Dear user, We are introducing a new email analysis service, called Forcepoint Email Security Cloud, to filter out spam (junk email), computer viruses, phishing attacks, and email with inappropriate content. Forcepoint Email Security Cloud uses a highly advanced spam detection engine to block email at the Internet level, before it reaches our network. All your email will continue to be delivered as normal, but you should notice a reduction in the volume of junk email you receive. We have also implemented a content filtering service to protect you and the business. By analyzing the content of email, we can ensure that those containing inappropriate words or file attachments do not enter or leave the organization. In general, you won't be aware that Forcepoint Email Security Cloud is running. However, one of the reasons we chose Forcepoint Email Security Cloud is that it gives you, the end user, some control over the way the service operates. Details of how to use this functionality are contained in the attached End User Guide. No spam detection engine is foolproof, however we believe Forcepoint Email Security Cloud will block over 98% of all our spam email. The service will go live on XXXX. If anyone has any questions please contact the helpdesk.

Example text The Antivirus service informs you by email notification if you send an email that contains a virus. If you receive such a notification, you should immediately contact the helpdesk. You are not notified if an email sent to you contains a virus. This is because most virus-infected email is not purposely sent, so it is unlikely that there is any useful content in it.

Example text To minimize the possibility of an unknown virus infecting your computer, Forcepoint Email Security Cloud has been configured to block executable file attachments. If you must receive such attachments, please contact the helpdesk.

Example message 1 For the first XXXXX, we will not quarantine spam but will tag it as such and deliver it to you. Note that what you consider to be spam may not be what others consider spam; some of the messages that you receive may be borderline. See the End User Guide for information about black lists and white lists that help you manage how you classify spam. Example message 2: We have now successfully completed the evaluation of the Forcepoint Email Security Cloud service. Going forward, spam messages will be quarantined rather than tagged.

Example text All quarantined email will be managed by the IT department. If you believe that an email may have been quarantined by mistake, please contact the helpdesk.

Example text All allow lists and block lists will be managed by the IT department.

Example text If you receive an email that you think is spam and it has a link on the bottom for reporting spam, click the link. See the End User Guide for more information.

Example text For additional protection, we have configured Forcepoint Email Security Cloud to disable file extensions for the following attachment file types: XXXX. This prevents attachments from automatically running when you open the email or double-click the attachment. If you need to access an attachment, contact the helpdesk.

Example text Large email messages take up bandwidth and slow down our Internet connection, therefore we have implemented the following restrictions: Inbound email messages over XXMB will not be delivered. Inbound and outbound email messages over XXMB will be quarantined, and you will receive a notification email. If this happens and you need to release the email, contact the helpdesk. Emails bigger than XXMB will be delayed and delivered overnight when their affect on our Internet connection will not be noticed.

Example text People are often sent large file attachments that take up bandwidth and slow down our Internet connection. Often these are not needed or can be discarded once read. We have therefore implemented a feature within our Forcepoint Email Security Cloud email service that will strip attachments over XXMB in size from your email and park them in a secure store for you for up to XX days. You will receive an email when this happens, with an annotation (text at the bottom) followed by a link. Click this link and you will be given the option to save the file or open it.

Example text To protect you and the business, we have implemented a number of rules that analyze email for inappropriate content and words. Please see the company computer use policy for further detail about what is deemed inappropriate use of email. If you receive or send email that contravenes our email policy, Forcepoint Email Security Cloud will send you a notification email.

Example text To ensure the privacy and integrity of our email communications, we have implemented policy-based email encryption.

Example text Our policy is set up to encrypt data that is sent to or from organizations with whom we communicate sensitive information on a regular basis. The organizations affected are XX / a list of the organizations affected can be found here: XX.

Example text Our policy allows individual messages to be encrypted according to a set of rules configured within our Forcepoint Forcepoint Email Security Cloud service. When an outbound email meets the criteria in a rule, it is saved into a secure quarantine area for collection by the recipient using a secure Web browser session. The recipient will receive a notification with a link to the email. They also need a password to allow them to access it. It is your responsibility to communicate this password to the recipient. Email that meet ALL of the following criteria will trigger rule XX: Email from XX Email sent to XX Email that is marked as sensitive Email with the prefix XX at the beginning of the subject line, followed by a space, before the subject.

Example text You will receive a notification email confirming that the email that you sent has been encrypted. This will contain the password that recipients need to access this email.

Example text You must specify the prefix trigger word XX at the beginning of the email subject. Follow the trigger word by a space, the password that you want the recipient to use to access the email in parentheses, another space, and the subject itself. For example: XX (password) Subject

Example text You must specify a password that you want the recipient to use to collect the email in the subject line. This must be indicated by a prefix XX followed by a space, the password in parentheses, another space, and the subject itself. For example: XX (password) Subject

Example text Our policy allows individual messages to be encrypted according to a set of rules configured within our Forcepoint Email Security Cloud service. When an outbound email meets the criteria in a rule, it is saved into a secure quarantine area for collection by the recipient using a secure Web browser session. The recipient will receive a notification with a link to the email. They will need to enter their email address and create a password to allow them to access it. The recipient then uses this password to access all subsequent encrypted messages sent to their email address. Email that meet one or all of the following criteria will trigger rule XX: Email from XX Email sent to XX Email that is marked as sensitive Email with the keyword(s) XX in the subject line or body of the message.