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Contents Proofpoint Spam Reporting Plug-in for Microsoft Outlook User’s Guide Introduction 1 Supported Operating

Contents

Proofpoint Spam Reporting Plug-in for Microsoft Outlook User’s Guide

Introduction

1

Supported Operating Systems

1

Supported Email Clients

1

Before You Begin

2

Activation Key

2

Your Version of Outlook – 32-bit or 64-bit

2

Using the Plug-in – Overview

2

Installing the Plug-in

2

Reporting Spam

2

Activating the Plug-in

3

Configuring the Plug-in

3

Message Reporting Options

3

You Can Only Report One Message at a Time

4

Size Limit to Messages

4

Feedback

4

Logging Options

4

Update Options

4

Known Issues

4

Plug-in Fails to Prompt for Activation when it is Re-installed

4

Introduction

The Proofpoint Spam Reporting Plug-in for Microsoft Outlook allows you to report spam directly from your Microsoft Outlook inbox back to Proofpoint. Proofpoint analyzes the characteristics of every reported spam message to continuously improve upon its spam detection effectiveness.

Supported Operating Systems

The Proofpoint Spam Reporting Plug-in has been qualified on the following operating systems:

Windows XP with SP3

Windows 7

Supported Email Clients

The plug-in has been qualified for the following email clients on Microsoft Exchange, IMAP, and POP3 email servers:

Outlook 2003 with SP3

Outlook 2007 with SP2

Outlook 2010, 32-bit and 64-bit

Note: Outlook 2003 with SP2 is not supported.

Before You Begin

This section describes what you need before you install the plug-in.

Activation Key

You need the activation key to use the plug-in – your system administrator provides the key.

Your system administrator also has the option of configuring your desktop so that you do not need to activate the plug-in – it will already be activated. In this case, you will not be prompted for an activation key.

Your Version of Outlook – 32-bit or 64-bit

If you are running Office 2003 or Office 2007, your version of Outlook is 32-bit.

If you are running Office 2010, your version of Outlook can be either 32-bit or 64-bit. To find out, go to File > Help in Outlook and look under “About Microsoft Outlook” on the help page.

Using the Plug-in – Overview

Here is an overview of the process you will follow to install and configure the plug-in:

If you have Outlook running, close it and then follow the installation wizard to install the plug-in on your desktop.

Launch Outlook. You will see a Spam Options and a Report Spam button in the Microsoft Outlook toolbar.

You can optionally configure the plug-in settings. By default, spam is deleted from your inbox once you report it. You can change that setting and also set up logging and automatic checking for updates.

The Outlook plug-in does not provide any feedback upon submission. If you require feedback, contact your email administrator with as much information as possible, including the generated reference ID (see Message Reporting Options below). The administrator can then open a support call with Proofpoint to investigate specific issues.

Installing the Plug-in

The plug-in is packaged as an executable ProofpointSpamReporting_x.x.x.x.msi (for 32-bit

Outlook ) or ProofpointSpamReporting_x.x.x.x_64.msi (for 64-bit Outlook) file.

Double-click the .msi file to start the installation, and follow the installation instructions.

To uninstall the plug-in, use the Windows Add or Remove Programs utility, or double-click the ProofpointSpamReporting_x.x.x.x.msi executable file and select Remove from the setup wizard.

Reporting Spam

Select a message in your inbox and click Report Spam to send it to Proofpoint. The first time you report spam, you may be prompted to activate the plug-in.

report spam, you may be prompted to activate the plug-in. 2 of 4 Proofpoint Confidential and

Activating the Plug-in

Your system administrator must provide the activation key. Once you activate the plug-in, you will not have to activate it again.

the plug-in, you will not have to activate it again. Configuring the Plug-in Click the Spam

Configuring the Plug-in

Click the Spam Options button if you want to change the plug-in settings. This step is optional.

want to change the plug-in settings. This step is optional. Message Reporting Options When you report

Message Reporting Options

When you report a message as spam it is deleted from your inbox by default. If you want to keep the message, select the Do Nothing radio button.

Display Reference ID – if you select this check box, each time you report spam to Proofpoint, a pop-up window displays with an identification number. The ID is generated by Proofpoint and it confirms that your

message was successfully received and processed by Proofpoint. The ID is referenced in correspondence with Proofpoint regarding the reported spam.

You Can Only Report One Message at a Time

If you select more than one message in Outlook, the Report Spam button is disabled.

Size Limit to Messages

You cannot report a message that is over 500 KB in size. The size limit applies to the message plus an attachment, if any.

Feedback

Feedback is not automatically provided for messages submitted with the Proofpoint Spam Reporting Plug-in. If you would like feedback on specific messages, contact your email administrator to open a support call with Proofpoint. Provide as much information about the messages as you can, including the reference IDs for the messages in question.

Logging Options

By default, Proofpoint plug-in events are logged in a file named “Proofpoint” in your Documents and Settings or Users directory – for example:

Windows XP - C:\Documents and Settings\<your_name>\Application Data\Proofpoint

Windows 7 – C:\Users\<your_name>\AppData\Roaming\Proofpoint

Your system administrator can access this log file if necessary. If directed by your system administrator, you can change the log level to None or Verbose and change the directory location for the log file. Typically you will not change the logging settings.

Update Options

By default, each time you launch Outlook it will automatically check for the latest version of the plug-in and prompt you to install it. Clear the Check on startup check box if you do not want to be prompted to install the latest version if one exists.

Click the Activate button to display the activation key dialog box.

Known Issues

This section describes known limitations to the Spam Reporting plug-in and provides solutions where applicable.

Plug-in Fails to Prompt for Activation when it is Re-installed

If you install the plug-in and activate it, then manually remove the plug-in from your desktop, and later install the plug-in again, you will not be prompted to activate the plug-in. The plug-in remains activated because the registry key “Reg Value” is not deleted when the plug-in is un-installed.