How do I use ProofPoint anti-spam software at the GC This FAQ contains: ProofPoint Login instructions Introduction to ProofPoint web interface component Views available in Proofpoint ProofPoint Web Interface Actions Introduction to ProofPoint Digest ProofPoint Digest Actions Manage my ProofPoint Account Access Proofpoint To access Proofpoint, you can go to https://proofmaster.gc.cuny.edu:10020/ or click the Manage My Account link that is provided in your Proofpoint digest e-mail (Fig. 1). Fig.1. Manage My Account link in a Proofpoint Digest e-mail The Proofpoint Login Screen Once you click the Manage My Account link, the Proofpoint login screen will appear (Fig. 2). Enter your full username (johndoe@gc.cuny.edu) using the correct letter case. Fig.2. Proofpoint login screen The Proofpoint Web Interface When you log into Proofpoint, the Proofpoint Web Interface will appear (Fig. 3). Using the tools and options in this screen, you can manage all incoming e-mails that are concern-worthy, safe or blocked. Page 1 of 9
Fig.3. Proofpoint Web Interface ProofpointWeb Interface Components Toolbars, panes, views, lists, and links are all components which are provided in the Proofpoint Web Interface. This section describes each one and how to use them. Proofpoint Toolbar The Proofpoint toolbar is located at the top of the Proofpoint Web Interface. It provides four command buttons: New, Edit and Delete and Options (Fig. 4), which enable you to make changes in your Proofpoint account. Fig.4. Proofpoint Web Interface New - Use the New button to add e-mail addresses to one of the lists (Safe Sender\Blocked Senders list). 1. Click the list to which you desire to add an email address entry. 2. Enter the email address in the textbox that appears. 3. Click the Save button. Edit - Use the Edit button to make changes to an e-mail address entry. 1. Click the list that contains the e-mail address entry you wish to change. 2. Select the e-mail address entry. 3. Click the Edit button and make the desired changes. 4. Click the Update button to apply the changes. Delete - Enables you to remove an E-mail to from your Safe Senders (or Blocked Senders) List. 1. Select the list from which you wish to remove an e-mail address. 2. Select the desired e-mail. 3. Click the Delete button. Page 2 of 9
Options - Allows you to select or unselect all entries in a list, which is helpful if you have a long list and you want to clean it out. (Fig. 4a.) If you make changes and wish to update the screen, you can use the Refresh option. If you wish to receive an e-mail containing an updated summary, you can choose the Request Digest option. Fig. 4a. Options Menu Navigation Pane The Navigation Pane provides button links to the Lists, Quarantine and Profile views allowing you to easily move around in your account. It is located in the left column of the Proofpoint Web Interface. Contents Pane The Contents Pane displays the contents of the item you select in the Navigation Pane. For example, if you click the Quarantine view, the information pertaining to that view will display. By default, the contents of the Safe Senders list are displayed when you first log in. Proofpoint Views Lists View The Lists view includes 2 lists (Fig. 5): a) Safe Senders list - includes only e-mail addresses from which you deem it is always safe to receive messages. b) Blocked Senders list - includes only e-mail addresses you do not wish to receive messages from or that are never safe. You can add, change or remove e-mail addresses to and from these lists by using the New, Edit, and Delete buttons on the toolbar. Page 3 of 9
Fig.5. Safe Senders List and Blocked Senders List Profile View The Profile view (Fig. 6) allows you to change your profile settings such as: the condition that determines when you should receive an End User Digest e-mail, language preference, or how to apply spam detection. Fig.6.The Profile View Quarantine View The Quarantine view (Fig. 7) displays any suspicious e-mails that have been quarantined. If you don't have any in your account it will indicate that there are none to show. Page 4 of 9
Fig.7.The Quarantine View What actions can I take in the Proofpoint Web Interface? You can ensure that certain e-mails always access your inbox by adding the sender to your Safe Sender's list. In contrast, you can avoid e-mails from unwanted senders, by adding those senders to your Blocked Sender's list. You can also view and manage quarantined messages and audited messages. Add an e-mail to the Safe Sender's List 1. Click the Safe Sender's list. 2. On the Proofpoint toolbar, click the New button, and then enter the desired e-mail address. 3. Click the Save button when you are done. Add an e-mail address to the Blocked Senders list 1. Click the Blocked Sender's list. 2. On the Proofpoint toolbar, click the New button, and then enter the undesired e-mail address. 3. Click the Save button when you are done. Edit your Preferences and Settings 1. Switch to the Profile view. (To do so, click the Profile button in the Navigation pane.) 2. Click the Settings link (left pane), and change the desired options in the My Settings section (right pane). 3. Click the Save button. View and Take Action in the Quarantine Folder The Quarantine folder allows you to safely view the author, subject and content of suspicious e-mails when you click them using a preview pane. You can use the Quarantine toolbar (Fig. 8) to edit the status of a quarantined e-mail. Fig.8. Quarantine toolbar 1. Click the check box next to the quarantined e-mail to select it (Fig. 9). Fig.9. Checkbox to quarantine an e-mail 2. Click the button that represents the action you wish to apply to that e-mail. 3. Click the Save button. Page 5 of 9
Quarantine Toolbar Commands Find - search for a quarantined e-mail using a keyword. Report Phish - alert the Proofpoint server that the sender of the selected e-mail is attempting to 'phish' information from you. Not Spam - alert the Proofpoint server that an e-mail address is not spam, and is safe to receive. Release - release an e-mail from Quarantine and allow it to go to your Inbox. Delete - delete an-mail from the Quarantine list. Safe list - add an email address to your Safe list. Options - refresh the screen to show latest changes, or request an End User Digest email, or unselect all that is selected, or delete all selected. View and Take Action in the Audit Messages Folder The Audit Messages folder allows you to tell Proofpoint about e-mails that you have determined to be suspicious although they may be listed as 'OK' by Proofpoint. You can use the Audit toolbar (Fig. 10) to report an audited e-mail as Spam or Phish to the Proofpoint server, or add its sender to your Blocked Senders list. Fig.10. Audit toolbar 1. Click the Quarantine button on the Navigation pane (left). 2. Click the Audit Messages link. 3. Click the check box next to the audited e-mail to select it. 4. On the Audit toolbar, click the button that represents the action you wish to apply to that e-mail. 5. Click the Save button. Audit Message Toolbar Commands Find - search for a quarantined e-mail using a keyword. Report Phish - alert the Proofpoint server of e-mails attempting to 'phish' information from you. Block list - add the sender of the selected e-mail to your Blocked Sender's list. Report Spam - alert the Proofpoint server that the sender of the selected e-mail is a source of spam. Options - Refresh the screen to show latest changes, or request an End User Digest email. What is the Proofpoint Digest? The Proofpoint Digest (Fig. 11) is an auto-generated e-mail you will receive in your Outlook inbox from your Proofpoint account in the event that one or more emails sent to you have been quarantined. It can also be manually requested from the Audit Messages Toolbar by clicking the Options button and selecting Request Digest. The Proofpoint Digest contains a list of valid e-mails that Proofpoint has determined to be 'safe' so that you can review and save them. This is called auditing messages. If you find an e-mail that is spam or a suspecting phishing e-mail, then you can click the Spam or Phish link that is provided above that e-mail. Subsequently, the sender of that e-mail will be added to the Blocked Sender's List. Below is a sample Proofpoint Digest e-mail: Page 6 of 9
Fig.11. Proofpoint Digest e-mail Note: Proofpoint occasionally sees legitimate bulk e-mail as spam. You can examine items on the list and take further action if desired. If all items in your digest are spam, no action is needed. You can manage your Proofpoint account by using links in the digest that will direct you to the Proofpoint server, or you can visit https://proofmaster.gc.cuny.edu:10020. Please remember to login with your full GC username (johndoe@gc.cuny.edu) and password combination. What actions can I perform with the Proofpoint Digest? The Proofpoint digest not only provides a convenient summary regarding e-mails that have entered your inbox, but also includes several links that allow you to perform a variety of actions pertaining to your Proofpoint account. Request New End User Digest You can manually request a digest at any time, however, if an e-mail that is sent to you is quarantined, you will automatically receive a digest (on the following Sunday after the date the email was sent). To manually request a digest, you may open a previous Proofpoint End User Digest e-mail and click the Request New End User Digest link (Fig. 12). Page 7 of 9
Fig.12. Request New End User Digest link Request Safe/Blocked Senders list Fig.13. Request Safe/Blocked Senders List link Click the Request Safe/Blocked Senders list link provided within the Proofpoint End User Digest e- mail (Fig. 13). A Proofpoint Summary e-mail will immediately arrive in your Inbox, displaying your Safe Senders and Block Senders lists (Fig. 14). 2. Click the Add or Delete links to add or remove email addresses from either list. Fig.14. Add and Delete links in the Proofpoint Digest e-mail Manage My Account You can quickly and conveniently access your Proofpoint account directly from Outlook and perform any of the actions available in Proofpoint. Click the Manage My Account link provided within the Proofpoint End User Digest e-mail (Fig. 15). Your Proofpoint account will open immediately in a new browser window. Fig.15. Manage My Account link Page 8 of 9
View Audited Messages The Proofpoint End Digest e-mail also includes a list of the most recently audited messages that have entered your inbox (Fig. 16). Using the links provided, you can directly report spam or phish if you recognize one of these emails as such. Click the Report Spam link or the Report Phish link above a suspicious e-mail. Fig.16. Report Spam and Report Phish links Access Help and More Information for Using Proofpoint If you wish to learn more about Proofpoint and its features you can access the Proofpoint Help documentation. Click the information on using Proofpoint, click the FAQ link in the End User Digest e-mail (Fig. 17) or contact IT services: IT Services (formerly The Help Desk) should be your first point of contact for technical assistance. You may contact us by sending an email to itservices@gc.cuny.edu or by visiting our online selfservice portal available 24/7. The self-service portal will allow you to request assistance from IT via a simple web form. Emergency calls are received between the hours of 9:00 am 5:00 pm at 212-817-7300. At the bottom of the digest email, click the here link to be directed to a ProofPoint FAQ.F 17. Help link Page 9 of 9 Last Updated: September 1, 2015