Fight Spam at business level

Spam is unwanted e-mails massively distributed to the mails of internet users. Enterprise messaging is particularly vulnerable to spam prolifaration. Spam has a direct impact on activity and productivity of the company. But methods exist to fight against spam in a professional context.

Spam risks for business

The spread of spam on email accounts professionals have a serious impact on business activity. If it has a website, you probably use an email account of this type: firstname.lastname@companyname.com. In this case, the risk of dissemination of spam will increased, with the following consequences:

• Loss of employee time (to sort the mails spammed)
• Risks to the stability of the enterprise network: possible dissemination of viruses, worms
• Unnecessary consumption of storage space on each computer
• Cost induced by the fight against spam (software, computer repair, etc..)

Preventing the spread of spam in the enterprise

Prevention efforts are the means of the most effective defense against spam. They may be linked to installing software and spam filters. Read our article on the methods used by spammers to collect email addresses.
Define a code to use the mail business

A professional mai address (firstname.lastname@companyname.com) is particularly vulnerable because many users share the same domain (@companyname.com). The "horizontal" dissemination spam among employees is favoured. It is therefore very important to define a code to use the email account of the company:

• Restrict the use of corporate email communication strictly to professional use (avoid enrollment in newsletters, on discussion forums on the internet or even share this e-mail address with your friends).
• When sending emails to multiple contacts,use the BCC: blind carbon copy. This technique avoids unnecessary communication of Internet addresses to other users.
• Encourage the use of anonymous email accounts (eg pseudo@hotmail.com) for any operation irrelevant to the company activities.

Limiting the spread of spam with an email program (Outlook Express)

With a corporate email account or a classic (Yahoo mail), it is convenient to use a mail client to retrieve your mail. This software is equipped with anti-spam filters installed by default. Here are some simple tips to apply with Outlook Express 2007.

• Check mail transferred in the "spam". In fact, you can restore some legitimate senders using "mark as not spam" option.
• Block images coded in html, which usually comes in the form of a web page. The option is installed by default. You can unblock at any time.
• Scan attachments. You have a doubt about an attachment (word document, image, slide show), you can have it analyzed by the antivirus installed on your computer.
• Disable acknowledgments
  • Open: Tools> Options.
  • Click on "Mail Options".
  • Click on "Tracking Options".
    • You will have this notice: "Use this option to decide how to respond to requests for read receipts. Click on "Never send a response".

The servers and professionals software to fight against spam

Professional solutions can enhance the fight against spam. Some are free and others aren't.
Free Anti Spam software

If your corporate network has many PCs, you can install a mail server free or paid (see below). The server configuration can be assigned to the network administrator for your company.

• Mail Servers for Windows:
  • HmailServer (free)
  • Softalk Mail Server
  • Mdaemon