Outbound Email Filtering – Data Loss Prevention
Outbound Email Filters & Data Loss Prevention – This is how Spambrella protects your business reputation
Content Analysis
Most of today’s media focus of email security is based on inbound email threats; phishing, ransomware attacks, and of course spoofing. Email administrators often overlook the significance of outbound email misuse and the trouble it can cause an organization. Spambrella outbound filtering content analysis is designed to protect your business and safeguard its reputation.
Spambrella integrates with GoogleWorkspace and Microsoft365 as well as any on-premise mail server to add vital outbound data loss prevention and reputation analysis.
Customizing Content Filters
Spambrella outbound filters allow admins to apply content filtering based on outbound mail subject line, message headers, message body, and attachment file type. The rules for Spambrella filters are equal in this sense to the inbound email filter rules. Note that, in addition to quarantine, filter actions for outbound mail include encrypt and notify an internal referee. Notifying an admin or group will provide extra governance steps to releasing email which could be sensitive in nature.
You can learn more about outbound DLP content rules on the Spambrella knowledge base.
Outbound SPAM monitoring
Spambrella actively monitors outbound email for mass sending to protect your domains and reputation. If a message is not delivered it will be recorded in the Email Logs and can be released to the intended recipient. Bulk senders are permitted and should be reported to Spambrella support in order to allow this outbound mail-flow rate.
Email DLP – Smart Identifier Scan
A smart identifier is a pre-defined regular expression used to locate specific content in an email such as a Credit Card number of Drivers License Number. There are 6 categories of smart identifiers:
Attachment Content Filtering
All outbound messages, including those from whitelisted senders, go through attachment filtering. You can quarantine, encrypt or notify admins of outbound messages that contain attachments which include text/file type matching the patterns/filters you enter within Spambrella. A notification can be set to send to the sender when an outbound message is blocked due to attachment content filtering.
Personal Information Smart Identifier Scan:
Email Encryption
Spambrella has an Advanced service package that includes full email encryption (AES256). Recipients will receive a notification email that authenticates their access to the email from your organization. The recipient can respond securely within the interface.
Note: Spambrella runs TLS which can also be set to ‘always enforce tls’ within the outbound filters.
DLP and HIPAA Compliance
You can also take actions with outbound messages that contain matches to pre-made patterns in the subject line, message body, or attachment. With information types such as:
- Credit card patterns,
- Social Security Numbers (the USA only)
- Passport numbers
- Healthcare Terms
- Financial Term
- Much more
How Spambrella outbound email filtering protects your business.
Outbound email filters, also known as outbound email filtering or outbound content filtering, are security measures implemented by organizations to monitor and control the emails sent from their internal network to external recipients. These filters analyze the content, attachments, and metadata of outgoing emails to prevent the transmission of malicious or unauthorized content and to enforce email security policies. Here’s how outbound email filters work and their key features:
Content Inspection: Spambrella outbound email filters scan the content of outgoing emails for potentially harmful or sensitive information. This includes keywords, phrases, attachments, and embedded links that may indicate malicious intent, data breaches, or policy violations.
Attachment Analysis: Spambrella outbound email filters analyze email attachments to detect and block malicious files, such as malware, ransomware, or phishing payloads. They may use file type recognition, signature-based detection, and heuristic analysis to identify suspicious attachments.
URL and Link Scanning: Outbound email filters inspect URLs and hyperlinks included in outgoing emails to verify their legitimacy and assess the risk of phishing or malware distribution. They may check URLs against blacklists, reputation databases, and threat intelligence feeds to identify malicious links.
Data Loss Prevention (DLP): Outbound email filters integrate with Data Loss Prevention (DLP) systems to prevent the unauthorized transmission of sensitive or confidential information outside the organization. They enforce DLP policies by identifying and blocking emails containing sensitive data such as financial information, Personally Identifiable Information (PII), or intellectual property.
Compliance Enforcement: Outbound email filters help organizations comply with regulatory requirements, industry standards, and internal policies governing email communication. They enforce compliance by scanning outgoing emails for violations related to data privacy, security, and industry-specific regulations.
Encryption and Data Protection: Some outbound email filters offer encryption capabilities to secure sensitive information transmitted via email. They encrypt outgoing emails containing confidential data to protect them from interception or unauthorized access during transmission.
Policy Enforcement: Outbound email filters enforce email security policies defined by the organization, including rules for acceptable use, content restrictions, and email forwarding controls. They block or quarantine emails that violate these policies and notify administrators for further action.
Reporting and Auditing: Outbound email filters provide reporting and auditing features to monitor email activity, track policy violations, and investigate security incidents. They generate logs, alerts, and detailed reports on outbound email traffic, enabling administrators to analyze trends, identify risks, and maintain visibility into email security posture.
Overall, outbound email filters play a crucial role in protecting organizations from outbound threats, data breaches, and compliance violations by ensuring the secure and compliant transmission of emails to external recipients.
More details on using Spambrella email security and email governance services can be found on the Regulatory Compliance pages.
Further reading:
Features
- Outbound Spam Detection
- Outbound Content Control
- Advanced Fraud Protection
- Content and Attachment Filtering
- Email Encryption
- Data Loss Prevention
- Flexible Filters/Rules Engine
- Email Continuity Service (BCP and DR)
- Performance Reporting
- Enforce TLS Connection & Delivery
- Requires No Onsite Equipment To Manage
- Compatible With G-Suite & Office 365
- Outbound Anti-Malware Scanning
Benefits
As a 100% cloud-based solution, there’s no hardware or software to install or to worry about updating. By filtering mail at the Internet level before it reaches the network, Spambrella can save organizations considerable amounts on administrative tasks, bandwidth, end-user filtering, and even disk space on servers. We know time is valuable, so Spambrella offers market leading technology without the management and deployment headaches. Administrators can simply login to the online console and manage all users and account settings from one single secure platform.
Muti Layered Anti-virus Scanning
The Spambrella advanced threat detection technology enables our anti-virus engines to provide clients with an unrivalled protection from viruses and other email-borne threats.
All messages are meticulously scanned by our sophisticated virus engines, operating at the highest levels of accuracy, performance and effectiveness ensuring all known viruses are captured and blocked. For increased protection, Spambrella additionally employs heuristics scanning technology to discover email threats currently unknown to the system and protects against these in real time.
Threat Protection Technology
Spambrella leverages the advanced power of Targeted Attack Protection, Proofpoint’s Industry Leading email analysis solution, to provide small to mid-sized enterprises with URL Defense and Attachment Defense, the only service that effectively detects, catches and analyzes malicious URLs and attachments targeting this market.
Data Loss Prevention and Content Filtering
Spambrella eliminates the risk inherent in individuals making security and disclosure policy decisions by implementing a user-transparent, centrally based, policy-driven data loss prevention filter. Users simply send email, and the appropriate action is automatically taken. Also the solution offers a powerful, customizable rules engine. This facilitates both content and event-based email management whilst providing highly sensitive levels of control regarding email traffic. The service allows users to control where messages are sent to and how they should be filtered depending on specified rules with full visibility and control of features.
FAQ's
Outbound email filtering scans and controls emails leaving your organization to prevent data leaks, block sensitive content, and stop compromised accounts from sending spam or malware. It protects your business reputation and ensures compliance.
Spambrella uses Smart Identifier Scan to detect credit card numbers, driver’s licenses, SSNs, and other PII in email body and attachments. You can quarantine, encrypt, or notify admins before sensitive data leaves your network.
Yes. The Advanced package includes AES-256 email encryption. Recipients receive a secure notification link to view encrypted messages without installing software.
Absolutely. Spambrella’s Rules Engine lets you filter by subject, body, attachment type, sender, size, country, and more. Actions include quarantine, encrypt, or notify internal referees.
Spambrella monitors mass sending and blocks compromised accounts before they damage your IP reputation. Undelivered messages are logged and can be released manually.
Yes. All outbound messages, even from whitelisted senders, go through attachment filtering. You can quarantine, encrypt, or notify admins based on file type or content patterns.
Smart Identifiers are pre-defined regex patterns that detect sensitive data like credit cards, SSNs, driver’s licenses, bank accounts, and personal health info in emails and attachments.
Yes. Use the ‘Notify Internal Referee’ action in the Rules Engine. An admin or compliance officer receives an alert and can approve or block the message before delivery.
Yes. Spambrella integrates natively with Microsoft 365, Google Workspace, and on-premise mail servers via SMTP or API for full outbound filtering and DLP.
The email is quarantined, logged, and an alert is sent to the sender and/or admin. The message can be reviewed, encrypted, or released with approval.
Contact Spambrella support to whitelist your bulk sender or domain. Once approved, mass emails are permitted without triggering spam monitoring.
Yes. Start a 14-day free trial with full DLP, encryption, and filtering features. No credit card required.
Spambrella updates threat signatures in real-time via machine learning and global threat intelligence. New patterns are deployed within minutes.
100% cloud-based. No hardware or software installation required. All filtering happens in Spambrella’s secure cloud environment.
Yes. All outbound emails are logged in the Spambrella admin portal with full traceability: sender, recipient, status, and applied rules.
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