Understanding Proofpoint: 6 Key Things Every User Should Know

With countless technology tools available, it’s easy to feel overwhelmed. As a business leader or tech user, you don’t need to master every technical detail, but having a basic understanding of the tools you rely on can be incredibly useful.

In this article, we’ll break down Proofpoint, a widely used suite of cybersecurity tools designed to protect your digital environment. We’ll keep things simple, offering a clear overview of what Proofpoint does and highlighting six essential tips for users.

Our goal is to deliver straightforward, jargon-free information. By the end, you’ll know why Proofpoint matters and how to use it effectively.

What Is Proofpoint?

Proofpoint is a company that provides software and services focused on email security, identity threat protection, data loss prevention, email archiving, and electronic discovery.

Its tools safeguard organizations of all sizes from cyber threats. Similar solutions are offered by competitors like Barracuda, Microsoft Defender for M365, and Trend Micro.

How Do Proofpoint Tools Work?

Proofpoint scans incoming emails for threats such as spam, phishing attempts, and malware. If it detects suspicious content, the email is quarantined, and you receive a Quarantine Digest—a separate email listing these items.

The Quarantine Digest lets you decide whether to:

• Deliver the email to your inbox,
• Preview it for safety, or
• Block the sender entirely.

This process adds a layer of control, ensuring only safe emails reach your inbox.

6 Must-Know Tips for Using Proofpoint

We frequently answer questions about Proofpoint. Below are the top six things users ask about, along with clear guidance:

1. How Do I Handle a Proofpoint Quarantine Digest?

When you receive a Quarantine Digest in your inbox:

• Step 1: Open the email to view a list of quarantined emails.
• Step 2: Click “Preview” next to an email to safely view its contents in a browser.
• Step 3: Check the sender’s email address, subject line, and delivery time to determine if it’s safe.
• Step 4: Choose an action:
  
  • Release: Sends the email to your inbox.
  • Release & Approve: Delivers the email and allows future emails from this sender to bypass quarantine.
  • Block: Stops all future emails from the sender (they won’t appear in future digests).

2. Can I Recover an Email I Accidentally Blocked?

Yes, you can retrieve a blocked email within 30 days (after which it’s permanently deleted). Here’s how:

• Step 1: Log in at us5.proofpointessentials.com. Contact your IT team if you need login help.
• Step 2: Navigate to “Tools” > “Log Search.”
• Step 3: Enter search details (e.g., date, sender, subject) and click “Search.”
• Step 4: Locate the email and either:
  
  • Check the box next to it to restore, or
  • Use the “Actions” menu to release, delete, or report it as a false negative (e.g., if spam was missed).
• Step 5: Click “Apply” to confirm your choice.

3. What If I Want to Unblock a Sender I Blocked by Mistake?

To reinstate a blocked sender:

• Step 1: Log in at us5.proofpointessentials.com
• Step 2: Go to “Allow/Block Sender Lists” at the bottom of the left panel.
• Step 3: Find the blocked email address, move it to the “Safe Sender List,” and click “Save.”

4. Do I Need to Install an App to Use Proofpoint?

No. Proofpoint is cloud-based, meaning it works in the background without requiring software on your device. It automatically scans emails for threats.

5. Can I Encrypt Outgoing Emails with Proofpoint?

Yes, Proofpoint makes it simple to encrypt sensitive emails sent to external recipients:

• Step 1: In Outlook, start a new email.
• Step 2: In the subject line, type [encrypt] followed by a space, then your subject (e.g., [encrypt] Project Update).
• Step 3: Write and send the email as usual.
• Step 4: Proofpoint encrypts the email and notifies you once it’s sent securely.
• Note: Recipients get a notification with a “view encrypted email” link, requiring them to log in or create a Proofpoint account to access it.

6. Is Proofpoint Necessary?

While Proofpoint isn’t the only option, using an email security tool is critical to protect against cyber threats like phishing and malware. Alternatives like Barracuda or Microsoft Defender also work, but some form of protection is essential.

The Takeaway

Email is a common entry point for cyberattacks, making tools like Proofpoint vital for safeguarding your organization. This article provided a simple overview of Proofpoint’s functionality and six practical tips for using it effectively.

You now know how to:

• Manage Quarantine Digests,
• Recover blocked emails,
• Unblock senders,
• Use Proofpoint without an app,
• Encrypt outgoing emails, and
• Understand the importance of email security.

For more guidance on Proofpoint or other tech tools, reach out to our team. We’re happy to help!