for review by the administrator.

DKIM Validation:

When an incoming email has a DKIM signature in the header, the DKIM validation happens for the email. In case the DKIM is found not valid, then the administrator can choose one of the below actions for such emails.  

  • Permanent Reject:To directly bounce back the emails, if DKIM Validation for the email fails. 
  • Temporary Reject: To temporarily defer the emails . 
  • Allow:To move the email to further Spam Processing, without rejecting the email.
  • Quarantine: To move the email to the Spam Quarantine, for review by the administrator.

Zoho Blacklist

Zoho maintains a consolidated Blacklist based on User Spam Marking, Abuse patterns and certain third party blacklists subscribed by us. Similar to SPF and DKIM, the organization administrator can add rules to control the execution of the Zoho Blacklist. The administrator can control the delivery of emails based on his organizations requirements. 

  • Permanent Reject: To directly bounce back the emails, if the sending domain/ email address or IP address is present in the Zoho Blacklist.
  • Temporary Reject:To temporarily defer the emails, if the sending domain/ email address or IP address is present in the Zoho Blacklist
  • Allow:To move the email to further Spam Processing, without rejecting the email. 
  • Quarantine:To move the email to the Spam Quarantine, for review by the administrator. 

Quarantine Messages

The Quarantine is the section, where the emails, which may be considered as Spam due to SPF/ DKIM validation failure or based on Organization or Zoho Blacklist, can be optionally moved for review by the administrator based on Anti spam.

From the quarantine, the administrator can select multiple emails and click Deliver to deliver the emails to the Inbox of users. Similarly, to reject the emails, the administrator need to select the emails to reject and select delete. 

The administrator can click the email to view the  message headers of the email. 

Excluded Domains for Quarantine:

The administrator can add the domains that need to be excluded from Quarantine in this section. Once the administrator adds the domain in the exclude list, even if the emails from that domain match the conditions provided by the admin for Quarantine, the emails will directly be delivered to the accounts based on this section. 

This is particularly handy when you know that the sending domain has incorrect SPF/ DKIM settings and you want to allow only these domains from your otherwise strict SPF/ DKIM policies for Spam Control. 

Allowed Recipients/ Domains

You can predefine domains and email addresses within your organization for which you do not want any Spam Processing to happen. It can be a particular email alias of a user or another account which autoforwards the emails to Zoho Mail. In this case, the Spam processing is not turned off for the user, but only for that account. 

When an email gets delivered to the particular domain/ email address added in this sections, the emails will not be checked for Spam. This is particularly helpful when you have routed emails from other servers/ domains to the accounts in Zoho. 

Whitelist Email/ Domains:

Whiltelists can be defined commonly for the entire organization. The administrators can define entire domains or specific email addresses as a Whitelist domain/ email address to make sure that the emails from the domain does not get marked as Spam.  However, in case there is a SPF failure, and there is no action set for SPF failure, the whitelist domain/ email will not be marked as 'Not Spam'. In case of SPF failure, the email may be a possible Spoofed Email, and hence the email address/ domain added in whitelist will not be effective in that case. 

Blacklist Email/ Domains:

Blacklists can also be defined commonly  for the entire organization. The administrators can mark entire domains or specific email addresses as Blacklist domain/ Blacklist Email address. In these cases, even if the domain passes the SPF test, the email from that domain will be marked as Spam.

The administrator can control the delivery of emails based on his organizations requirements. 

  • Reject: To directly bounce back the emails, if the sending domain/ email address is present in the administrator defined Blacklist.
  • Quarantine:To move the email to the Spam Quarantine, for review by the administrator. 

 

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