Dealing and avoiding internal spam | Best practices | Part 17#17 http://o365info.com/dealing-and-avoiding-internal-spam-best-practices-part-17-17 Provide a short checklist for all the steps and the operation that relates to a scenario of - internal \ outbound spam. Eyal Doron | o365info.com

1. Page 1 of 15 | Dealing and avoiding internal spam | Best practices | Part 17#17
Written by Eyal Doron | o365info.com
DEALING AND AVOIDING INTERNAL
SPAM | BEST PRACTICES | PART 17#17
If you have read all the articles that included in the current
article series, you are quite familiar with all the aspects that
relate to the phenomenon of internal spam in general and In
particular, in the Office 365 and Exchange Online
environment.
Now let’s be realistic, I doubt that my reader will relay read all
the article series (I know about such as a reader, who lives in
north Malaya Mountains, but as far as I know, he passed away
last year at age 103).

2. Page 2 of 15 | Dealing and avoiding internal spam | Best practices | Part 17#17
Written by Eyal Doron | o365info.com
The purpose of the current article is – provide you, a short
checklist for all the steps and the operation that relates to a
scenario of – internal outbound spam.
Commercial E-mail
Avoid from using Office 365 and Exchange Online as a
platform for a commercial E-mail.

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Written by Eyal Doron | o365info.com
In case that your organization makes extensive use of
commercial E-mail, “respect” that businesses need, by using a
dedicated platform that was created for this purpose, provides
the required tools, log, report, etc.
Note – You can read more information about this subject in
the article: Commercial E-mail – Using the right tools | Office
365 | Part 4#17
Obedience to the laws of E-mail
Learn about all the “do and don’t do” rules, that related to E-
mail-based communications. Educate your organization user
about how to write E-mail in the “right way” for preventing

4. Page 4 of 15 | Dealing and avoiding internal spam | Best practices | Part 17#17
Written by Eyal Doron | o365info.com
unwanted future scenarios, in which their E-mail will be
identified as spamjunk mail.
Note – You can read more information about this subject in
the article: My E-mail appears as spam | The 7 major
reasons | Part 5#17
Prevention and preemptive actions
Exchange Online – outbound spam
Use the Exchange Online – outbound spam feature

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Written by Eyal Doron | o365info.com
The Exchange Online – outbound spam feature enables us to
immediately be notified about a scenario, in which E-mail
message that was sent out by our organization user was
identified by Exchange Online and EOP as a potential
spamjunk mail.
Note – You can read more information about this subject in
the article: My E-mail appears as spam | Troubleshooting –
Domain name and E-mail content | Part 12#17
Blacklist monitoring services
Consider purchasing blacklist monitoring services. Yes, it cost
money!
But …….
what is the business risk of not having this type of services?

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Written by Eyal Doron | o365info.com
In case that your organization appears is blacklisted, what is
the “costs” that involved in this scenario?
Note – You can read more information about this subject in
the article: My E-mail appears as spam | Troubleshooting –
Domain name and E-mail content | Part 12#17
Internal spam troubleshooting methodology
Plan, write and use a predefined internal spam
troubleshooting methodology.
When you become aware of a possible event of internal
outbound spam, don’t get panic, throw everything you have in
hands and try to cross the border to Mexico!
You can use the Outbound spam – troubleshooting checklist
document that I have prepared as an example or baseline for
a troubleshooting document that related to internal
outbound spam scenarios.

7. Page 7 of 15 | Dealing and avoiding internal spam | Best practices | Part 17#17
Written by Eyal Doron | o365info.com
Download the: Outbound spam – Troubleshooting
checklist document Download
The most important step is to find out whether your domain
name appears as blacklisted. In case that this is the scenario,
implement all the required steps for de-list your domain name
from the blacklist.
Immediately afterward, start an internal investigation to be
able to locate the specific reason and the sequence of events
that lead to this scenario.
In case that the scope of the internal outbound spam is not
related to your domain name, the next step will be to verify if

8. Page 8 of 15 | Dealing and avoiding internal spam | Best practices | Part 17#17
Written by Eyal Doron | o365info.com
the scope is related to a specific E-mail message content or a
specific organization E-mail address.
In 90% of the cases, the issue relates to an E-mail message
content that was poorly written.
Implement the required troubleshooting steps that will help
you the point the specific cause and instruct your users how to
avoid such scenarios.
In case that you eliminate all the causes that relates to “your
side equation”, understand that you will have to get some help
from the “other side”.

9. Page 9 of 15 | Dealing and avoiding internal spam | Best practices | Part 17#17
Written by Eyal Doron | o365info.com
The fact that you are Office 365 customers and that the
Exchange Online infrastructure is a Microsoft mail
infrastructure, will not help you in any way in a scenario in
which the problem is related to the “other side”.
In simple words:
In case that the “other side” (the destination external recipient
or the destination mail server) “decide” to identify E-mail that
sent from your organization as spamjunk mail, the “element”
that you need to contact is not the Office 365 technical
support, but instead, a representative from the “other side”,
that will help you to “figure out” the reason for identifying mail
that comes from your organization as spamjunk mail.

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Written by Eyal Doron | o365info.com
Internal outbound spam in Office 365
environment | Article series index
A quick reference for the article series
My E-mail appears as a spam | Article
series index | Part 0#17
The article index of the complete
article series
Introduction to the concept of internal outbound spam in general
and in Office 365 and Exchange Online environment
My E-mail appears as a spam –
Introduction | Office 365 | Part 1#17
The psychological profile of the
phenomenon: “My E-mail appears as
a spam!”, possible factors for causing
our E-mail to appear a “spam mail”,
the definition of internal outbound
spam.
Internal spam in Office 365 –
Introduction | Part 2#17
Review in general the term: “internal
outbound spam”, miss conceptions
that relate to this term, the risks that
are involved in this scenario,

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Written by Eyal Doron | o365info.com
outbound spam E-mail policy and
more.
Internal spam in Office 365 –
Introduction | Part 3#17
What are the possible reasons that
could cause to our mail to appear as
spamjunk mail, who or what are this
“elements”, that can decide that our
mail is a spam mail?, what are the
possible “reactions” of the destination
mail infrastructure that identify our E-
mail as spamjunk mail?.
Commercial E-mail – Using the right
tools | Office 365 | Part 4#17
What is commercial E-mail?
Commercial E-mail as part of the
business process. Why do I think that
Office 365 Exchange Online is
unsuitable for the purpose of
commercial E-mail?
Introduction if the major causes for a scenario in which your
organization E-mail appears as spam
My E-mail appears as spam | The 7
major reasons | Part 5#17
Review three major reasons, that
could lead to a scenario, in which E-
mail that is sent from our
organization identified as spam mail:

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Written by Eyal Doron | o365info.com
1. E-mail content, 2. Violation of the
SMTP standards, 3. BulkMass mail
My E-mail appears as spam | The 7
major reasons | Part 6#17
Review three major reasons, that
could lead to a scenario, in which E-
mail that is sent from our
organization identified as spam mail:
4. False positive, 5. User Desktop
malware, 6. “Problematic” Website
Introduction if the subject of SPF record in general and in Office
365 environment
What is SPF record good for? | Part
7#17
The purpose of the SPF record and the
relation to for our mail infrastructure.
How does the SPF record enable us to
prevent a scenario in which hostile
elements could send E-mail on our
behalf.
Implementing SPF record | Part 8#17
The “technical side” of the SPF record:
the structure of SPF record, the way
that we create SPF record, what is the
required syntax for the SPF record in
an Office 365 environment + mix mail
environment, how to verify the
existence of SPF record and so on.

13. Page 13 of 15 | Dealing and avoiding internal spam | Best practices | Part 17#17
Written by Eyal Doron | o365info.com
Introduction if the subject of Exchange Online - High Risk Delivery
Pool
High Risk Delivery Pool and Exchange
Online | Part 9#17
How Office 365 (Exchange Online) is
handling a scenario of internal
outbound spam by using the help of
the Exchange Online- High Risk
Delivery Pool.
High Risk Delivery Pool and Exchange
Online | Part 10#17
The second article about the subject
of Exchange Online- High Risk
Delivery Pool.
The troubleshooting path of internal outbound spam scenario
My E-mail appears as spam –
Troubleshooting path | Part 11#17
Troubleshooting scenario of internal
outbound spam in Office 365 and
Exchange Online environment.
Verifying if our domain name is
blacklisted, verifying if the problem is
related to E-mail content, verifying if
the problem is related to specific
organization user E-mail address,
moving the troubleshooting process
to the “other side.

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Written by Eyal Doron | o365info.com
My E-mail appears as spam |
Troubleshooting – Domain name and
E-mail content | Part 12#17
Verify if our domain name appears as
blacklisted, verify if the problem
relates to a specific E-mail message
content, registering blacklist
monitoring services, activating the
option of Exchange Online outbound
spam.
My E-mail appears as spam |
Troubleshooting – Mail server | Part
13#17
What is the meaning of: “our mail
server”?, Mail server IP, host name
and Exchange Online. One of our
users got an NDR which informs him,
that his mail server is blacklisted!,
How do we know that my mail server
is blacklisted?
My E-mail appears as spam |
Troubleshooting – Mail server | Part
14#17
The troubleshooting path logic. Get
the information from the E-mail
message that was identified as
spamNDR. Forwarding a copy of the
NDR message or the message that
saved to the junk mail

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Written by Eyal Doron | o365info.com
My E-mail appears as spam |
Troubleshooting – Mail server | Part
15#17
Step B – Get information about your
Exchange Online infrastructure, Step
C – fetch the information about the
Exchange Online IP address, Step D –
verify if the “formal “Exchange Online
IP address a
De-list your organization from a
blacklist | My E-mail appears as spam
| Part 16#17
Review the charters of a scenario in
which your organization appears as
blacklisted. The steps and the
operations that need to be
implemented for de-list your
organization from a blacklist.
Summery and recap of the troubleshooting and best practices in a
scenario of internal outbound spam
Dealing and avoiding internal spam |
Best practices | Part 17#17
Provide a short checklist for all the
steps and the operation that relates
to a scenario of – internal outbound
spam.