End User Spam Notifacation - Frequency
Currently we can only have 1 email sent per day notifying the user they have spam in quarantine.
The email is usually sent just after midnight so if the user does not check their quarantine it could be a full 24 hours until the use is notified that they have spam to release.
Could I suggest that at least 3 times per day this email can be sent?
Thank you for your feedback. We have a clarifying question that would help us to prioritize this better: If you need notices 3 (or more) times per day, why use quarantine at all? Why not send the mails to a junk folder which the user can check on demand? If you want a notice each time any message gets quarantined, again, what prevents just sending the mails to a junk folder instead?
There is less risk if the user doesn't have the junk email in their inbox. Some users will go through all the emails in junk and click links or try reply to them anyway so Junk in terms of reducing a company's risk is useless for them. Others setup rules to try and move email from junk back to inbox.
You have the option to send notifications. Just add simple code to allow admin control the frequency and timeframe.
I would suggest give user full access to the quarantine to see all emails and then have a "request release" button for high confidence phish emails and emails with malware etc. When they press "request release" - it sends an email to an admin to review the email. Include also the option to "request release" in the end user email quarantine notifications This will remove the need for admins to always be spending time reviewing the quarantine and trying to make a decision for the end user. If you allow all junk,spam,phishing messages go to quarantine instead of junk email folder then less storage and bandwidth used as well for the user.
The end user notification should also list a column - as to why the email was blocked (Spam, High confidence phish etc).
Then admin should have the option if using notification to determine the time and frequency the end user receive the alert.
What would also be useful if the user had the option in all quarantines notification emails or as a button in outlook for the system to send them a new quarantine report on the fly or as noted below by another person to have a view in Outlook/OWA which shows them or brings them to the quarantine without having to leave OWA/Outlook and sign into quarantine.
If you continue to want to admins to send some emails to go to junk - then to have a field/banner on each junk email to tell the user why it was sent to junk.
Users in South Africa are used to multiple messages throughout the day. Typical settings include One in the morning, one in the afternoon and one at night. This lowers the risk of missing a quarantined urgent mail. This should also be a commercial win for Microsoft as other anti spam providers are using this in marketing as their competitive advantage, which sometimes prevents us as a vendor from transitioning clients over.
Ramiro G. commented
I would suggest allowing users to view not only bulk and spam mail in the end user notification but also allowing them to view quarantined messages categorized as Phishing or Malware. Here’s a use case, say a user sends a message and is expecting a response. That legitimate response for what ever reason gets flagged as “Phishing”. Lets say the anti-spam policy is set to quarantine all phishing messages. The user will never receive the message and has no idea that it has been quarantined. I understand that as an admin we can view/release this message but on a bigger scale where you have thousands of users…..you would spend all day sifting through quarantined messages & using your judgement on what “you” think is a false positives. Something a little better would be a real time notification so the user could immediately send a request to the help desk for the expected message to be released. From their you can easily start collecting info and working on a permanent solution for future messages.
Some people just don't like using the Junk Email folder. Please allow us to schedule the quarantine report and send it multiple times a day if we want.
its going to be 4 years and no updates on this request? Proofpoint or other competitor solutions have the ability to do this. Should we move our solution to a different vendor? Once a day is not enough.
I think @o365 Feedback team has their opinion and are not listening to their users. Our next best thing is to upvote over on the Power Apps community to make a connector for quarantine.
White Hat commented
Sending dangerous e-mail to the junk folder is not a reasonable solution. I need to block suspect messages and also notify the user immediately for each blocked message. The message is either important or it's an attack. There is no in between land where a message can be ignored for 24 hours or an attack should be allowed to get through to the junk folder.
Erik Andersen commented
That it's going on 2020 and Microsoft has not yet givin EOP the ability to schedule quarantine notifications shows Microsoft isn't listening to it's users. I work for a medical practice and having to wait for a default time to get notified is ridiculous. Real email gets caught by mistake way too often for Microsoft to leave this alone, some of that real email is time sensitive. People have been asking for years to do something and are ignored, makes me think I made the wrong decision on going with O365.
Sending the email to a junk folder? Why don't you just do as people ask?!?
1) you need to fix timezone in the Office 365 Portal. when I change my time zone to EST 95% of the portal gives me info in UTC time.. what is the point of being able to change the time zone if it literally does nothing?
2) why not send this email at 7AM. So they user can review it during working hours. Some users get time sensitive material that are only good for a few hours before its no longer usable..
Ron Rosenbaum commented
Our users prefer the spam digest 2-3 times a day (using third party products). Having mail go to junk requires a lot more end user management. It's easier to delete a single spam digest compared to potentially dozens of messages in Junk. The message doesn't even get pulled down saving time, bandwidth, etc.
Stephen Luster commented
Regulatory compliance often requires that messages be quarantined, while still allowing users reasonable access to review and release messages. This is not an all or nothing proposition. Most smart hosts on the planet offer this.
I realize that sending notification via email are not ideal, so why not a widget in OWA and in the desktop clients? Infotip or otherwise? You have this for other things like the deleted items where you can see the number of items that can be recovered. Why not have something similar in the junk folder where you can see quarantined messages that can be released? I realize this would require some retooling, but it introduce a non-invasive way to allow users to review their quarantine proactively without having to get yet another email.
What is the reason to not deploy this option ? A lot of requests, but no reaction.
The problem we have is that the quarantine comes after business close. Seeing the quarantine list once in the morning shortly after business start and then again before business close would be more relevant to receiving messages that may be caught as false positives.
Quite simply we have moved from another anti spam solution that has the option of sending multiple notifications per day. Our clients are law firms and should an email be incorrectly quarantined they should be able to release it within 3 hours.
Having the ability to send spam notifications more frequently than once per day is standard. The fact we have to Vote on this being a priority is rather concerning. Get this completed already!
Need to be able to set the frequency by hour.
To respond to the O365 Feedback Team's question, my customers do not have the time to continuously check their quarantine or junk email folders. They need to be protected, but they also need to be notified when something is quarantined in order to see and release any false positives. Missing emails from clients = losing money for the employee and the company. One time a day is not enough.
The whole quarantine process needs to be better integrated with Outlook.
You should be able to see DYNAMICALLY what has been quarantined.
You should see -x- items have been quarantined" or "--n-- new items in quarntine"
You should to be able to go from Outlook directly to your quarantine manager.
Perhaps just another special folder - like spam -- but with a different type of content.
BTW -- other 'system' folders (such as spam, Drafts need to be identifiable as 'system' folders or they get lost in the shuffle. Some additional icon / font or whatever.
Just thought I'd add a comment so Microsoft could ignore it and do whatever they feel people want instead of what they actually want. Disgraceful business "partner"
Issue with sending mail to junk is that antivirus that scans the .ost or .pst will scan junk and find malicious emails in there resulting in notifications. If they were moved to quarantine these would not be on the physical machine with outlook.