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Barracuda Email Plugin

How to use your new Barracuda Email Protection Platform & Outlook Plugin

Overview

What?

The Barracuda Email Security Gateway, protects against malware, spam, phishing, and Denial of Service attacks, ensuring that business productivity is not impacted by attacks through the email system.

How?

When an email is sent to your address, it passes through the Barracuda system to make sure that it is clean and safe. Once it has been confirmed, it is delivered to your mail server, which is turn passes it onto your Outlook.

Occasionally there will be times when Barracuda is not sure on an email. It is not worried about it enough to block it altogether, but its also not fully happy that it is a clean email. In this instance it is sent to your personal Quarantine list. You are then able to release it from this Quarantine, either into your mailbox, or into the bin, marking it as junk.

I am not sure about an email in my Quarantine List, what do I do?

If you are ever in doubt, please contact Better-IT’s Service Desk. We would much rather spend five minutes on the phone with you confirming an email from your quarantine list, than we would chase an infection around your system for hours!

Quarantine Notifications

What?

The Barracuda Email Security Service will send you an email twice a day, at 0830 and 1630. This will list any emails that have been delivered to your Quarantine between these times. It will look like the below.

What happens if I click DELIVER?

The single email that you have clicked on, will be released from Quarantine and sent onto your mailbox. This should happen immediately but may take up to 10 minutes depending on the size of the email that has been released. No further action is taken at this point.

What happens if I click WHITELIST?

As when you click DELIVER, the single email that you have clicked on, will be released from Quarantine and sent onto your mailbox. This should happen immediately but may take up to 10 minutes depending on the size of the email that has been released. No further action is taken at this point. Barracuda will then make note of the email address and add it to its Whitelist. This means that emails from this address are more likely to arrive straight in your mailbox and not get sent to Quarantine.

What if I am not sure?

If you are ever in doubt, pause.

• Are you expecting this email?
• Have you dealt with this person before?
• Have you dealt with this company before?
• Does the email subject look of relevance to your or job?

If you have not answered yes to any of these questions, please ignore Quarantine alert. It will go away on its own.

Outlook Add-In

What?

The Barracuda Email Security Service includes an Outlook Add-In to allow you to mark emails as suspicious directly into the Barracuda System. If it has been enabled by your company, you should see the below icon in your outlook toolbar

If you click on this icon, it will generate the following sidebar in Outlook

How do I submit an email as suspicious?

If you have received an email, that you are not expecting, and you wish to report: –
1. Click email that need to be reported, Go to Home> and click the Barracuda icon.

2. Click on the Barracuda Essentials Message Actions button in your Toolbar

3. In the menu that slides out on the Right-hand side, click SUBMIT AS SUSPICIOUS

4. You will see a spinning wheel briefly, this will become a green box telling you that it has been successfully submitted, and the email will then be automatically moved to your deleted items.

Frequently Asked Questions

I do not have the Barracuda icon in my Outlook, what do I do?

You can add this yourself from the Outlook Add-ins store.
1. Click on the All-Apps button at the top of your Outlook and add Apps Search for Barracuda

2. Go to Add Apps Search for Barracuda and add.

3. In the window that appears, click in the search bar at the top and search for BARRACUDA

4. When you click on the Search icon, or press ENTER, you will be presented with one result

5. Click Get button. This will install the add-in. If this does not
appear or does not work, please contact Better-IT for support.

I am not sure about emails in my Quarantine List, what do I do?

Contact Better-IT, we will guide you through your list, so you are better able to manage it going forwards.

I have Whitelisted an email, will I receive every email going forwards?

Not necessarily. The email address of the sender is now on the whitelist, which makes it more acceptable to Barracuda’s system, however each individual email is still scanned for malware, phishing attempts and viruses, therefore we cannot guarantee that every email will always be received from a sender without some form of input. If we can be of assistance, please contact Better-IT

I have marked an email as suspicious, but I now know it is not, what do I do?

Contact Better-IT, we will need the following specifics on the email, and we can remove the suspicious marking: –
• Date and Time email was sent
• Sender Address of the Email
• Subject of the Email

If we can be of any further assistance regarding your Barracuda Email Security Platform, please do not hesitate to contact the Service Desk Team at Better-IT.

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