EOP

WTS has migrated from Spamtrap to Office 365 EOP as of February 27, 2022.

Western’s previous anti-spam provider has announced an end of life for the software that supports Spamtrap. WTS has migrated to Microsoft’s Exchange Online Protection (EOP), which integrates seamlessly with Office 365 mail, providing a similar look and feel to platforms like Gmail or Outlook.com.

Every time an external email is sent to your Western address, EOP evaluates the email based on its likelihood of being spam, phishing, or malware.

Emails that may be spam go to your Junk Email folder, which is accessed directly from Outlook. This should be checked more often, since some of these emails may be legitimate.

Spam that presents a higher risk is held in your Quarantine, which is accessed from a separate website similar to Spamtrap. This can be checked less often, since these emails are much more likely to be spam.

Frequently Asked Questions

Where do I find my Junk Email and Quarantine?

Your Junk Email folder is built directly into Outlook. It can be accessed alongside your other folders using the Outlook desktop application or Outlook on the web at https://myoffice.uwo.ca. We recommend right clicking this folder and selecting “Add to favorites”, so it easily accessible in the future.

Your Quarantine can be accessed at https://security.microsoft.com/quarantine. It is also directly linked in the regular Quarantine reminder email.

What do I do if a legitimate email goes to my Junk Email or Quarantine?

You can mark a sender or domain as Safe in Outlook, which sends all their future emails to your Inbox.

Please refer to the Add a Safe Sender section below for step-by-step instructions.

What do I do if I receive a spam email in my Inbox?

You can mark a sender or domain as Blocked in Outlook, which sends all their future emails to your Junk Email folder.

Please refer to the Add a Blocked Sender section below for step-by-step instructions.

What is the difference between Junk Email and Quarantine?

Junk Email

  • Destination for lower-scoring spam
  • Should be checked regularly for legitimate emails
  • Emails are held for 180 days, then deleted
  • Staff & Faculty will receive a weekly email reminder for 2 months after migration

Quarantine

  • Destination for higher scoring spam
  • Can be checked less frequently, since quarantined messages are more likely to be spam
  • Emails are held for 30 days, then deleted
  • Staff, Faculty & Students receive an email alerting them of new quarantined emails every 3 days

Will I receive a reminder if an email is flagged as spam?

Junk Email

For the first 2 months after migration, every Monday, Staff & Faculty will receive an email reminder to check their Junk Email folder for new messages. After this period, you will not receive a reminder about checking the Junk Email folder.

We recommend right clicking this folder and selecting Add to favorites, so it easily accessible in the future.

Quarantine

Every 3 days, you will receive an automatic email alert to notify you when new messages have been caught in the Quarantine. If no new messages have been caught since your last reminder, you will not receive a new email alert.

What happens to Spamtrap after the migration?

After the migration, Spamtrap will no longer be scanning or holding new incoming emails. However, Spamtrap will remain online for two months, so you can continue to access it to review your Allowed & Blocked senders, or release any final emails caught by Spamtrap.

Please note that when you release an email out of Spamtrap after the migration, there is a chance that EOP will still mark the message as spam. Check your Junk Email folder if you don’t receive an email released from Spamtrap.

Spamtrap will be permanently shut down on May 1, 2022. After this date it will no longer be accessible, and all Allowed & Blocked sender information will be deleted.

Why do I receive a "You don't often get email from..." banner?

EOP displays a "You don't often get email from sender@domain.com. Learn why this is important." banner on emails from new external senders.

Once you receive a few emails from that sender, this banner will disappear.

This feature is only in place as of February 27, so you may see this banner displayed for senders that you had prior communications with before the EOP migration.

Is it possible to deactivate EOP?

There is no way to completely deactivate EOP’s spam-scanning.

Through the creation of Safe Sender rules, you can better manage incoming email to ensure that you receive the emails you want to receive, while protecting yourself and Western from malware, phishing attempts, and other ill-intentioned emails.

Please refer to the Add a Safe Sender section below for step-by-step instructions on setting up Safe Senders.

Managing Junk Email & Quarantine

Add a Safe Sender

Emails from Safe Senders are automatically sent to your Inbox.

Add a Safe Sender in Outlook on the Web

If a legitimate email is sent to your Junk Email folder, click on it, then select Not junk from the top navigation. This sends it to your inbox and automatically marks the sender as Safe.

Alternatively, you can manually add safe senders with these steps:

  1. Log into https://myoffice.uwo.ca and open Outlook
  2. Select the Settings gear icon in the top right corner > View all Outlook settings
  3. Select Junk Email
  4. Under Safe senders and domains, select Add, then type a Sender (username@example.com) or a Domain (@example.com)
  5. Press Enter when finished typing, then click Save to finalize

 

Add a Safe sender in Outlook on Windows

If a legitimate email is sent to your Junk Email folder, click on it, select the Junk dropdown from the top-left navigation > Never block sender. This sends it to your inbox and automatically marks the sender as Safe.

Alternatively, you can manually add safe senders with these steps:

  1. Select the Junk dropdown from the top-left navigation
  2. Select Junk E-mail Options
  3. Navigate to the Safe Senders tab
  4. Select Add, then type a Sender (username@example.com) or a Domain (@example.com)
  5. Press Enter when finished typing, then click OK to finalize

Add a Blocked Sender

Emails from Blocked Senders are automatically sent to your Junk Email folder.

Add a Blocked Sender in Outlook on the Web

If a spam email is sent to your Inbox, click on it, then select the Junk dropdown > Junk. This sends it to your Junk Email folder and automatically marks the sender as Blocked.

Alternatively, you can manually add blocked senders with these steps:

  1. Log into https://myoffice.uwo.ca and open Outlook
  2. Select the Settings gear icon in the top right corner > View all Outlook settings
  3. Select Junk Email
  4. Under Blocked senders and domains, select Add, then type a Sender (username@example.com) or a Domain (@example.com)
  5. Press Enter when finishing typing, then click Save to finalize

 

Add a Blocked Sender in Outlook on Windows

If a spam email is sent to your Inbox, click on it, select the Junk dropdown from the top-left navigation > Block sender. This sends it to your Junk Email folder and automatically marks the sender as Blocked.

Alternatively, you can manually add blocked senders with these steps:

  1. Select the Junk dropdown from the top-left navigation
  2. Select Junk E-mail Options
  3. Navigate to the Blocked Senders tab
  4. Select Add, then type a Sender (username@example.com) or a Domain (@example.com)
  5. Press Enter when finished typing, then click OK to finalize

Safe Sender & Blocked Sender limitations

You can only add a maximum of 1000 Safe Senders, and 500 Blocked Senders.

If a Safe Sender's email is qualified as extremely high risk (e.g., detected as containing malware), their email will not be received.

Managing your Quarantine

Your Quarantine can be accessed at https://security.microsoft.com/quarantine

Release an email from Quarantine

  1. Log into the Quarantine at https://security.microsoft.com/quarantine
  2. Click on the email you want to release
  3. Select Release email
  4. Select Release message to finalize
  5. The email will be sent to your Inbox shortly

Delete an email from Quarantine

Quarantined emails are automatically deleted after 30 days - you can check their expiry date under the Expires field in the top navigation. To manually delete an email:

  1. Log into the Quarantine at https://security.microsoft.com/quarantine
  2. Click on the email you want to delete
  3. Click the 3 dots in the top-right corner of the message popup
  4. Select Delete from quarantine
  5. Select Continue to finalize and delete

Migrating rules from Spamtrap to Outlook

Please note that importing Allowed & Blocked Senders from Spamtrap to Outlook is an optional process. It can only be performed on Outlook for Windows, and there are many steps involved when manually formatting your Spamtrap rules to bring them into Outlook.

If you opt to import your rules, it is heavily recommend that you follow the step-by-step walkthrough video below.

Exporting rules from Spamtrap

  1. Log into https://spamtrap.uwo.ca/canit/export-rules.php
  2. Check Sender Rules & Domain Rules, then Export Objects as Downloadable CSV to export all of your rules

Importing rules into Outlook

Rules are imported as a txt file, with one Sender or Domain per line. You will need one file for Safe Senders, and another for Blocked Senders. On Windows, txt files can be created and saved in Notepad.

Senders should be formatted as sender@example.com

Domains should be formatted as @example.com

Once you have a list of Safe or Blocked senders to import, you can import them with these steps:

  1. Open the Outlook desktop app (Windows only)
  2. Select Junk (top left navigation) > Junk Email Options
  3. Navigate to the Safe Senders or Blocked Senders tab (depending on which you are importing)
  4. Select Import from file, navigate to your txt file and click it, then select Open
  5. Click Apply or OK to save

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