Summary
Numerous vendors and built-in platform features are available for scanning outgoing email content for abusive behavior. These solutions employ diverse techniques, including content filtering, reputation analysis (using resources like Talos Intelligence's SenderBase and Spamhaus blocklists), behavioral monitoring, and data loss prevention (DLP). Experts emphasize the importance of a multi-layered approach combining these methods and adapting the aggressiveness of scanning based on factors like automation and customer demographics. Some traditional anti-spam vendors may restrict marketing-related email. Solutions like Amazon SES offer automatic scanning for malicious content, while Google Workspace and Microsoft 365 provide customizable content compliance rules and DLP policies. Vendors mentioned include Proofpoint, Cyren, Barracuda, Mimecast, Zerospam, Vircom, and MailChannels. Testing is crucial to avoid unexpected results, and a one-size-fits-all solution is generally ineffective.
Key findings
- Multi-layered approach is key: Experts recommend combining content analysis, behavioral monitoring, and feedback loops for effective abuse identification.
- Diverse techniques are employed: Content filtering, reputation analysis, behavioral monitoring, and data loss prevention are commonly used.
- Platform features are available: Amazon SES, Google Workspace, and Microsoft 365 offer built-in scanning and DLP features.
- Reputation data is available: Talos Intelligence and Spamhaus provide valuable IP and domain reputation data.
- Vendor options are plentiful: Many vendors offer outbound scanning solutions, including Proofpoint, Cyren, Barracuda, and Mimecast.
- Customization is Important: Rules should be customized to adapt to evolving threats.
Key considerations
- Define specific needs: Determine the specific types of abusive behavior to address (spam, phishing, data leaks).
- Consider Aggressiveness Level: Balance scanning aggressiveness with the risk of false positives.
- Ensure Integration: Verify seamless integration with existing email infrastructure.
- Prioritize customization: Select a solution that allows customizable rules and policies.
- Account for Automation: The level of automation will affect the agressiveness of scanning.
- Feedback loops: Establish feedback loops to continually improve the accuracy and effectiveness of the scanning process.
- Allocate budget: Budget ops time for testing due to potential unexpected results when setting up content scanning.
What email marketers say
11 marketer opinions
Various vendors offer solutions for scanning outgoing email for abusive behavior, including anti-spam, anti-phishing, and data loss prevention features. These solutions employ techniques like content filtering, reputation analysis, and behavioral monitoring to identify and block spam, phishing attempts, malicious content, and sensitive data leaks. Some traditional anti-spam vendors may be restrictive about marketing-related email, while others like Proofpoint, Cyren, Barracuda, Mimecast, Zerospam and Vircom offer comprehensive email security solutions. Talos Intelligence's SenderBase and Spamhaus provide reputation data, while solutions like Checkphish focus specifically on phishing.
Key opinions
- Vendor Diversity: A wide range of vendors offer outbound email scanning solutions, each with varying focuses (phishing, spam, data loss prevention).
- Techniques Used: Common techniques include content filtering, reputation analysis, and behavioral monitoring.
- Reputation Data: Organizations like Talos Intelligence and Spamhaus provide valuable IP and domain reputation data.
- Marketing Restrictions: Some traditional anti-spam vendors may have restrictions on filtering marketing-related email.
- Comprehensive Solutions: Vendors like Proofpoint, Cyren, Barracuda, and Mimecast offer more comprehensive email security with threat protection and data loss prevention.
Key considerations
- Specific Needs: Evaluate specific business needs (e.g., phishing prevention, data loss prevention) to choose the most appropriate vendor.
- False Positives: Consider the potential for false positives and the ability to customize rules.
- Integration: Ensure seamless integration with the existing email infrastructure.
- Scalability: Choose a solution that can scale with the growing email volume and complexity.
- Cost: Compare pricing models and features to find the best value.
Marketer view
Email marketer from Vircom explains that modusCloud offers features to analyze and filter outbound emails for sensitive data, spam, and malicious content.
9 Jan 2022 - Vircom
Marketer view
Email marketer from Spamhaus explains that they maintain blocklists of IP addresses and domains known to be involved in spam or malware distribution, enabling organizations to identify and block potentially abusive outbound emails.
21 Oct 2023 - Spamhaus
What the experts say
4 expert opinions
Experts recommend a multi-layered approach to outbound email scanning, incorporating content filtering, reputation analysis, behavioral monitoring, and feedback loops. The level of aggressiveness in content scanning should depend on factors like automation level and customer demographics. Testing and real-time updates are crucial. MailChannels is suggested as a potential vendor, and a one-size-fits-all solution is generally ineffective.
Key opinions
- Multi-Layered Approach: Effective outbound email scanning requires a combination of techniques, not just a single method.
- Adaptability: Real-time updates and customizable rules are necessary to adapt to evolving threats.
- Aggressiveness Level: The level of aggressiveness in content scanning should be tailored based on automation and customer demographics.
- Testing Importance: Hooking systems backwards can have unexpected results and testing time is needed.
- Vendor Suggestion: MailChannels is mentioned as a possible vendor for outbound scanning.
Key considerations
- Testing Time: Budget more time for testing due to potential unexpected results when setting up content scanning.
- Customization: Ensure the chosen vendor offers customizable rules to avoid a one-size-fits-all approach.
- Approach: Consider the aggressiveness of the solution, balancing thoroughness with the risk of false positives.
- Feedback Loops: Establish feedback loops to continually improve the accuracy and effectiveness of the scanning process.
- Multi-layered approach: A multi layered approach that combines content analysis, behavioral monitoring, and feedback loops is critical for effectively identifying and mitigating abuse.
Expert view
Expert from Email Geeks shares that the level of aggressiveness for content scanning depends on whether you're automating the process or red-flagging it for customer support review, and also depends on customer demographics. He also mentions that hooking up systems "backwards" can lead to unexpected results, so budget more ops time for testing.
7 Sep 2022 - Email Geeks
Expert view
Expert from Word to the Wise responds that identifying outbound abuse requires a multi-layered approach. Combining techniques like content analysis, behavioral monitoring, and feedback loops is critical for effectively identifying and mitigating abuse.
6 Mar 2024 - Word to the Wise
What the documentation says
4 technical articles
Amazon SES automatically scans outgoing emails for malicious content, blocking them if detected. Google Workspace allows admins to set up content compliance rules to prevent sending emails containing sensitive information. Microsoft 365 uses Data Loss Prevention (DLP) policies to scan for and block or encrypt emails with sensitive data. MailChannels offers outbound filtering services to protect sender reputation and ensure deliverability.
Key findings
- Automatic Scanning: Amazon SES automatically scans outgoing emails for malware and phishing attempts.
- Customizable Rules: Google Workspace and Microsoft 365 allow admins to create custom rules for content compliance and DLP.
- Sensitive Data Protection: Google Workspace and Microsoft 365 DLP features focus on preventing sensitive data leakage.
- Reputation Protection: MailChannels offers services to protect sender reputation by filtering outbound email.
Key considerations
- Configuration: Proper configuration of DLP and content compliance rules in Google Workspace and Microsoft 365 is crucial.
- Coverage: Consider the specific types of abusive behavior covered by each service (malware, phishing, sensitive data).
- Integration: Ensure seamless integration with the existing email infrastructure.
- Customization: Determine the level of customization required for scanning rules and policies.
- Reporting: Evaluate the reporting capabilities of each service for monitoring and auditing purposes.
Technical article
Documentation from Microsoft 365 explains that their Data Loss Prevention (DLP) policies can be configured to scan outgoing emails for sensitive information and block or encrypt the message if a violation is detected. This helps prevent the accidental or malicious disclosure of confidential data.
15 Jul 2023 - Microsoft 365
Technical article
Documentation from MailChannels explains that they offer services for outbound filtering to protect your sending reputation and ensure deliverability.
1 Feb 2023 - MailChannels
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