Knowledgebase : Outbound Mail Flow
       
WHY OUTBOUND LIMITS? As a committed anti-spam product, Proofpoint Essentials cannot condone the use of our platform to send out bulk mail.  Most users respect our fair usage policy and instead use dedicated email marketing systems to send out their bulk...
Email size showing up in ProofPoint Essentials basically reflects overall size of the Email (including attachment) Emails get MIME encoded . The binary files are encoded to plain text and decoded on the recipient side. The result of this process is ov...
This article operates on the basis that the organization in question has an active account in Proofpoint Essentials, is using our inbound email service, and has its user email addresses registered in our Interface. IMPORTANT NOTE:  If you activate Essen...
Why do I keep getting a 554 5.7.1: Relay access denied [http://support.proofpointessentials.com/index.php?/Knowledgebase/Article/View/242/0/error-codes]? Proofpoint Essentials is a closed relay system. This means that all mail going through the Essentia...
ADDING LARGER CIDR RANGES TO PROOFPOINT ESSENTIALS Currently, Proofpoint Essentials only supports up to /24 CIDR ranges.  However, some 3rd party services such as MailChimp use larger ranges than we support.  In these cases you will need to break up the...
We recommend consulting your service provider or internal IT to set-up Blackberry Enterprise servers or the newly implemented OMA service from hosted Blackberry providers to work with the Proofpoint Essentials service. AUTO-FORWARDING TO AN EXTERNAL DOM...
Before jumping straight into the troubleshooting process, it is a good idea to gather some basic information about the problem. Taking a few minutes to better understand exactly how the mail flow issue is impacting the organization can help you to narrow ...
The bounceback is required to investigate the logs of the destination SMTP server. Problems of this nature are usually a poor quality SMTP server, a broken firewall or router in place between our servers and the destination server (dropping ICMP packets, ...
BOUNCES AND DEFERRALS TROUBLESHOOTING: DELIVERED: Messages that are sent through Proofpoint Essentials platform and are delivered. QUARANTINED: Message that are quarantined by one of the filters on the platform. * These messages can be released fr...
Proofpoint Essentials only processes email for domains and static IPs registered on our user interface. This is so we can safeguard against the security threat of being used as an open relay. As such auto-forwarding practices should be relayed using DNS...
When moving from one filtering service to another, or setting up for the first time, there are steps to include when setting up Proofpoint Essentials that may be forgotten outside of our standard steps. Remember to add in our IP ranges [http://support.p...
1. Navigate to Company Settings > Filters on the Proofpoint Essentials console 2. Create a New Filter with direction Inbound and give it a relevant name e.g. Geo IP Filter 3. With the scope at Company Level, use the following filter logic: IF Client IP C...
Problem: Disclaimers are not being appended to outbound emails despite being present in the Disclaimer section in the UI. Solution: This problem usually occurs when the disclaimers have been created and edited in Microsoft Word.  Microsoft word adds...
HOW DO I SETUP A DISCLAIMER FOR OUTBOUND EMAIL? When you avail of the Proofpoint Essentials Outbound Relay service, you can setup a bespoke disclaimer for all outbound email sent out from the registered organisation. Simply, Login to the Interface > C...
DOMAIN KEYS IDENTIFIED MAIL, OR DKIM,  is a standard that prevents email senders and recipients from spam, spoofing, and phishing.  This form of email authentication [https://www.sparkpost.com/resources/email-explained/email-authentication/]allows an orga...
For additional questions, please see the DLP FAQ [http://support.proofpointessentials.com/index.php?/Knowledgebase/Article/View/173/0/dlp---data-loss-prevention-faqs]. CREDIT CARD FALSE NEGATIVES Credit card dlp false negatives come primarily in the fo...
FREQUENTLY ASKED QUESTIONS (FAQ) Q. What packages is Data Loss Prevention included in?  * _ Data Loss Prevention is included in the Business, Advance and Professional package._  Q. How is Data Loss Prevention enabled?  * _Data Loss Prevention ca...
For additional questions, please see the DLP FAQ [http://support.proofpointessentials.com/index.php?/Knowledgebase/Article/View/173/34/dlp---data-loss-prevention-faqs]. CREATING A FILTER THAT USES A DICTIONARY * Once logged in, click on the Filters ...
For additional questions, please see the DLP FAQ [http://support.proofpointessentials.com/index.php?/Knowledgebase/Article/View/173/34/dlp---data-loss-prevention-faqs]. CREATING A FILTER THAT USES A SMART IDENTIFIER * Once logged in, click on the Fi...
For additional questions, please see the DLP FAQ [http://support.proofpointessentials.com/index.php?/Knowledgebase/Article/View/173/34/dlp---data-loss-prevention-faqs]. SSN GUIDE Fall into two formats. Formatted - Matches ###-##-#### Unformatted - ...
I'm having trouble sending/receiving emails with large attachments - does Proofpoint Essentials enforce a limit on email attachment sizes? STANDARD MESSAGING Proofpoint Essentials supports email attachments up to 100MB in size by default - however, many...
Proofpoint Essentials does filter outbound email for SPAM. If a message is not delivered it will be recorded in the Email Logs and can be released to the intended recipient. Please note that similar messages of this nature are likely to be quarantined in ...
This error occurs when the customer in question has the 'Enable email relay' option switched on and someone tries to send email to a recipient address that is not registered with Proofpoint Essentials AND the recipient domain is configured in Proofpoint E...
COMMON ERROR CODES DELIVERY SUMMARY: Any time you see, “_This message was rejected by its destination for reasons outside the control of Proofpoint Essentials, and got returned to the sender_”, this literally means that this is outside our control, and ...
When an outbound email has been blocked for delivery a notification email will be received informing the sender that their outbound email has been blocked for delivery The alert notification provides the sender with a summary of the email in question, s...
In addition to our monthly release schedule, Proofpoint is continuously enhancing the Essentials infrastructure for our customers. Maintenance windows are posted on our support site https://support.proofpointessentials.com [https://support.proofpointessen...
OVERVIEW This page describes TLS behavior from a Proofpoint Sender and Recipient point of view. In both cases below, we do recommend that the filters created be for the recipient TLS OUTBOUND This is the Proofpoint sender's perspective. Most custo...
DOMAINS Every Internet email address includes a domain, which specifies where mail should be sent. For instance, the address joe@mycompany.com directs a message to the user Joe in the domain mycompany.com. In order for a domain to receive filtering from ...
NOTE: This knowledgebase does not address misclassifications (i.e. Spam that got through or desired email that got caught) as there is a separate knowledgebase article for that. The Proofpoint Essentials Support Team will need specific details in order ...
How To View Email Header In Outlook The user of Microsoft Outlook can easily view complete email header that is attached to each email to get detailed information about the received email. As headers are not normally visible to a user in actual email. T...
_INBOUND / OUTBOUND UI STATS FOR USERS_ _HOW TO ACCESS:_ _Go to Users & Groups, here you will see you users displayed by Name/Email Address and following their Role/Aliases and Inbound/Outbound stats. _ _If it is a user your wishing to check their s...
Proofpoint Essentials does not support the Outbound relaying of any email traffic for domains which do not belong to our customers and which have not been preregistered for a customer.   As such Auto-forwarding messages should be relayed using DNS onl...
To ensure the ongoing health of our platform, Proofpoint Essentials imposes limits on the number of messages sent and received, the number of recipients per message and the size of a message. Look at the messages below to identify your problem and learn...
Customers who have configured a masquerade domain on a virtual SMTP server may experience problems sending outbound emails through the Proofpoint Essentials platform. Proofpoint Essentials does not support the use of masquerade domains - this is because e...
ISSUE: Receiving a bounce error or see in your logs: "IP Address is an open relay." NOTE: This issue confirms that your set-up for outbound relay is configured properly through the Proofpoint Essentials smarthost, otherwise you would not be seeing this ...
The following steps should be taken to route email outbound from Office 365 to Proofpoint Essentials CONFIGURE OUTBOUND RELAYING PROOFPOINT ESSENTIALS The following steps should be taken to route email outbound from Office 365 to Proofpoint Essentials ...
Proofpoint Essentials have implemented logic into our engines to help deal with the recent Dridex campaigns in which emails contain macro enabled attachments. This could cause some legitimate outbound emails to be marked and quarantined as spam. In or...
When an email cannot be delivered and is deferred for whatever reason, the platform will reattempt delivery of that email as below:   - Immediately, after the first failed attempt, then - Once per minute for 5 minutes, then - Every 10 minutes for ...
WHAT IS PROOFPOINT ESSENTIALS EMAIL MANAGEMENT PLATFORM? The service accepts and processes mail on behalf of its' subscribing customers. It passes safe traffic on and captures viruses, spam or any malicious content based on the unique set preferences of...
The Proofpoint Essentials MTA's will give a _550 user invalid_ response to email sent to or from an address that has been marked as Invalid by the SMTP Discovery service. _"550 5.7.1 RECIPIENT {OR SENDER} ADDRESS REJECTED: USER EMAIL ADDRESS IS MARKED A...
How do I retrieve internet headers from an email message? The following steps below explain how to provide the Support Team with email headers MICROSOFT OUTLOOK 2010 AND 2013 1.    DOUBLE CLICK the message to open it in a new window 2.    Click File ...
MICROSOFT REMOTE CONNECTIVITY ANALYZER The Microsoft Remote Connectivity Analyzer [https://testconnectivity.microsoft.com/] includes a Message Analyzer tool. Paste the message headers into the field provided and click ANALYZE HEADERS to produce the repor...
WHAT INFORMATION DO I NEED TO PROVIDE WHEN I REPORT A PROBLEM WITH EMAIL? The information required by the Proofpoint Essentials Support team differs depending on the delivery status of the email in question:    EMAIL HAS BEEN DELIVERED TO RECIPIENT ...
Reporting an email problem to Proofpoint Essentials Support requires a few pieces of information that will assist us in narrowing down and investigating the issue, or even just for us to make useful suggestions. NOTE: if this problem is regarding a misc...
Bulk sending is designed for users who need it for business-critical purposes, e.g. Recruitment consultants emailing individuals applying for a specific job(s), support users needing to update their users, accounts departments sending invoices, etc. Ple...
As of the release for May 2015, we no longer require individual or large filters for a safe or blocked sender. A new tab under Company Settings has been made named "SENDER LISTS." An individual list exists for Blocked or Safe senders.   MANUAL ADDING ...
SENDING TO DISTRIBUTION GROUPS WITH EXTERNAL DOMAIN RECIPIENTS Proofpoint Essentials does not currently support the Outbound Relaying of mail to external domain recipients in a distribution group being sent to. An external recipient consists of an email...
In short, this can be done using the 'Status' column in the Email Logs section of the Proofpoint Essentials Interface. Note: Silent users do not have permission to log into the interface, hence cannot perform this action. Please contact your admin to re...
VERIFY THE FOLLOWING: * THE OUTBOUND RELAY FEATURE IS ENABLED FOR THE COMPANY. 1. Log in to the Proofpoint Essentials user interface 2. Type the customer name into the search bar (top header) 3. Click on Company Settings 4. Click on Features 5. Check t...
UNDERSTANDING MESSAGE HEADER INFORMATION RETURN-PATH: The return-path email header Outlook is mainly used for bounces. It describes the return-path of the message, where the message needs to be delivered or how one can reach to message sender. If the me...
Messages processed through Proofpoint Essentials go through various stages in a particular order which is outlined below for both inbound and outbound. INBOUND MAIL FLOW: * PDR - Proofpoint Dynamic Reputation [http://support.proofpointessentials.com...
Proofpoint Essentials Filters will allow you to search for word(s) within parts of the message, including the Email Subject, Email Headers, Email Message Contents, and the entire Raw Email (up to 10,000 lines.)  The Raw Email option will be reviewing all ...