Summary
Resolving the issue of Proofpoint incorrectly identifying authenticated emails as spoofed requires a multi-faceted approach. It involves adjusting Proofpoint's anti-spoofing settings, reviewing SPF/DMARC configurations and policies, ensuring proper DNS propagation, checking for blocklisting, and maintaining a good sender reputation. Analyzing Proofpoint's logs and DMARC reports, creating exceptions for legitimate senders, and considering URL reputation are also crucial steps. Understanding the interaction between Sender ID and SPF and maintaining a clean email list further contribute to resolving the issue.
Key findings
- Proofpoint Configuration: Incorrect Proofpoint configuration and overly aggressive anti-spoofing settings are major contributors to false positives.
- SPF/DMARC Issues: Misinterpretation of SPF records, strict DMARC policies, and issues with Sender ID can lead to emails being flagged as spoofed.
- DNS Problems: DNS propagation delays and incorrect reverse DNS (PTR) records can impact Proofpoint's assessment of email authenticity.
- Reputation Concerns: Poor sender reputation, blocklisting, and URLs with bad reputations can trigger Proofpoint's spoofing filters.
- Logging and Reporting: Proofpoint's logs and DMARC reports provide valuable insights into why emails are being flagged and can help identify specific issues.
Key considerations
- Adjust Anti-Spoofing Settings: Fine-tune Proofpoint's anti-spoofing settings and create exceptions for legitimate senders to reduce false positives.
- Review Authentication: Carefully review SPF, DKIM, and DMARC configurations, and consider using a less strict DMARC policy if necessary.
- Manage DNS Records: Ensure proper DNS propagation after making changes and configure reverse DNS (PTR) records for sending IP addresses.
- Monitor Blocklists: Regularly check if your IP or domain is blocklisted and take steps to delist if necessary.
- Maintain Reputation: Use reputable sending services, maintain a clean email list, and monitor URL reputation to improve sender reputation.
- Analyze Logs and Reports: Regularly analyze Proofpoint's logs and DMARC reports to identify and address recurring issues.
- Implement Feedback Loops: Set up feedback loops with ISPs and Proofpoint to receive data on why emails are being flagged and address issues proactively.
What email marketers say
13 marketer opinions
To resolve issues with Proofpoint incorrectly identifying authenticated emails as spoofed, several factors should be investigated. Key areas include Proofpoint's configuration, internal spoofing rules, and the interpretation of authentication protocols like SPF and DMARC. Additionally, sender reputation, DNS settings, and email list hygiene play crucial roles. Checking Proofpoint's logs, adding exceptions, and ensuring proper DNS propagation are important steps. Engaging with feedback loops and monitoring URL reputation can further enhance deliverability.
Key opinions
- Configuration Review: Incorrect configuration within Proofpoint is a primary cause for misidentification. Review and correct settings to align with email authentication standards.
- Internal Rules: Proofpoint's internal spoofing rules might be triggered. Investigate and adjust these rules, or create exceptions for legitimate senders.
- Authentication Protocols: Ensure SPF, DKIM, and DMARC are correctly implemented and interpreted by Proofpoint. DMARC policies, especially strict ones, can lead to aggressive filtering.
- DNS Propagation: After updating SPF records, allow sufficient time for DNS changes to propagate fully to prevent temporary misidentification.
- Log Analysis: Proofpoint's logs offer detailed insights into why emails are flagged. Analyze these logs to identify specific issues.
Key considerations
- Sender Reputation: Maintain a good sender reputation by using reputable sender services and practicing good email sending habits.
- URL Reputation: Verify and improve the reputation of URLs included in emails, as poor URL reputation can trigger spoofing flags.
- Reverse DNS: Configure proper reverse DNS (PTR) records for sending IP addresses to enhance email deliverability.
- Feedback Loops: Set up feedback loops with ISPs and Proofpoint to receive data on flagged emails and address issues proactively.
- List Hygiene: Maintain a clean and engaged email list by removing inactive or invalid addresses to improve sender reputation.
- Exception Management: Adding domains or IP addresses to Proofpoint allow lists or creating exceptions to spam rules can prevent legitimate emails from being incorrectly flagged.
Marketer view
Marketer from Email Geeks explains that Proofpoint has a built-in anti-spoof engine that doesn't solely rely on DMARC and may need to be tweaked.
9 Jul 2021 - Email Geeks
Marketer view
Email marketer from Email Marketing Community explains that if SPF records have recently been updated, DNS propagation delays can cause Proofpoint to incorrectly flag emails. Allow sufficient time for DNS changes to propagate.
16 Nov 2021 - Email Marketing Community
What the experts say
2 expert opinions
To resolve Proofpoint's misidentification of authenticated emails as spoofed, two less obvious factors should be checked. First, URLs included in the email may have a poor reputation, leading Proofpoint to flag the email, even if authentication passes. Second, Proofpoint might be using third-party blocklists on which the sending IP or domain is listed.
Key opinions
- URL Reputation: Poor URL reputation can cause Proofpoint to flag emails as spoofed, even with proper authentication.
- Blocklist Inclusion: IP or domain may be listed on a third-party blocklist used by Proofpoint.
Key considerations
- Check URL Reputation: Check the reputation of all URLs included in the emails and take steps to improve the reputation if needed.
- Monitor Blocklists: Check if the sending IP or domain is listed on any third-party blocklists and take steps to delist if necessary.
Expert view
Expert from Spam Resource explains that sometimes Proofpoint uses third party blocklists and the IP or domain may be listed on one of these. Checking blocklists and delisting accordingly might help with delivery to Proofpoint protected domains.
29 Oct 2024 - Spam Resource
Expert view
Expert from Word to the Wise explains that Proofpoint can sometimes flag emails as spoofed if they contain URLs with a poor reputation, even if the email itself is authenticated. Checking and improving the reputation of URLs included in the email can help.
22 Mar 2024 - Word to the Wise
What the documentation says
6 technical articles
Resolving issues with Proofpoint incorrectly identifying authenticated emails as spoofed involves understanding its anti-spoofing settings, the interpretation of authentication protocols, and the impact of forwarding and intermediary servers. Adjusting Proofpoint's sensitivity, reviewing DMARC policies, analyzing authentication failure reports, understanding Sender ID's interaction with SPF, and modifying Smart Banner configurations are crucial steps.
Key findings
- Anti-Spoofing Settings: Administrators can adjust Proofpoint's anti-spoofing settings, including creating exceptions and modifying sensitivity.
- SPF Interpretation: Proofpoint might misinterpret SPF records due to forwarding or intermediary servers. Checking the email's hop path is essential.
- DMARC Policy: A strict DMARC policy (p=reject) can cause aggressive filtering. Consider using p=quarantine or creating exceptions.
- Smart Banners: Modifying Smart Banner configurations can help address false positives related to spoofing warnings.
- Authentication Reports: Reviewing DMARC aggregate reports from Proofpoint provides insights into authentication failures.
- Sender ID and SPF: Sender ID can interact with SPF, impacting Proofpoint's assessment of email authentication. Understanding this interaction is beneficial.
Key considerations
- Fine-Tune Settings: Carefully fine-tune Proofpoint's anti-spoofing settings to balance security with minimizing false positives.
- Check Hop Path: Thoroughly investigate the email's hop path to identify any issues with forwarding or intermediary servers.
- Policy Adjustments: Consider the impact of DMARC policies on deliverability and adjust accordingly, potentially using a less strict policy.
- Banner Customization: Customize Smart Banners to provide helpful warnings without causing unnecessary alarm for legitimate emails.
- Regular Monitoring: Regularly monitor DMARC reports to identify and address recurring authentication issues.
- Evaluate Sender ID: Assess the impact of Sender ID on SPF authentication and adjust configurations as needed.
Technical article
Documentation from Proofpoint explains that Smart Banners are used to warn the recipient, and can be configured to show warning messages for emails that fail authentication checks, including spoofing. Modifying these banners or the conditions under which they appear can help address false positives.
28 Nov 2022 - Proofpoint Documentation
Technical article
Documentation from IETF details Sender ID, which can sometimes interact with SPF and impact how Proofpoint assesses email authentication. Understanding Sender ID and its interaction with SPF is beneficial.
8 Jan 2025 - IETF
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