Reject vs Quarantine vs Allow: What Email Filtering Policies Really Do
If you’ve ever peeked under the hood of your email security, you’ve seen the terms Reject, Quarantine, and Allow. They sound simple, but these policies are the foundation of keeping your inbox safe, your business compliant, and your team productive.
With ExchangeDefender’s recent rollout of Advanced Reject Policies, it’s the perfect time to revisit what each of these settings actually does—and why getting them right matters more than ever.
Reject: The Bouncer at the Door
Think of Reject like a bouncer outside a nightclub. If the email doesn’t meet the rules, it never even gets through the door.
- Pros: Keeps dangerous or clearly unwanted mail out of your system entirely. No wasted storage, no wasted attention.
- Cons: If set too aggressively, you risk rejecting legit mail. That’s why ExchangeDefender gives you fine-grained control with Advanced Reject Policies—so you can block the bad stuff without hurting business.
Quarantine
Quarantine is the middle ground. Suspicious emails get flagged and held in a safe spot for review.
- Pros: Great for those “not sure” cases. Lets admins or users review questionable messages without risking exposure.
- Cons: Requires regular checks—if your team never looks at quarantine, important messages could be missed.
Allow: The VIP Pass
An Allow list tells your email security solution, “This sender is trusted—let them through, no questions asked.”
- Pros: Cuts down on false positives and ensures important partners or clients never get blocked.
- Cons: Dangerous if misused—once someone is on the allow list, they can bypass normal security checks. (Pro tip: prune your Allow list regularly!)
Why Balance Matters
Email filtering isn’t one-size-fits-all. The right mix of Reject, Quarantine, and Allow ensures your inbox is safe but not restrictive. ExchangeDefender now lets admins:
- Apply Reject Policies at domain and user levels.
- Fine-tune rules to comply with organizational or regulatory needs.
- Manage lists in bulk with Import/Export tools.
This means fewer missed emails, stronger security, and better compliance reporting.
Final Thoughts
Reject, Quarantine, and Allow aren’t just “settings”—they’re the rules that decide who gets in, who waits outside, and who never shows up. With ExchangeDefender’s new Advanced Reject Policies, you have more power than ever to tailor these rules to your business needs.
👉 Curious how to get started? Check out the full announcement here!
Top 7 IT Solutions Every Small Business Needs in 2025
Running a small business in 2025 means you’re not just the CEO—you’re also the head of HR, sales, customer service, and IT security (even if you don’t want to be). That’s why searching for small business IT solutions near me has become so common. The good news? You don’t have to juggle it all. With the right IT services in place, you can protect your business, impress your clients, and sleep at night knowing your data is safe.
Here are the 7 must-have IT solutions every small business should consider this year (and how ExchangeDefender makes them simple).
1. Rock-Solid Email Security
Phishing, spoofing, spam, ransomware—it’s like a horror movie lineup, and email is still the #1 way attackers sneak in.
Solution: ExchangeDefender Email Security keeps your inbox clean and safe, making it one of the most trusted email security solutions for small business.
2. Compliance & Archiving
Whether you’re in healthcare, finance, or legal, compliance is no joke. Even if you’re not, having a secure record of all communications is just smart.
Solution: ExchangeDefender Archiving provides fully compliant, searchable records. Perfect for audits, peace of mind, and anyone Googling IT support for small business compliance.
3. Business Continuity
Imagine this: your internet goes down, but your email doesn’t. That’s true business continuity. No downtime, no missed deals.
Solution: With ExchangeDefender Inbox, your email keeps flowing, even if your servers or ISP fail.
4. Email Data Backups (Because Stuff Happens)
Hard drives fail. Employees delete things. Coffee spills. It happens.
Solution: Automated cloud email backups with ExchangeDefender Live Archive mean you’re never more than a few clicks away from recovery. That’s why so many people search for small business IT solutions near me—because accidents don’t wait for business hours.
5. Cloud Services That Actually Work
The cloud isn’t just hype—it’s how small businesses gain big-business power without the cost.
Solution: ExchangeDefender’s hosted email, cloud services, and managed IT give you enterprise-grade power without the enterprise headache.
6. Secure File Sharing & Encryption
Clients expect security when sharing sensitive data. Old-school email attachments don’t cut it anymore.
Solution: ExchangeDefender Secure File Sharing makes secure file sharing for small businesses simple, with encryption built right in.
7. Responsive IT Support
Even the best tech can break or confuse us. Having experts you can actually talk to (without 4-hour hold music) is priceless.
Solution: ExchangeDefender’s IT support team helps small businesses get fast, real solutions when they need them most.
Wrapping It Up
2025 is the year to stop seeing IT as “extra.” These seven solutions are your business insurance, your growth engine, and your peace of mind rolled into one.
And here’s the kicker: you don’t need seven different vendors. ExchangeDefender bundles everything together—making it the go-to for anyone searching IT solutions for small businesses near me.
👉 Ready to see how it works? Request a demo and let’s get your business future-proofed.
ExchangeDefender Rolls Out Advanced ‘Reject Policies’ for Safer Inboxes
At ExchangeDefender we’ve always seen ourselves as the firewall that keeps unwanted email content entering or exiting our clients network. To keep compliance simple we never deleted emails – if the content was objectionable we would scan it, log it, and let org and user policies choose what happens to the message.
As the email world becomes more dangerous, with AI capable of conducting social engineering scams at scale, IT teams are looking for new policies that can handle it.
At ExchangeDefender we work closely with our partners around the world and this feature is courtesy of Tommy from Twisted Networx.
Tommy is hardly alone when it comes to this issue, some businesses pride themselves on the amount of money they spend on aggressive marketing via email. Ghost resubscribes, unsubscribe pages not working, confusing UI to trick you into buying or sharing info, and endless scams are just a part of business on the Internet these days. It’s something ExchangeDefender can help you fix.
We’re introducing Reject Policies.
If you’ve identified an organization you do not want to communicate with for any reason, or if you have a network you want to keep out, or if you just want a quieter quarantine: ExchangeDefender will now reject the email on your behalf and you will never have to see it again.
For compliance purposes we will of course log the rejection in the Domain Admin logging facility at https://admin.exchangedefender.com but the message meta and any data will be rejected at the edge of the ExchangeDefender network. This way you will still be able to troubleshoot mail flow and make adjustments as needed.
We’re building a more flexible, powerful ExchangeDefender to meet real-world business challenges—and your feedback plays a big part in that. If you’ve got ideas that could make your email experience more secure or productive, we’d love to hear them.
New features and updated policies are rolling out later this fall. Stay in the loop by visiting https://support.exchangedefender.com, checking out our blog, or following us on social media.
Hackers Use Fake WeTransfer Emails to Steal Your Information
If you’ve ever shared a big file online, chances are you’ve used WeTransfer. It’s quick, it’s easy, and most importantly—it’s trusted. And that’s exactly why scammers love it.
Lately, there’s been a wave of phishing emails that look like they’re coming from WeTransfer. You get a message in your inbox saying something like:
- “You’ve received files”
- “Here’s your invoice via WeTransfer”
- “Download your contract now”
Sounds legit, right? The problem is, those links don’t actually take you to WeTransfer. Instead, they lead you to sketchy sites designed to steal your email login, personal info, or even infect your computer with malware.
Fordham Edu
https://medium.com/@resonance.security
So, how do you spot a fake?
Here are some quick red flags:
- Check the sender’s address. Real WeTransfer emails come from
@wetransfer.com. Anything else? 🚩 - Hover over the link. If the URL doesn’t point to
wetransfer.comorwe.tl, don’t click. - Unexpected transfers. If you weren’t expecting files, especially invoices or contracts, double-check with the sender.
- Scare tactics. If the message pressures you with “download immediately” or “expires in 1 hour,” take a breath. That urgency is a classic trick.
- Attachments. WeTransfer usually gives you a download link, not random attachments with .zip or .exe files.
What’s at risk if you fall for it?
A lot, unfortunately. Clicking on a fake transfer can mean:
- Your email or cloud account gets hacked.
- Sensitive data leaks into the wrong hands.
- Your device gets hit with malware (worst case: ransomware).
How to protect yourself
The good news? Staying safe is pretty simple:
- Verify before you click. If someone says they sent you files, confirm with them outside of email (call, text, Teams, Slack—whatever you use).
- Turn on MFA. Multi-factor authentication makes it way harder for scammers to break into your accounts.
- Keep your guard up. Train yourself (and your team, if you’re running a business) to spot phishing tactics.
- Update your devices. Security patches and antivirus tools help catch threats before they cause real damage.
How ExchangeDefender Helps
Here at ExchangeDefender, we take phishing attacks like these seriously. Our filters flag suspicious links, block spoofed domains, and keep bad emails out of your inbox before you even have to think about them. Plus, we love keeping you in the loop with updates like this—because knowledge is one of the best defenses.
Our Expert Tip:
WeTransfer is a great tool, but remember: scammers always follow trust. The more popular a platform is, the more likely it’s going to be abused. So next time you see that “You’ve received files” email—pause, hover, and think before you click.
Sources
What Happens After a Cyber-Attack? The Real Cost for Small Businesses
Let’s face it—most small businesses don’t wake up thinking today will be the day they get hacked. But when it happens, the impact can be swift, serious, and long-lasting.
A small business has suffered from a cyber-attack—what could be the resultant damage?
Spoiler: It’s a lot more than just a locked computer screen.
Let’s break it down in plain English.
Financial Fallout
Hackers love going after small businesses because defenses are often weaker—and payouts can still be big.
- Ransomware may demand thousands just to give back access to your files.
- Phishing or business email compromise could lead to fraudulent money transfers.
- Remediation costs (forensic investigation, legal help, software cleanup) stack up fast.
And while you’re fixing all that…
Time Is Money—And You’ll Lose Both
Most small teams rely on a few key systems to keep things moving. When those go down, so does your ability to do business. Orders get delayed. Calls go unanswered. Work comes to a screeching halt. And while the tech side gets untangled, your customers? They’re already wondering what’s going on.
You might be offline for hours. Maybe days. Either way, your clients won’t wait forever.
It Gets Personal Fast
A lot of cyberattacks aren’t just about locking up files—they’re about stealing data. That could mean employee records, customer information, payment details, contracts, or anything else sensitive. If that data ends up exposed, you may have to notify everyone affected. In some industries, that’s not just a courtesy—it’s the law.
And if clients lose trust? That can cost far more than any ransom demand.
The Recovery Isn’t Just Technical
Once the threat is handled (and your blood pressure returns to normal), you still have to deal with the cleanup. That might mean replacing devices, hiring an expert to audit your systems, redoing your cybersecurity setup, or retraining your team.
The worst part? This whole situation was probably preventable.
You Don’t Need an IT Department to Be Protected
Most small businesses don’t have a dedicated IT team—and that’s exactly why hackers love targeting them. They count on people being too busy, too stretched, or just unaware of the risks.
That’s where we come in.
ExchangeDefender is built for teams like yours—small, mighty, and ready to protect what matters. From secure file sharing to bulletproof email protection, we make cybersecurity simple, affordable, and human.
New in ExchangeDefender: Policy Import & Export
We’re excited to roll out a brand-new feature in ExchangeDefender that makes managing your Allow/Block lists faster, smarter, and more flexible: Policy Import & Export.
Your Allow/Block lists are one of the most powerful tools you have for controlling what lands in your inbox. With ExchangeDefender, you already get this control at three levels:
- Service Provider (big-picture defaults),
- Domain (organization-wide policies),
- User (personalized lists managed directly by each user).
ExchangeDefender makes them available on the Service Provider level, Domain level where they apply to every user in the organization, and User level where they are managed by the end user themselves by interacting with ExchangeDefender and their mail flow. Now you have the ability to export and import allow and black lists and manage your policies in bulk.
Why We Built This
Sure, partners have been asking for it—but that’s only part of the story. More and more, compliance teams, auditors, and SOC analysts want visibility into these policies. On top of that, IT admins are looking for better ways to integrate with SIEM, pull data into logs, or just do some long-overdue cleanup.
With Import & Export, you’ve got the flexibility to:
- Verify compliance with external audits.
- Sync policy data with your security tools.
- Clean up legacy lists in one shot.
How It Works
Head over to admin.exchangedefender.com.
- Users: Go to Trusted Senders.
- Domain Admins: Go to Allow / Block List.
You’ll see shiny new Import and Export buttons right at the top. Go to your Trusted Senders (as user) or Allow / Block List (as domain admin) and you will see an Import and Export button on the top left. The interface is simple and intuitive.
Exporting Policies
Need a backup or want to feed your SIEM? Click Export, pick your scope (allow or block), and choose your format (.csv or .xlsx).
Your download link appears instantly and sticks around for 24 hours. Want another copy? Just export again. Need to clean up old exports? One click deletes them. Easy.
Importing Policies
Time for some inbox spring-cleaning? That’s where Import shines.
When you upload, you’ll pick the domain and policy type (allow or block). At this point, you can:
- Start fresh by checking “Delete all existing policies” (highly recommended for cleanup).
- Or simply add to your existing lists.
From there, just upload your file and ExchangeDefender takes care of the rest—your policies are instantly updated.
Just import the file and the system will create all policies for you. Or you can type them in manually, which is great for everyone that wants to see visually what they are adding to the policy list and you don’t want to click a thousand times to do that.
This feature is all about giving you more control, efficiency, and peace of mind when it comes to managing your Allow/Block lists.
We hope this helps streamline your workflow and keeps your policies tidy. Got ideas for how we can make ExchangeDefender even better? We’d love to hear them—reach out on social media or at support.exchangedefender.com.
5 Hidden Email Problems Encryption Solves Instantly
(and why ExchangeDefender is your easiest fix)
For most small businesses, email is the default way to communicate, send documents, close deals, and support clients. It’s fast, familiar, and convenient.
But under the surface? It’s also where some of your biggest risks live—risks that most SMBs and MSPs don’t see until it’s too late.
That’s where ExchangeDefender Encryption comes in. It’s not just about locking emails—it’s about solving the real problems you didn’t even know you had. Here are five issues it tackles the moment you turn it on:
1. You sent it to the wrong person
Mistakes happen. But when they involve sensitive info, they can turn into major incidents.
ExchangeDefender Encryption makes sure that even if your email ends up in the wrong hands, it can’t be read without proper authentication.
2. Your attachments are exposed
Contracts, client data, tax info—your attachments carry the good stuff. And without encryption, they’re easy targets.
With built-in attachment protection, ExchangeDefender keeps your files locked tight during transit and storage.
3. You have zero visibility
Standard email doesn’t tell you what happens after you hit “send.” Did they open it? Forward it? Screenshot it?
ExchangeDefender gives you detailed tracking and read receipts, so you stay in the loop.
4. Your team uses different email platforms
Some use Outlook. Some use Gmail. Others are mobile-only. Security gaps are everywhere.
ExchangeDefender works seamlessly across all platforms—no special downloads, no learning curve, just secure email everywhere.
5. You’re worried about compliance
HIPAA. GDPR. CMMC. It’s a lot. And falling short isn’t an option.
ExchangeDefender offers auto-detection, policy enforcement, reporting, and message expiration tools to make compliance a breeze.
Bottom line
You don’t have to overhaul your email system to get secure. With ExchangeDefender Encryption, you protect sensitive data, build client trust, and avoid costly mistakes—with one simple solution.
What Happens to Your Email During an Outage?
It’s Monday morning. Your inbox is unusually quiet. You open your browser—Outlook is down. Gmail? Frozen. Panic mode begins.
Enter Inbox by ExchangeDefender: your seamless, always-on backup email solution designed to just work when your primary provider doesn’t.
Never Miss an Email—Even During Outages
Email outages aren’t just annoying—they can be devastating for business. Whether it’s Microsoft 365, Google Workspace, or any other email provider, downtime happens. What matters is how quickly you bounce back.
Inbox automatically activates when your main email goes offline. No downloads. No IT tickets. No setup. Just log in and keep communicating with your clients, vendors, and team like nothing ever happened.
Real-Time Archiving + Instant Access
Inbox isn’t just a “break glass in case of emergency” tool—it’s your live email archive. Every incoming and outgoing message is captured before it hits your mailbox. That means:
- Access to every message, even if Outlook never delivered it
- Searchable archives by date, sender, subject, or keyword
- Full message read/reply/forward functionality built in
It’s not just backup. It’s better-than-backup.
Works Anywhere, on Everything
Need to check in from your phone during an outage? Done. Working on your iPad from the airport lounge? Easy. Inbox works on:
- Desktops
- Tablets
- Mobile devices
- Any browser
Whether you’re fully remote, hybrid, or in the office, you’re always connected.
No Learning Curve. No Stress.
Unlike most email continuity solutions that require complicated server setup or IT babysitting, Inbox is plug-and-play. It’s designed for regular users—just log in and go. It works invisibly in the background until you need it, then steps into the spotlight like a superhero with a clean interface and powerful tools.
Final Thought: Inbox Is Peace of Mind
You don’t need to wait for the next outage to start thinking about business continuity. Inbox gives you confidence that even when your primary provider fails, your communication won’t.
🔒 Your email is always available.
💬 Your conversations never stop.
📦 Your business keeps moving.
Ready to see how Inbox makes outages disappear? Download the brochure or try a live demo!
How to Protect Sensitive Data in Your Emails
Because “Oops” isn’t a great security plan.
Let’s be honest—email is kind of the backbone of your business. It’s where deals get made, contracts are sent, invoices fly back and forth, and sometimes, if we’re being real, it’s where you accidentally email your lunch order to the entire company.
But here’s the thing: your inbox is also a treasure trove of sensitive information. We’re talking payment details, client data, logins, internal documents—the kind of stuff cybercriminals dream about at night.
And yet, most of us treat email like it’s just another casual chat box.
So, what’s the risk?
Imagine sending a postcard with your bank account number written on it. That’s kind of what emailing sensitive info without protection is like. Most email travels unencrypted, which means anyone snooping along the way can read it. That includes hackers, scammers, and even that one weird guy on public Wi-Fi at the coffee shop.
Phishing scams are getting slicker, malware is getting smarter, and businesses—especially small ones—are being targeted more than ever. The result? Breaches, downtime, lost money, and a lot of “We probably should’ve encrypted that” conversations.
But protecting your email doesn’t have to be hard.
Seriously. You don’t need a cybersecurity degree or a 20-person IT department. You just need the right tool—and that’s where ExchangeDefender Email Encryption comes in.
It’s designed to make secure emailing feel… well, normal. No hoops, no complicated setup. Just a simple way to keep your messages private, even if they’re packed with sensitive info.
With ExchangeDefender, you can send encrypted messages right from your browser, protect them with a password if you want, and even set expiration dates—so your email isn’t just floating around forever. You also get full visibility: when your message is opened, by who, and where. (Which makes you look really smart during audits, by the way.)
Plus, it plays nice with compliance rules like HIPAA and GDPR, which is a big win if you’re in healthcare, finance, or just… trying not to get fined.
Here’s the bottom line:
If you’re using email to run your business, you need to protect what’s inside. Email encryption is one of the easiest, most impactful things you can do—and ExchangeDefender makes it painless.
So next time you’re about to hit “send” on something important, ask yourself:
What would it cost me if this fell into the wrong hands?
Then go encrypt it. We’ll help.
Don’t Take the Bait: Xfinity Phishing Emails on the Rise
Phishing emails targeting Xfinity (Comcast) customers are flooding inboxes again—and this wave is particularly deceptive. Disguised as legitimate communications from Xfinity, these emails are designed to create panic and trick users into compromising their security.
What’s Happening
Cybercriminals are sending emails that appear to be from Xfinity, warning users about urgent account issues. Common themes include service interruptions, billing errors, or suspicious activity. The emails often ask recipients to “secure their account” or update personal information, directing them to fake login pages that harvest credentials.
Many of these messages are styled with official-looking Xfinity branding, and even the sender email address can appear authentic at a glance. Some victims have reported receiving fake invoices or confirmations for charges they never made—creating just enough concern to drive a click.
📌 Source:
Why It’s a Problem
Once you click on these links or share information, the consequences can be serious. Scammers may gain access to your Xfinity account, personal data, or even your entire device. This type of phishing can lead to identity theft, financial loss, or malware infections—especially if users unknowingly download files or enable remote access.
Even savvy users can fall for these tricks, which is why prevention and education are key.
📌 Sources:
How ExchangeDefender Helps
ExchangeDefender’s advanced threat protection is already working behind the scenes to block phishing emails like these. By scanning for malicious links, suspicious attachments, and known spam patterns, our system keeps these messages out of your inbox.
If you’re using our LiveArchive solution, your email continues to run smoothly—even if an attack disrupts your main provider.
Want to level up even further? Our Spearphish training platform delivers realistic phishing simulations to help your team recognize red flags before they click.
What You Should Do
If you receive a suspicious message claiming to be from Xfinity:
- Do not click any links or download attachments
- Go directly to your account via xfinity.com
- Report it to Comcast at abuse@comcast.net
📌 Also check out:
Make sure your team knows the signs of phishing and doesn’t trust emails that feel rushed, pushy, or “off.” And if you manage email for clients, now’s a great time to reinforce best practices.