SpamTitan

Truman IT Services uses TitanHQ email security tools to help protect campus email accounts from spam, phishing, malware, spoofing, suspicious links, and other unwanted messages. The primary user-facing services are SpamTitan, PhishTitan, and Link Lock.

This page explains how the system works, how to review quarantined messages, how to manage allow and block lists, what email warning banners mean, and where to go if you are expecting a message that has not arrived.

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SpamTitan

SpamTitan filters inbound email before delivery to campus mailboxes. Messages are analyzed for spam, phishing, malware, and other suspicious characteristics, and messages that appear risky may be quarantined for review before they reach your inbox.

SpamTitan uses layered filtering methods to reduce unwanted or malicious email while still allowing legitimate mail to be delivered. If a legitimate message is quarantined, users can review and manage it through their quarantine report or through the SpamTitan portal.

PhishTitan

PhishTitan provides post-delivery protection within Microsoft 365. It helps identify and remediate malicious or suspicious emails that may have been delivered and can add warning or informational banners to messages so users know when extra caution is needed.

If a message is delivered but includes a warning banner, that means it was allowed through but still has characteristics TitanHQ considers suspicious. Users should use caution before clicking links, opening attachments, or replying.

For steps on using the Outlook add-in and understanding the different banner types, see the TitanHQ Outlook Add-in and Banner Guide (PDF)

Link Lock helps protect users from phishing, business email compromise, and zero-day attacks by rewriting links in inbound email and checking them in real time when clicked. If a link is determined to be malicious, the user is shown a block page warning of the security risk.

Because links remain rewritten even if an email is forwarded, Link Lock provides additional protection after the message has been delivered.

Quarantine Reports

Truman has configured SpamTitan to send users daily quarantine reports. These reports list all messages currently in quarantine that have not yet been addressed by being released, deleted, allowed, or otherwise managed.

Users can adjust the report interval in SpamTitan if they prefer a different schedule. SpamTitan supports report delivery options such as daily, every weekday, weekly, monthly, or never, depending on user and domain settings.

From the quarantine report, users can:

  • Release a quarantined message.
  • Allow a sender or domain for future delivery.
  • Block a sender.
  • Delete a message from quarantine.
  • Request a new quarantine report.
  • Adjust report preferences such as interval and report contents.

Important: Links in quarantine reports are tokenized for security and expire 7 days after the report is generated.

When you click an action link in a quarantine report, such as Release or Delete, SpamTitan may display a confirmation prompt before completing the action.

SpamTitan Portal Features

You can also log in to the SpamTitan portal at https://us4-smtp-ui.titanhq.com/ to review email history, manage quarantined messages, and adjust your personal filtering settings.

  • History shows your incoming external email history and allows you to search for messages that SpamTitan processed.
  • Quarantine shows messages currently being held for review.
  • Filtering allows you to manage your Allow List, Block List, and geoblocking settings.
  • Settings allows you to adjust quarantine report preferences and other personal settings.

History is especially useful if you are expecting a message and have not received it. You can search the History section yourself to see whether SpamTitan processed the message, which may help you determine whether it was delivered, quarantined, or filtered before contacting IT Services.

Advanced Features

SpamTitan includes several user-managed features that may be helpful for troubleshooting or for handling recurring senders.

  • Allow List: Add a sender or domain you trust so future messages are less likely to be blocked.
  • Block List: Block a sender you do not want to receive messages from.
  • Geoblocking: Allow or block email from specific countries based on the sending server’s location.
  • Mail History Search: Search incoming external email history by date, sender, subject, and other message details.

Use caution when adding broad allow-list entries for domains or senders you do not fully trust. Allowing a sender can reduce filtering for future messages from that source.

Reporting Spam or Phishing

If a spam or phishing message reaches your inbox, please use the TitanHQ Outlook add-in to report it. Reporting suspicious messages helps Truman IT Services review threats and improve email protections for the campus community.

The TitanHQ Outlook add-in works with Outlook Desktop, Outlook on the web, and the Outlook mobile app. In Outlook Desktop and Outlook on the web, it should appear in the ribbon under the Home tab.

Frequently Asked Questions

Where is the TitanHQ Outlook add-in located?

The TitanHQ Outlook add-in works with Outlook Desktop, Outlook on the web, and the Outlook mobile app. In Outlook Desktop and Outlook on the web, it should appear in the ribbon under the Home tab. If you do not see it, try closing and reopening Outlook. If it still does not appear, please contact IT Services.

What does a warning banner on an email mean?

A warning banner means TitanHQ identified something about the message as suspicious. In many cases, the message is still delivered, but the banner is added so you know to use caution before clicking links, opening attachments, or replying.

For steps on using the Outlook add-in and understanding the different banner types, see the TitanHQ Outlook Add-in and Banner Guide (PDF)

Why am I still seeing a warning banner even after the message was delivered?

If a message is delivered but still has a banner, TitanHQ is warning that the message remains suspicious even though it was allowed through. Marking a message as safe may help with future messages, but it will not necessarily remove the banner from the current message or from all future messages from that sender.

What should I do if a legitimate message was quarantined?

Please check your daily quarantine report or log in to the SpamTitan portal at https://us4-smtp-ui.titanhq.com/. From there, you can release the message and, if appropriate, add the sender or domain to your Allow List so future messages are less likely to be blocked.

Were my Barracuda allow/block lists migrated to SpamTitan?

No. Individual user allow/block lists from Barracuda were not migrated to SpamTitan. If you previously allowed a sender in Barracuda, you may need to add that sender or domain again in SpamTitan if you want future messages to be handled the same way.

How do I know whether a message was quarantined or just flagged with a banner?

If the message appears in your mailbox and includes a warning or informational banner, it was delivered and flagged. If it does not appear in your mailbox, check your daily quarantine report or the SpamTitan portal to see whether it was quarantined before delivery.

Can I manage my own allow and block lists?

Yes. You can manage your own allow and block lists through the SpamTitan portal. You may also be able to allow or block specific senders directly from your daily quarantine report.

Can I change how often I receive quarantine reports?

Yes. Users can adjust their quarantine report interval in SpamTitan. Truman currently sends reports daily by default, but users can change their own report frequency through SpamTitan settings.

What do the daily quarantine reports include?

Truman’s configuration sends reports showing all items currently in quarantine that have not yet been addressed. Users can also adjust report preferences in SpamTitan if they want different behavior.

What if I am expecting an email that never arrived?

Check the History section of the SpamTitan portal to see whether the message was processed. This can help you determine whether the message was delivered, quarantined, or filtered before you contact IT Services.

How long do links in quarantine reports remain active?

Links in SpamTitan quarantine reports expire 7 days after the report is generated. If a link no longer works, request a new report or log in to the SpamTitan portal directly.

What should I do if spam or phishing still reaches my inbox?

If a suspicious message reaches your inbox, please use the TitanHQ Outlook add-in to report it. Reporting suspicious messages helps Truman IT Services review threats and improve email protections for the campus community.

What if I am not sure whether a message is safe?

If you are unsure whether a message is legitimate, do not click links, open attachments, or reply until you have verified the sender or contacted IT Services for assistance.

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