What Is Email Filtering?
Email filtering is the process of allowing software to categorize incoming messages based on their content. Email filtering also applies to outgoing messages from a specific server to ensure that the content sent from a business address is appropriate. Email filters protect the user from sending or receiving spam and malicious content or from leaking sensitive information.
Email filtering can be deployed through an on-premises solution or a cloud-based service. A cloud-based email filter is a better option for remote working or dedicated because it allows for filtering no matter where the user is. For workers situated in a traditional office setting, an on-premises solution may be all the business needs.
How Does Email Filtering Work?
Email filtering evaluates whether a message is safe to be passed through to an inbox based on its content. Email filters use various methods to categorize messages, including:
- Spam filters that look for common trigger words that indicate spam messages
- Reputation-based filters that analyze a sender’s reputation
- Checking addresses against a safelist to see if they can be sent to the inbox
- Checking addresses against a blocklist to see if they need to be sent to the spam folder
- Anti-virus software that protects against viruses using both signature-based and non-signature-based technology
- Content analysis that analyzes the words, links, and images included in a message to see if it’s safe and relevant; this is often used to identify words or phrases that the user does or doesn’t want to see
- Checking to see if the recipient has opted-in to messages from the sender
What Can Email Filtering Tools Help You With?
- Anti-Spam – Preventing spam emails from being sent in your name and keeping spam out of your inbox
- Inbound Email Filtering – protecting your users from outside attacks by cybercriminals, including phishing scams, malware, ransomware, and more
- Outbound Email Filtering – maintaining your sender reputationby ensuring that the email content sent under your name is free of malicious content or spam and catching any hacked accounts before sensitive data is leaked
- Increasing Productivity – automating your email filtering process saves your team from wasting time weeding through emails
- Improving Email Deliverability Rates – If you use email filtering for outbound emails, your deliverability rates will increase because you’re monitoring the content coming from your account
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