Article Series Table of content | Click to Expand
- My E-mail appears as a spam – Introduction | Office 365 | Part 1#17
- Internal spam in Office 365 – Introduction | Part 2#17
- Internal spam in Office 365 – Introduction | Part 3#17
- Commercial E-mail – Using the right tools | Office 365 | Part 4#17
- My E-mail appears as spam | The 7 major reasons | Part 5#17
- My E-mail appears as spam | The 7 major reasons | Part 6#17
- What is SPF record good for? | Part 7#17
- Implementing SPF record | Part 8#17
- High Risk Delivery Pool and Exchange Online | Part 9#17
- High Risk Delivery Pool and Exchange Online | Part 10#17
- My E-mail appears as spam – Troubleshooting path | Part 11#17
- My E-mail appears as spam | Troubleshooting – Domain name and E-mail content | Part 12#17
- My E-mail appears as spam | Troubleshooting – Mail server | Part 13#17
- My E-mail appears as spam | Troubleshooting – Mail server | Part 14#17
- My E-mail appears as spam | Troubleshooting – Mail server | Part 15#17
- De-list your organization from a blacklist | My E-mail appears as spam | Part 16#17
- Dealing and avoiding internal spam | Best practices | Part 17#17
Now let’s be realistic, I doubt that my reader will relay read all the article series (I know about such as a reader, who lives in northern Malaya Mountains, but as far as I know, he passed away last year at age 103).
The purpose of the current article is – provide you, a short checklist for all the steps and the operation that relates to a scenario of – internal \ outbound spam.
Avoid from using Office 365 and Exchange Online as a platform for a commercial E-mail.
In case that your organization makes extensive use of commercial E-mail, “respect” that businesses need, by using a dedicated platform that was created for this purpose, provides the required tools, log, report, etc.
Obedience to the laws of E-mail
Learn about all the “do and don’t do” rules, that related to E-mail-based communications. Educate your organization user about how to write E-mail in the “right way” for preventing unwanted future scenarios, in which their E-mail be identified as spam \ junk mail.
Prevention and preemptive actions
Exchange Online – outbound spam
Use the Exchange Online – outbound spam feature
The Exchange Online – outbound spam feature enables us to be immediately notified about a scenario, in which Exchange Online and EOP identified e-mail that sent out by our organization user as a potential spam \ junk mail.
Blacklist monitoring services
Consider purchasing blacklist monitoring services. Yes, it cost money!
What is the business risk of not having this type of services?
In case that your organization appears is blacklisted, what is the “costs” that involved in this scenario?
Internal spam troubleshooting methodology
Plan, write and use a predefined internal spam troubleshooting methodology.
When you become aware of a possible event of internal \ outbound spam, don’t get panic, throw everything you have in hands and try to cross the border to Mexico!
You can use the Outbound spam – troubleshooting checklist document that I have prepared as an example or baseline for a troubleshooting document that related to internal \ outbound spam scenarios.
The most important step is to find out whether your domain name appears as blacklisted. In case that this is the scenario, implement all the required steps for de-list your domain name from the blacklist.
Immediately afterward, start an internal investigation to be able to locate the particular reason and the sequence of events that lead to this scenario.
In case that the scope of the internal \ outbound spam is not related to your domain name, the next step will be to verify if the scope is related to a particular E-mail message content or a specific organization E-mail address.
In 90% of the cases, the issue relates to an E-mail content that poorly written.
Implement the required troubleshooting steps that will help you the point the particular cause and instruct your users how to avoid such scenarios.
In case that you eliminate all the causes that relate to “your side equation,” understand that you will have to get some help from the “other side.”
The fact that you are Office 365 customers and that the Exchange Online infrastructure is a Microsoft mail infrastructure, will not help you in any way in a scenario in which the problem related to the “other side.”
In simple words:
In case that the “other side” (the destination external recipient or the destination mail server) “decide” to identify E-mail that sent from your organization as spam \ junk mail, the “element” that you need to contact is not the Office 365 technical support, but instead, a representative from the “other side”, that will help you to “figure out” the reason for identifying mail that comes from your organization as spam \ junk mail.
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