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How to help minimise and prevent spam emails 

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StudioCoast email servers are protected by spam filtering services as well as blacklist monitors. This means that a very large majority of spam emails are filtered before it reaches your email inbox.

However you may find that you do still get the occassional spam email coming through. If that is the case, there are some ways to further help in minimising or preventing these spam emails.

 

Website contact form

First and foremost, see if these emails are originating from your website's contact form (if you have one). If your website's contact form does not have a captcha then this makes it very easy for spammers to send a high volume of spam to you. A captcha is a challenge response test often seen on website contact forms that require the user to complete before the form can be submitted. Such as completing a quiz (7+3 = ?) or typing in a series of letters or Google's recaptcha ("I am not a robot"). If you don't already have a captcha, we recommend adding Google's recaptcha to your contact form. Your developer can help add this for you.

Once added, this helps to prevent bot spammers targetting your contact form with high volumes of spam.

 

Encrypting your email address on your website

Another common way spammers get hold of your email address is by using a bot that searches websites for any mentions of an email link. So if you have your email address listed on your website, a bot can easily pick this up and start targetting it with spam.

We therefore recommend encrypting or encoding any mailto links to your email address on your website. This means that the email address is hidden to bots but can still be seen easily by users of your website. For example, our email address on our Support page has been encrypted so bots cannot see it but our customers can.

 

Email unsubscribe links

Some spammers use a tactic which involves sending you newsletter spam emails that make it appear as if you have been subscribed to a newsletter. This will include the ability to click an unsubscribe link at the bottom of the email. However if you click on these unscubscribe links they don't actually unsubscribe you from anything. In fact, they instead tell the sender that your email address is both valid and is actively being used. They then target you with a high volume of spam instead.

We recommend not clicking an unsubscribe link unless you are sure it was a subscription you did legitimately sign up for previously. Or links back to a trustworthy source (such as mailchimp).

 

Marking emails as spam in your email program

If you use an email program to check your emails such as Outlook, Mac Mail, Thunderbird etc - make sure that you mark any spam emails you get into your inbox as junk or spam. As you mark more and more emails as junk, this will train your email program to more easily recognise what you identify as spam coming into your inbox. Therefore creating an extra layer of spam filter protection.

 

Greylisting

Greylisting is a feature we can enable for individual email accounts upon request. An email account using greylisting will "temporarily reject" any email from a sender it does not recognise. If the mail is legitimate the originating server will try again after a delay, and if sufficient time has elapsed the email will be accepted.

Greylisting is effective because many mass email tools used by spammers do not queue and reattempt mail delivery as is normal for a regular mail transport agent. We recommend reading the below wiki article for the pros and cons before deciding if you would like this feature enabled.

https://en.wikipedia.org/wiki/Greylisting

 

Mailbox filtering

You can setup your own personalised mailbox filtering settings in the StudioCoast webmail. This will allow you to specify keywords and phrases that you would like to be filtered for your personal email account.

To setup mailbox filtering, do the following:

  1. Login to your webmail with your email address and password: https://secure.hostcontrol.com.au/
  2. Click the "Options" tab at the top right
  3. Click the arrow next to "Spam" in the left side menu. Then click "Mailbox filtering".
  4. Check the box "Enable custom mailbox filtering", then click the "New Filter" button
  5. In the filter description, give it a unique name of your choice. Then below check the box for "Message Contains:", add a keyword or keywords you wish to filter with an asterix either side of each word. For example: *word*
    If you want to add multiple words to the filter, make sure there is a comma in between such as:
    *word1*,*word2*,*word3* etc..
    Then below under Filter Action, choose an option for the filtered mail such as Move message to Junk folder or move message to folder. We recommend creating a unique folder name to put these into to help you identify which emails have been filtered by your mailbox filtering settings. 
  6. Once done, click save.

Important Note: If you do choose to enable the mailbox filtering option, then these emails will not appear in our mail logs as filtered for spam. We recommend checking the folder you choose to move these into reguarly, to ensure no legitimate emails are being accidentally filtered.

 

Contact Support

if you are still finding that a large amount of spam emails are still coming through, please send a few examples to StudioCoast support and we can assist you further:

https://www.studiocoast.com.au/support.aspx

 

Last Updated:  13/09/2018 4:51 PM