University Computing Services

Spam filter FAQ

Note: this is an updated version of the old FAQ.

I keep getting spam! Is the spam filter not working?

It's impossible to block all spam. We filter incoming messages with an email appliance from Sophos, one of the largest computer security companies in the world. It is updated automatically every day. Unfortunately, no spam filter can be perfect; since spamming is such a profitable industry, spammers continually change their methods to stay a step ahead of filtering technology so they can keep raking in the bucks from gullible consumers.

How does the spam filter work?

First, the email appliance checks all email against a list of known viruses, and if a virus is found, the message is deleted. Sometimes the filter sends a warning on to the original recipient as well (more on that later.) The appliance then uses several tests to determine the percentage chance that any given message is spam. Various actions can be taken based on the results of those tests; a message can be deleted, quarantined, delivered to the recipient with a warning attached, or delivered to the recipient as-is. UCS can configure the conditions under which the appliance will take any of these actions.

Currently, if a message is considered to be at least sixty percent likely to be spam, it is quarantined and not delivered. Otherwise, it is sent along to the recipient. Originally we set this threshold at eighty percent, but it has been sixty for over three years now.

I got a message that said [PMX: Virus] in the subject line! Should I forward it to virusinfo@wou.edu?

If you see that warning in a subject line, this means that the email appliance has already detected and removed the virus. There is no need to forward the message to UCS; we already have a record of it in the appliance's detection logs. Normally you'll never see this warning, since the vast majority of virus messages are simply discarded. You can safely delete it if you see it.

I was expecting a message, but it didn't show up! How do I check if the spam filter mistakenly quarantined it?

This is rare, but does sometimes happen. Go to http://www.wou.edu/spam-manager. If you see a security certificate warning, that is OK; just click through it. Use your WOU Pawprint username (not your full email address) and password to log in. After logging in, you will see the list of quarantined messages to your account. If you see one that should not have been blocked, check the box next to it and then click the Deliver Message button. Note that quarantined messages are automatically deleted after two weeks.

What if I'm going on vacation and don't want my quarantined messages deleted after two weeks?

In the Options page of the spam manager, you can set a hold date for your quarantine area; messages will not be deleted until two weeks after that date.

What if legitimate email from a specific list or sender is consistently blocked?

In the spam manager, click the link for "Approved Senders." You will be able to enter specific email addresses whose messages to you will be delivered even if they normally would have been blocked; only virus checking will be done on messages to you from that sender. Also, you can use wildcards to approve an entire domain; for instance, "*@wou.edu" will allow a message sent from any address at WOU to reach you. This is just an example; messages sent from other WOU addresses are not considered to be spam. Also note that you can enter specific addresses or domains whose messages to you will always be blocked, even if they wouldn't otherwise be considered spam.

I keep getting spam from the same address! How do I stop it?

Log into the spam manager, and click "Blocked Senders" on the left-side menu. Assuming this is the first time you have done this, you will see an empty list with an "Add Sender" button. Click that button and you will see a form where you can add the address you want to block. After you submit the form, all email from that address to your WOU address will be blocked.

Does WOU use the email appliance to monitor the content of my emails? Is my privacy at risk?

We will only scan for spam and viruses, not for specific content. Note that only incoming messages will be scanned; outgoing messages will not go through the filter unless they are sent to other WOU addresses.

Are messages scanned for offensive language?

No. the email appliance is configured by default to do this, but we have turned off that feature. Messages will not be blocked solely because of offensive language. The vast majority of spam is detected and blocked even without this type of scanning.

What if I have more questions?

Send technical questions about the spam filter to the UCS help desk at ucshelpdesk@wou.edu; send policy questions, complaints, suggestions, praise, and any other feedback to virusinfo@wou.edu.

Contact

University Computing Services 503-838-8154 | or e-mail: webmaster@wou.edu