Spam in Executive Email

John Crawford
John Crawford used Ask the Experts™
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Key VP of Sales is receiving large amounts of Junk Email. Company owners want his email filtered out. What can an IT guy do? We have a standard hosted email like everyone else. Do I have to get EXchange Server? I don't even know if there is any advantage to that, Exchange Server does not have any advanced features for filtering??

Once of the owners asked me "Do we need to hire someone to go through the VP's email every day to manually go through every email?"

Is he right? CDW told me about Trend Micro, but i dont know if this is the solution. Actually it does not appear a solution exists except to hire someone, is this really the case??
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AmitIT Architect
Distinguished Expert 2017

Commented:
You have several queries in one question. First, if you are new to messaging technology, then i advise you to get an Messaging Architect, who can help you in setting up, proper spam filter solution.

Apart from that, if you are having some or advance experience in messaging technology. Then below is my advise. You implement two level of spam filter solution.

1) On-Premises: You can check Brightmail Gateway or Trend Micro or Mail Marshal.
2) Cloud based: Message Labs or Proof point or MS EOP with ATP.

I gave the best one widely used.

Next, you can block sending OOO to external users. That is one way hackers find mail address. Also, you need to advise your VP or user, not to use company mail address on public platform to register etc.

Finally,  you need to play major role in filtering spam, by creating rules and blocking unwanted mails. Note: A mail which is spam for you can be legit for someone else.
John CrawfordIT Administrator

Author

Commented:
Ive been using computers for almost 20 years, email is now the main communication method for the company I work for. When I did enterprise work they used Lotus Notes: Now I am using Salesforce (I know Sales force has internal email, but not good) I just need a simple solution, I see Symantec and others are doing sales pitches for appliances and cloud based. This is for 2 executives, one of the them is a critical salesperson, there can be no time wasted going through email. What is OOO?
John CrawfordIT Administrator

Author

Commented:
Out of Office?
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AmitIT Architect
Distinguished Expert 2017

Commented:
Yes, Out of Office.
Sjef BosmanGroupware Consultant

Commented:
Just a personal opinion: I have all my external mails routed through Gmail, and its anti-spam is 99% correct, some false positives, some false negatives. Once a week I browse the spam folder on Gmail (web).
Top Rated Freelancer on MS Technologies
Awarded 2018
Distinguished Expert 2018
Commented:
There is something that you can do.

For free:
1. Enforce your SPF txt records.
2. Use DKIM in your emails.
3. Set a DMARC with 100% rejected emails and put an email to get dmarc.

Paying.
1. Get an antispam filtering service
2. Get an appliance of emails

For example
Dr. KlahnPrincipal Software Engineer

Commented:
If your company is located in the US and only does business within the US, then reject all port 25 connections coming from outside the US.  This is severe but it'll cut the spam by over 80%.

Then use a feedback filter such as CRM that allows forwarding spam back into the filter.  It will quickly learn what this week's spam looks like and cut most of that off as well.

Finally, change the executive email addresses every six months.  Having a static email address that is known be attached to an executive at your company is hanging out a big red target that says "SHOOT AT ME I'LL BE HERE FOREVER."
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Just get a Top Notch Spam Filter. I do this and my clients do this. Very little spam. Same experience as Sjef above.

As you asked / noted, do not waste time on this, just filter it out with a really good spam filter.

I see email from myknownfriend@anywhere.com in Spam because it was spoofed and in my Inbox because it was correct. "Same" sender (not really) and the spam filter separates the good from bad.
John CrawfordIT Administrator

Author

Commented:
Amit

Any thoughts on SpamTitan or is that just another spam service as with the others?
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
I have not use the above. Barracuda makes a good spam filter.
AmitIT Architect
Distinguished Expert 2017

Commented:
You can test SpamTitan. Any good spam filter would be good to reduce spams.

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