BackHow to use the Rotate Outlook Add-in
5 min
### 1. Introduction
This guide provides step-by-step instructions on reporting suspicious emails, managing your block and allow lists, and efficiently handling quarantined messages.
2. Choose an email to take action on
In your Outlook email client, open a message that you want to take action on.
3. Let's take action on a suspicious-looking email
Here we see a suspicious-looking email with a fake email address.
4. Open the Rotate Mail Assistant add-in
Let's open the Rotate Mail Assistant add-in.
5. Open add-in from more options
If the add-in isn't visible, click the three dots to view all installed add-ins.
6. In the Rotate Mail Assistant, take an action
Let's meet the Rotate Mail Assistant.
7. Report email as suspicious
Click here to report this email as suspicious.
8. Successfully reported email
That's it! The email has been successfully reported.
9. Add sender to block list
You can add the sender to your personal block list to prevent any further emails from them.
10. Tell us why you think this email is suspicious
If you wish, feel free to share any details regarding the reported email with us.
11. Select a threat type
Choose the threat you recognized in the email.
12. Update your report
Click 'Submit.' Rotate's detection algorithm will assess your report and take action as necessary. Furthermore, the email will be accessible for review by your organization's administrator.
13. Report success message
Thank you for helping us ensure your security.
14. Return to main view
Back to the main add-in interface.
15. Block sender
You can add the sender's email to your block list without needing to file a report.
16. Allow sender
Alternatively, you can add the email address to your allow list to ensure that you consistently receive their emails from this sender.
17. Allow/Block List tab
Let's now explore the Allow/Block List tab.
18. Allow/Block List tab 2
In this section, you can manage the senders you want to block or always allow.
19. Filter Allow/Block List
Locate a specific sender entry by searching text, filtering by list type, and sorting by the date the entry was added.
20. Remove sender from list
Click here to remove a sender from a list easily.
21. Add sender button
Click here to manually add senders.
22. Add senders flow
Enter the sender email addresses you wish to add and specify the list where you want them included.
23. Add the senders manually
Add the submitted email addresses by clicking here.
24. Quarantined Emails tab
Let's dive into the Quarantined Emails tab.
25. Search, sort, filter emails
Search, sort, and filter quarantined emails to locate the specific message you are looking for.
26. Filter by threat types
The filter lets you find emails based on the identified threat type.
27. Click "Review & manage release"
Click here to view the details of the quarantined email and manage its release.
28. Review Email page
In the newly opened browser tab, you can view the details of the quarantined email, including a screenshot and a description of its suspicious characteristics.
29. Ask admin to release button
To restore the quarantined email, click here to request its release from the administrator.
30. Release request sent
The email is now ready for the admin's review and approval.
31. Return from email review
Navigating back to the Quarantined Emails tab of the add-in, we can see that the email is now pending review.
This guide covered reporting suspicious emails, managing blocked and allowed sender lists, reviewing quarantined messages, and requesting administrative assistance to maintain email security. Stay secure
Frequently Asked Questions
What is the Email Add-On?
The Email Add-On is a tool designed for Gmail and Outlook that helps you identify and manage malicious emails, including spam, phishing attempts, and malware. It enhances your email security by reporting suspicious emails and managing your personal spam list.
Why are mail rules a security risk?
Mail rules can be exploited to exfiltrate data, hide security alerts, or modify incoming messages. Attackers often use forwarding rules to silently send emails to external accounts or create rules that auto-delete security notifications, making it harder to detect compromises.
Why is email security important?
Email is a common attack vector for phishing, spoofing, and other cyber threats. Properly configured DMARC, DKIM, and SPF records help prevent unauthorized parties from sending emails on behalf of your domain, protecting your organization from email-based attacks.
What actions can I take on a malicious email?
When a malicious email is detected, you can take the following actions:
- Block the email to remove it from the user’s inbox.
- Release the email after it’s been blocked, putting it back in the inbox.
Can I deactivate Rotate Mail Scanning on a specific mailbox?
Yes, you can exclude specific mailboxes from Rotate Mail Scanning. This can be configured in the Configurations tab in the Email Hub under the Users and choose the users to exclude.
What does Email Threats mean?
- Phishing: A type of cyberattack where attackers impersonate legitimate organizations via email or websites to steal sensitive information like passwords or credit card numbers.
- Financial Fraud: Illegally obtaining money or assets through deceptive means, such as credit card fraud, investment scams, or identity theft.
- BEC (Business Email Compromise): A type of cybercrime where attackers impersonate company executives or employees to trick others into transferring money or sensitive information, often through email.
- Malware: Malicious software designed to harm, exploit, or otherwise compromise the data or functionality of a computer, network, or device. Examples include viruses, trojans, and ransomware.
- Spam: Unsolicited and often irrelevant or inappropriate messages, typically sent in bulk, usually through email. Often used for advertising or spreading malicious content.