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Dealing with spam mail in office 365 server side -exchange online- - part 2 of 2

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Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2
http://o365info.com/dealing-spam-mail-office-365-server-side-exchange-online-part-22/

Reviewing the Exchange Online management infrastructure that enable us to deal with incoming spam mail in Office 365 environment.

(this is the second article on a series of two articles).

Eyal Doron | o365info.com

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Dealing with spam mail in office 365 server side -exchange online- - part 2 of 2

  1. 1. Page 1 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 The Exchange Online provides a rich set of tools and options for: “Dealing with SPAM.” In the next section, we will review the different option and explain what the “best use” for each of these options. Dealing with SPAM Mail in Office 365 | The article series The article series includes the following articles:  Dealing with SPAM Mail in Office 365 | Part 1/2  Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2
  2. 2. Page 2 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Access EAC (Exchange Online Management) To access Exchange Online web management, Login to Office 365 portal and in the Admin menu choose the option of: Exchange Note – Add EAC for P subscription In case that you have P subscription, the Web management interface doesn’t include access to the EAC (Exchange admin center). To get information about how to add this interface you can read the article: How to add an Exchange admin center (EAC) to Office 365 P subscription portal 1. Exchange Online protection – IP Block list The option of “IP block list”, enable us to block email messaged that came from a specific mail server (specific IP). In case that we identify that the SPAM mail came from a specific “Host” (mail server), we can add the IP address of this mail server to the Block list. In my opinion, it’s good that we have this option but, in reality, we will use this option rarely because two main disadvantages:  DynamicStatic IP – most of the “SPAM server” doesn’t use a static IP. Instead, they’re “specialty” is to use many different IP addresses, and use many different mail servers in many locations.  Translating the Domain name to IP address – when we identify SPAM mail, the most prominent characters are the sender email address (that include the sender domain) and the mail content (keywords, etc.). The option of: “IP block list”, as the name Implies, “recognize” mail server by their IP address and not by their SMTP domain name. In case that we want to block an SPAM mail that comes from a specific domain, we will need to find a method of finding the IP
  3. 3. Page 3 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 address of the mail servers that represent or send email for the “SPAM domain.” We will explain how to get this information in the section: How to map between domain name and IP address EOP – using the option of the IP Block list 1. Login to Office 365 portal, Exchange admin center 2. On the left-side menu bar, choose the Protection menu (number 1). 3. On the top menu options, choose the connection filter menu (number 2). 4. Choose the Default connection filter policy (number 3). 5. In the window that appears, choose the option: connection filtering (number 4) menu. 6. In the section: IP block list (number 5), Choose the plus icon to add the IP address of the Mail server that send the SPAM Additional reading  Configure the Connection Filter Policy How to map between domain name and IP address
  4. 4. Page 4 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 To complete the task of: “map between the domain name and IP address” we can use a free web service such as offered by mxtoolbox (http://mxtoolbox.com/). For the demonstration purpose, let’s review how to find the IP address of the mail server that represent the public domain name: midorg.com (we use this domain name only for the demonstration).  Go to mxtoolbox website, The default page is: MX lookup  Type the name of the domain name: in our example: midorg.com  Click on the MX lookup button In the result screen, we can see the names of the mail servers that “represent” the midorg.comdomain name and their IP address.
  5. 5. Page 5 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 2. Exchange Online protection – international SPAM The option of “international SPAM” is an interesting option that enables us to block or identify the mail as “SPAM” based on the classification of Geographical location or Languish.  Blocking mail by Geographical location – For example there are well known ISP providers or specific countries that enable some spammers to use their service, without enforcing any kind of restricting. In that case, we can decide to block mail that comes from a specific regioncountries in the world.
  6. 6. Page 6 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015  Blocking mail written in the specific languish – some of the SPAM methods are based on manipulating or hiding mail content by using special characters. An additional option is SPAM mail that is written is a specific languish that is no relevance or cannot be read by the organization users. In that case, we can decide that we will block mail that includes characters of a language that we don’t know. For example -block mail item that includes non-standard English characters. Note – using the international SPAM option We need to be cautious when using the option of: international SPAM because, we can get very easily into the scenario of false positive in which the defending systems recognize legitimate mail is “BadSPAM” mail and block the mail. EOP – Using the option of international SPAM 1. Login to Office 365 portal, Exchange admin center. 2. On the left side menus, choose the protection menu (number 1). 3. On the top menu options, choose the content filter menu (number 2). 4. Choose the Default connection filter policy (number 3). 5. In the window that appears choose the option: international SPAM (number 4) menu.
  7. 7. Page 7 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 When using international SPAM, we can use one (or both) of the following options: Blocking mail written in the specific languish  Choose the option of: Filter email messages written in the following languages (number 5)  Click on the Plus icon and choose the specific languishes that you want to block
  8. 8. Page 8 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Blocking mail by Geographical location  Choose the option of: Filter email messages sent from the following countries or regions (number6)  Click on the Plus icon and choose the specific regions that you want to block
  9. 9. Page 9 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 3. Exchange Online protection – content filter Advanced options Before we begin with the instruction of: “How to use the EOP advanced option for SPAM mail,” let’s use additional classification of SPAM mail types and the tolls we can use. Using a high-level classification, we can define 3 “families” of SPAM mail types: 1. Advertisement mail The Negative effect of such mail could be considered as “annoying.” No real damage is caused to the users besides the fact that the user is troubled by the content of the mail (suggestions to buy a different type of Pills, enlarge specific
  10. 10. Page 10 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 body parts and so on). This type of SPAM mail is automatically blocked (most of the time) by the Office 365 security mail gateways. In case that some Advertisement SPAM mail manages to “sneak,” we can use a solution such as “rules” for blocking this type of SPAM mail. 2. Mail with malicious content This type of SPAM mail is closer to the definition of “virus” because, the target of the Spammer it to cause the destination recipient to click or accept some suggestion that could lead the user to many kinds of attacks such as: fraud, phishing and so on. 3. “Other SPAM mail” In this section, we can classify of the other SPAM mail types that don’t belong to the former families. As an example, we can mention SPAM mail that describes as: NDR backscatter. Content Filter – Advanced options The section that describes as: “Advanced options” under the Content Filter section enable us to “harden” the default SPAM policy that is implemented by the office 36 security mail gateways. The option of “Advanced options” is more suitable for scenarios in which the SPAM Mail with malicious content or other type of SPAM such as: NDR backscatter (appear as number 2, 3 in the attached diagram). Note- Regarding SPAM mail that considered as “Advertising mail” and include specific keywords, we can use other methods such as “rules” (that will be reviewed in the next section (we will review the use of rules in the section Scenario 1 – Block SPAM Mail that includes a specific keywords
  11. 11. Page 11 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Content Filter – Advanced options: choosing the suitable “action” Using the “Content Filter – Advanced options” enable us to “harden” the default security policy of the Office 365 mail gateway’s server. The meaning is that we can use more restrictive policy. The disadvantage is that by doing so, we can face the issues of False Positive a scenario, in which a legitimate mail will be recognized is “BadSPAM” mail and will be deleted. To avoid this scenario, we can use an option that described as: “Test mode” (we can relate to this option as a “Learning mode). Using the test mode, enables us to use the “additional security filter” and decide what will happen when a specific mail item is recognized as SPAM by the security filter. We can choose to blockdelete the mail item or just report about the mail item (Test mode).
  12. 12. Page 12 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Using Content Filter – Advanced options 1. Login to Office 365 portal, Exchange admin center. 2. On the left side menus, choose the protection menu (number 1). 3. On the top menu options, choose the content filter menu (number 2). 4. Choose the Default connection filter policy (number 3). 5. In the window that appears choose the option: advanced option (number 4) menu. As you can see there are many passable options that we can select. The options are divided into two categories: Increase Spam Score (number 5) and, Mark as Spam (number 6).
  13. 13. Page 13 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 To be able to demonstrate the option available in the Content Filter – Advanced options let describe two scenarios:  Scenario 1: Blocking SPAM Mail with malicious content  Scenario 2: Blocking SPAM Mail classified as NDR backscatter Scenario Scenario 1: Blocking SPAM Mail with malicious content In the last mount, users are complaining about an SPAM mail that contains a malicious content. When the users open the mail item, they are automatically redirected to a web site, and that they are invited to download some exe file. To be able to block this SPAM mail item, we will activate three additional filters: mark as SPAM if the mail item is or contain:  Empty messages  JavaScript or VBScript in HTML  Frame or IFrame tags in HTML
  14. 14. Page 14 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Choosing the suitable “Action” By default, each of the security filter status is: off. When we click on the “option arrow,” we can see that we can choose the options: “off,” “on” or “test.” In case that we choose the option of: “on,” each mail that contains content that is not allowed by one of the security filters that was selected (such as JavaScript or VBScript in HTML) will be marked as SPAM.
  15. 15. Page 15 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Using the Test option In case that we just want to test the “new security filter” we can choose the option of: “test.” In the bottom of the advance option windows, we can configure the result of the “Test.” In the following screenshot, we can see that we can choose one of the following three options:  None  Add the default test X-header text  Send a BCC message to this address
  16. 16. Page 16 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Scenario 2: Blocking SPAM Mail classified as NDR backscatter SPAM that describes as: NDR backscatter is a special kind of SPAM because the “mechanism” that’s used by the spammer is different from the “Standard SPAM mail.” NDR backscatter is implemented in the following way: The spammer forges organization user email address and sends on their behalf email to other recipients. In case that the “destination mail system” recognizes the mail as an SPAM or if the mail is sent to non-existing users, the “destination mail system” creates an NDR message that sent to the organization recipient (the user whom his email address was used by the spammer). For example: In the last week, organization users complain that they get an error message about a mail that was sent by them to any external recipient (the external recipient can be known to the organization user or unknown). The organization users are sure that they did not send any kind of mail message to this recipient, but they keep getting error messages such as: “mailbox full,” “user doesn’t exist,” etc. So now, the obvious question is: is it really happening? The answer is: “Yes.” The user description suitable for an SPAM attack described as: NDR backscatter. Generally speaking, the Office 365 security gateway’s server are configured to block this kind of SPAM mails, but in case that the SPAM mail mange to “sneak” from the mall security servers, we can add this filter using the Content Filter – Advanced options.
  17. 17. Page 17 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Using Content Filter – Advanced options – NDR backscatter 1. Login to Office 365 portal, Exchange admin center. 2. On the left side menus, choose the protection menu (number 1). 3. On the top menu options, choose the content filter menu (number 2). 4. Choose the Default connection filter policy (number 3). 5. In the window that appears choose the option: advanced option (number 4) menu. 6. Choose the option: NDR backscatter, and turn on the security filter Additional reading  Description of Backscatter / NDR spam  Backscatter (email)  Everything you need to know about NDR Spam (aka “Backscatter”)  How to stop Backscatter?  How to block NDR spam 4. Exchange Online – mail flow – rules Exchange Online includes a built-in component that describes as: Rules (in former versions of Exchange this component was called “Transport rules). We can use the option of “Exchange rules” for many purposes. In this section, I would like to emphasize the use of “Exchange rules” relating to the issue of: SPAM mail.
  18. 18. Page 18 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 For the demonstration purposes let’s use 2 different scenarios of SPAM mail:  Scenario 1 – Block SPAM Mail that includes a specific keyword  Scenario 2 – Block SPAM Mail from a specific domain Scenario 1 – Block SPAM Mail that includes a specific keywords In case that the SPAM mail includes a specific keyword in the mail BodySubject, we can create an Exchange rule that will delete the SPAM mail items. Step 1 – Creating new rule 1. Login to Office 365 portal, Exchange admin center. 2. On the left side menus, choose the mail Flow menu (number 1). 3. On the top menu options, choose the rules menu (number 2). 4. Choose the New icon (number 3). 5. Choose the option: Create a new rule (number 4). Step 2 – Add a name to the rule You can choose any name which is suitable for your need. It’s recommended to choose a “descriptive name” that will enable us to identify the rule’s purpose by looking at the rule name. In our example, we will name the rule as “inappropriate words”.
  19. 19. Page 19 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Step 3 – define the rule logic/condition (if) In this part, we define “what is the event the will trigger or activate the rule.” In our scenario, we would like to block mail that includes specific keywords such as: buy cheap pills or: enlarge you’re… (you know what)  In the section of: *Apply this rule if…, choose the option: The subject or the body includes
  20. 20. Page 20 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015  In the pop out window that appears, under the specify words or phrases section add the keywords (if this keyword appears in mail item, we would like to block this mail).  Don’t forget to click on the add icon because without adding the value, we will not be able to save the rule.  Click on the Ok button.
  21. 21. Page 21 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Step 4 – define the required action In this part, we configure what is the required action that will be implemented if a mail item “answer” the former condition that was set in the previous step.  Click on the small arrow in the *Do the following… section  You can see that we can choose from several options. In our example we will choose the option of: Delete the message without notifying anyone.
  22. 22. Page 22 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Step 5 – choose a mode for the rule The last part of the rule described as: “choose a mode for the rule.” The default “mode” is “enforce.” In our example, we don’t like to make changes in the production environment with the option to test the “rule” and the check has been the Implications when using this rule. To fulfill this requirement, we will choose the option of: Test without policy tips. Choosing one of this option will “turn on” the rule. In case that mail item will answer the logiccondition that appears in the rule the information logged in message tracking logs. The exchange doesn’t take any action that will impact the delivery of the message.
  23. 23. Page 23 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Scenario 2 – Block SPAM Mail from a specific domain In the section that describes the option of the IP Block list ( 1. Exchange Online protection – IP Block list ) we mention that the main disadvantage is that most of the time is not very useful to use a block rule that is based on IP address. The most effective option is to block SPAM mail that comes from a specific sender email address of specific domain names. The good news is that we can use the “rule” (mail flow – rules) option to overcome this limitation.
  24. 24. Page 24 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 In the following demonstration, we will create a rule that will block or reject mail that sends from a specific domain name. Note – for the demonstration purposes we will use the domain name: midorg.com as the domain that we want to block. In the realty, this is a legitimate domain. Step 1 – Creating new rule 1. Login to Office 365 portal, Exchange admin center. 2. On the left side menus, choose the Mail Flow menu (number 1). 3. On the top menu options, choose the rules menu (number 2). 4. Choose the New icon (number 3). 5. Choose the option: Create a new rule (number 4). Step 2 – Add a name to the rule You can choose any name that is suitable for your need. It’s recommended to choose a “descriptive name” that will enable us to identify the rule’s purpose by looking at the rule name. In our example, we will name the rule as: “Block mail sends from the midorg.com domain”
  25. 25. Page 25 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Step 3 – define the rule logic/condition (if) In this part, we define “what is the event the will trigger or activate the rule.” In our scenario, we would like to block mail that comes from the domain name: midorg.com  In the section of: *Apply this rule if…, choose the option: The sender address includes
  26. 26. Page 26 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015  In the pop out window that appear, under the specify words or phrases section add the domain name: Midorg.com (this is the domain name that we want to block in our example).  Don’t forget to click on the add icon , because without adding the value, we will not be able to save the rule.  Click on the Ok button
  27. 27. Page 27 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Now we can see that the value that we add was saved, and the value name (midorg.com) appears in the right part of the rule condition.
  28. 28. Page 28 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Step 4 – define the required action In this part we configure what is the required action that will be implemented if a mail item “answer” the former condition that was set in the previous step. Click on the small arrow in the *Do the following… section. You can see that we can choose from several options. In our example, we will choose the option of: Reject the message with the explanation.
  29. 29. Page 29 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015  In the pop out window that appears, we will need to add the content for the: specify the rejection reason. The “reject message” that will be sent as a response, every time that a mail recipient who uses the domain name: midorg.com will send mail to our organization. In our example, the content of the reject message is: no mail from your domain!).
  30. 30. Page 30 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Step 5 – choose a mode for the rule The last part of the rule described as: “choose a mode for the rule”. The default “mode” is “Enforce”. The meaning is that this rule will be implemented immediately as we will choose to save the rule. An additional option that we have is: Test with policy Tips or Test without policy Tips. Choosing one of this option will turn on the rule. In case that mail item will answer the logiccondition that appears in the rule the information logged in message tracking logs. Exchange Online doesn’t take any action that will impact the delivery of the message. After we choose the save option the rule will be enforced and mail item that was sent frommidorg.com domain will be blocked.
  31. 31. Page 31 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Part 3: Sending sample of SPAM mail This part is related to a scenario in which all of our effort failed, and we did not manage to stop the SPAM mail. In this case, the best practice is to contact the Office 365 support team and ask for their help. Assuming that we have implemented all of the steps described in this article, the only option will be to: sending the SPAM mail items to the Office 365 support team and ask them to forward these mail items for further analyses and examination.
  32. 32. Page 32 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Send the problematic/SPAM mail as an attachment There is significance importance of sending the SPAM mail “as attachment” because when we use this option, the “complete mail item” is sent and the technical person that gets the SPAM mail can use the additional information contained in the meal header and son on. How to use the option of: Forward as attachment The mail item should be sent as “Attachment”. To send an email as attachment chooses the mail item, in the Home tab chooses the More icon and the option of: Forward as attachment Option 2: Save mail item and send In case that you have a problem with the option of: “send mail as attachment,” you can save the email item and sent the “files” (the mail items) to the support team.  Double click on the required mail item  Choose the File menu and Save As option
  33. 33. Page 33 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015  Save the mail item
  34. 34. Page 34 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Additional reading  Evolving Exchange Online Protection (EOP) to protect against tomorrow’s threats  Spam: Unsolicited email messages  EOP Advanced Spam Filtering OptionsExchange Online Protection: A Premium Protection and Policy Service for Email  Feature Differences Between FOPE and EOP  Spam and virus protection in Office 365 Small Business  Best Practices for Configuring EOP  Office 365 Anti-Spam Settings  Office 365 – Handling and reporting spam messages  How to effectively stop spam and junk mail
  35. 35. Page 35 of 35 | Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 Written by Eyal Doron | o365info.com | Copyright © 2012-2015 Video links  Strategies to Mitigate Phishing with Exchange Online Protection  How to Mitigate Zero Day Malware with Exchange Online Protetction Article Series o Dealing with SPAM Mail in Office 365 | Part 1/2 o Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2

Dealing with SPAM Mail in Office 365 | Server side (Exchange Online) | Part 2/2 http://o365info.com/dealing-spam-mail-office-365-server-side-exchange-online-part-22/ Reviewing the Exchange Online management infrastructure that enable us to deal with incoming spam mail in Office 365 environment. (this is the second article on a series of two articles). Eyal Doron | o365info.com

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