While many email admins prefer to keep their messaging hygiene in their own datacenters, others who are looking to save money and reduce the amount of hardware in their datacenters should consider cloud anti-spam solutions. There are some great features in cloud anti-spam that can help admins and their systems, and, let’s not forget, our users. Here are five ways your users can benefit from cloud anti-spam:
1. Individual quarantine folders
The best cloud anti-spam solutions provide individual quarantine folders per recipient, making it easy for an admin to quickly parse, find and release a blocked message if necessary.
2. Self-service release of messages
Fortunately, admins who don’t want to deal with users’ spam don’t have to. Many cloud anti-spam solutions offer user self-service. Users can log onto the service provider’s web portal, see their own individual quarantine, and release their own blocked messages.
3. Individual summary reports
Each user in your organization can get their own email summary from your cloud anti-spam service that lists every message that was addressed to them and blocked by the service. Usually these reports show the sender, the date and time, the subject line, and attachments, which is enough for the user to determine if the message should be released or not. Many services let you send these multiple times per day if you wish, and often the summary will include a hyperlink so your users can release their own blocked messages if they choose without having to log onto a portal.
4. Deliver spam to the junk mail folder
Of course you may prefer to keep all your mail “in-house” and that is okay too. Look for cloud anti-spam providers that can integrate spam blocking with Outlook’s Junk Mail folder, so that users still get all their email, but the spam is automatically sorted into the right folder.
5. Outbound filtering
Often a user will send an email to a customer or other business contact and it never gets there. The recipient’s own systems flag the message as spam and block it, and days can go by before your user realizes their email never got to the recipient. With outbound filtering, you can check all of your users’ email to ensure that they send for qualities that would flag it as spam, and notify them, so they can clean it up, remove keywords or too many links, to reduce the chance that the message will be blocked at the recipient, and to know that they should follow up to make sure the email go through.
Cloud anti-spam is a great solution for those organizations who would like an alternative to on-premise anti-spam, as they can offload the work to a provider while benefitting from the same protection.
This guest post was provided by Casper Manes on behalf of GFI Software Ltd. GFI is a leading software developer that provides a single source for network administrators to address their network security, content security and messaging needs. Learn more about the benefits of using cloud anti-spam.
All product and company names herein may be trademarks of their respective owners.