Knowledgebase : Inbound 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...
The Proofpoint Essentials default Spam settings should be suitable for most situations, but there are cases where some manual influence can help the system in making better decisions.  For example, marketing newsletters can be problematic in that the engi...
QUESTION: What is the difference between Spam and Opt-in Email? ANSWER: Customer-submitted messages help us to improve our spam models by providing us access to a wide variety of spam and valid mail data. Sometimes, customers are not certain whether a...
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...
Redirecting customers MX records to point towards Proofpoint Essentials is crucial to the successful deployment of the solution and ensures all email is both filtered and delivered. Since we cannot do this for you, it will be necessary to contact your h...
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...
This rule is designed to quarantine external inbound message that appear to come from your organization. This tool will only work if you deliver your internal e-mail from your domain locally. If you receive e-mail from an external source using your domain...
ATTACHMENT TYPES BLOCKED BY DEFAULT: Proofpoint Essentials outright blocks certain attachment types and these emails will not be delivered to the end user's mailbox through our spam and virus filtering  Which Attachment Types will be Blocked by Defaul...
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 ...
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...
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...
Occasionally a customer will report suddenly being bombarded by hundreds of unsolicited email messages - possibly even in other languages. This typically indicates that the customer is  the unfortunate victim of what is sometimes called an "email bomb" or...
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 150MB in size by default - however, many...
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...
Email spoofing is the creation of email messages with a forged sender address. It is easy to do because the core protocols do not have any mechanism for authentication. It can be accomplished from within a LAN(Local Area Network) or from an external envir...
Once an account is completely setup on Proofpoint Essentials User Interface according to the getting started guide found, the partners/customers should wait until the top of the 30 minutes for the changes to update across Proofpoint Essentials Network bef...
If you have a form (using PHP/ASP/etc) on your website that is configured to send a message to your email account, but you never receive mail from your website's form, please perform the following tests: *     Send a message to your email account from...
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 ...
To quarantine certain types of attachments that have been encrypted you can use the following filter criteria: Company Settings>Filters Create an Inbound filter with the following logic: If Attachment Name IS *.zip AND Attachment Type IS Undeciphe...
Issue : Emails sent inbound to a distribution list are showing delivered within Proofpoint Essentials but not reaching the distribution list. Resolution : Within exchange under the Distribution list properties there is a parameter that needs to be modif...
Remember to enter/edit Page Settings (Summary text, Stage classification, tags) and Page Restrictions as required. OVERVIEW Google may route "internal" mail externally causing an issue with Proofpoint Essential's spoof protection. There are two options...
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...
SITUATION The following steps should be taken to route email from Proofpoint Essentials to Office 365.  These steps will help you provision/setup mail-flow for the first time. SOLUTION * Configure Proofpoint Essentials * Register domain wit...
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...
If Proofpoint Essentials users are unable to receive email from certain email addresses, it is most likely an issue with the sending mail server. However there are a few possible areas where this may be a configuration issue on the Proofpoint Essentials p...
The Inbound sender DNS check option provides an additional layer of protection against spam and helps ensure that inbound messages that might not have a destination to bounce to are not allowed in. The proper step to address this is to get the sender to p...
WEB FORM MESSAGES NOT RECEIVED We have frequent issues with web form messages not coming into the Proofpoint Essentials service. One of the key statements is: "This works to any other recipient, just not my domain name." We ask that you check these ...
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...
WHAT IS BULK EMAIL? Email that is sent to a large list of recipients who have either directly or passively agreed to receive communications from the sender or senders. Proofpoint Essentials does not ordinarily quarantine legitimate bulk-email. In some c...
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...
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 ...
Proofpoint Essentials now offers protection against impostor email threats (also known as spoofing), business email compromise or CEO fraud. Suspected imposter emails are identified as inbound messages from the internet where the “from” domain is one of t...
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...
Some customers may notice that the Proofpoint Essentials 'Easy-spam-disclaimer' footer is not added to some inbound emails, despite being enabled for the user/company in question. Three scenarios exist where the footer will not appear on an inbound emai...
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...
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 ...
Proofpoint Essentials is powered by Proofpoint’s MLX machine learning technology. This solution examines and filters millions of possible spam attributes in every email including message envelope headers and structure, email images, email sender reputatio...
As part of the Proofpoint Essentials spam scanning, the senders SPF record can contribute to the overall spam score of the message. Proofpoint Essentials does not block an email outright for SPF entry. This is because there are a large number of domains t...
WHAT IS SPOOLING ALERTS? A spooling alert is a notification that is sent to designated contacts when there is a problem with an organizations email queues. An alert notification is sent if queues exceed a pre-defined threshold. An all-clear notification ...
_UI LOGS SAY “DELIVERED” BUT EMAIL IS NOT IN MY INBOX_ _ _ _When looking in your Proofpoint Essential Logs, and you see an email that has a STATUS of “Delivered” but it is not in your inbox. There are a few things to check:_ _ _ _ Click on the “De...
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...
SITUATION Emails were delivering normally then stop unexpectedly. * Looking at the log it says: _"550 5.7.1 RECIPIENT {OR SENDER} ADDRESS REJECTED: USER EMAIL ADDRESS IS MARKED AS INVALID"_ * I cannot find user account in the logs, but user was r...
Proofpoint Essentials filters email for viruses and spam, along with some admin/user defined rules. The service is cloud based (no on premise hardware) and acts as a go-between the internet and your mail server. This is accomplished by modifying the mail ...
Once a new user has been registered on the system, the user would typically receive a welcome email containing their login details for the Proofpoint Essentials Interface. If they have not received a welcome email it may be because your default new user...
SITUATION Emails being delivered to Office 365 are getting rejected do to SPF check. Office 365 is seeing the IP of Proofpoint Essentials as the sending server's IP. SOLUTION 1. Disable SPF check on Office 365 or 2. Add SPF record as recomm...
Winmail.dat Attachment – Unable to open _WHAT IS WINMAIL.DAT?_ _A winmail.dat is a file that can be referred to as a TNEF file. (_Transport Neutral Encapsulation Format) and is a term for the format that Outlook utilizes. _This a file format that is...