Set up rules for objectionable content

As a G Suite administrator, you can set up rules to determine whether messages containing certain words, such as obscenities, are rejected, quarantined, or delivered with modifications.

For example, you can:

  • Reject outbound messages that might contain sensitive company information, such as when your outbound filter detects the word "confidential."
  • Quarantine a message that has an objectionable word.

  • Notify others when a message has an objectionable word.

You use the Objectionable content setting to create word lists for filtering for objectionable content, and to specify what action to perform for messages with this content.

Note: If you use objectionable content rules and dynamic email for your organization, learn how compliance rules are applied to dynamic messages.

How word matching works

Consider the following when you create a custom word list:

  • Capitalization is ignored. For example, "BAD" matches "bad", "Bad", and "BAD".
  • Only complete words are matched. For example, if you add "bad" to the custom word list, "badminton" is not matched.
  • Word searches are performed on subject, body, and text attachments.
  • Entering objectionable content inside square brackets, for example, [BAD], causes the rule to fail, even if the text in the message, including the brackets, matches the content.  

Note: If you need a rule to trigger for text enclosed in square brackets, create a content compliance rule to trigger on the regular expression (?i)\[(BAD)\].  

Compliance actions

When a message matches an objectionable content rule, you can:

  • Reject it
  • Quarantine it
  • Deliver it with modifications

How settings are applied

Unless you change the options, the rules apply to all users in an organizational unit. You can disable in a child organization any rules they inherit from a parent organization. You can also add multiple rules to each organization.

When you set up multiple rules, what happens to a message depends on the conditions you set and which rule has precedence. For details, read How multiple settings affect message behavior.

Note: Objectionable content filtering does not currently support localized text with non-ASCII characters.

Enhance message security with hosted S/MIME

You can improve message security with S/MIME. For example, set up a rule that requires S/MIME encryption for outgoing messages. Set this rule up with the Encryption option, described in step 4 above.

For an overview, see Enhance message security with hosted S/MIME.

This feature is only available with G Suite Enterprise and G Suite Enterprise for Education.

Set up an objectionable content rule

Initial step: Go to Gmail Compliance settings in the Google Admin console

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenG Suiteand thenGmailand thenCompliance.

    Note: You might find this setting at Appsand thenG Suiteand thenGmailand thenAdvanced Settings.

  3. Scroll to the Objectionable content setting in the Compliance section, hover over the setting, and click Configure. If the setting is already configured, hover over the setting and click Edit or Add another.
  4. For each new setting, enter a unique description.

Go to the next step to configure the setting.ad

Step 1: Enter email messages to affect

You can set up the rule for inbound, outbound, or internal messages. Internal messages are sent and received within the domains and subdomains associated with your organization.

  1. Check the boxes next to the messages you want the rule to apply to.

  2. Go to the next step to continue.

Step 2: Add words you want to search for in each message

You can use the Custom objectionable words list to create your own list of objectionable words.

To create a list of objectionable words:

  1. Click Edit and then Add.
  2. Enter the words, separated by spaces or commas.
  3. Click Save. You might need to scroll to see it.
  4. Go to the next step to continue.

Step 3: Specify what happens if the message contains objectionable words

  1. Specify whether to modify, reject, or quarantine a message when conditions are met. (Details below.)

  2. Configure the options for the action you choose.

  3. (Optional) Click Show options to configure additional options to limit the application of this setting. See Configure additional parameters, below, for details.

  4. Go to Save the configuration.

Note: A limit of 100 additional recipients applies for each rule. For this reason, consider using groups for large lists.

Reject message

Rejects the message before reaching the recipient. You can enter a message to notify the sender about why the message was rejected. For matching messages, no other routing or compliance rules are applied. 

Note: Gmail automatically adds an SMTP rejection code, such as 550 5.7.1. This is a requirement of the SMTP standard and can't be deleted.

Quarantine message

Sends the message to an admin quarantine where you can review the message before you send or reject it. This option is only available for the Users account type. For details, see Account types to affect.

To notify your users when their sent messages are quarantined, check the Notify sender when mail is quarantined (onward delivery only) box.

Modify message

Add headers, remove attachments, change the envelope recipient, add more recipients, and change the route. For details, read Options for modifying messages.

Note: We recommend that you use the routing settings for the specific use cases they are intended to support. For example, you can set up the same routing options by using an Objectionable content setting or a Routing setting. Use an Objectionable content setting for objectionable content, and a Routing setting for general routing-related use cases, such as dual delivery. Learn about mail routing, including use cases and examples.

Controls

Add X-Gm-Original-To header

Add a header tag if the recipient is changed. When you do, the downstream server will know the original envelope recipient. An example of the header tag format is X-Gm-Original-To: user@solarmora.com.

Add X-Gm-Spam and X-GM-Phishy headers

Add headers to indicate the spam and phishing status of the message. For example, an administrator at a downstream server can use this information to set up rules that handle spam and phishing differently from clean mail. For details, see Add spam headers setting to all default routing rules.

Add custom headers

You can add custom headers to messages that are affected by this setting. For example, you can add a header that matches the description that you entered for the setting. This can help you analyze why a message was routed in a certain way or why a rule was triggered.

Prepend custom subject

You can enter a string to add to the beginning of the subject of applicable messages. For example, you could enter Confidential in this field for sensitive emails. If a message triggers the rule and its subject is Monthly report, recipients will see the following subject: [Confidential] Monthly report.

Change route and Also reroute spam

  • Change route—You can change the destination of the message from the default Gmail server to a different mail server, such as Microsoft Exchange.

    Note: Before you can change the route, you need to add the new route in the Admin console. For details, see Add mail routes for advanced Gmail delivery.

  • Also reroute spam—This option is available if you select Change route. Blatant spam is dropped instantly at delivery time. However, check the Also reroute spam box to route any additional email you mark as spam.

    Leaving the box unchecked has normal messages rerouted, but not spam. G Suite email settings (for example, a list of preauthorized senders) overrides spam settings.

Change envelope recipient

The message bypasses the original recipient’s mailbox and goes to the new recipient.

You can change the envelope recipient in one of the following ways:

  • Replace the recipient’s entire email address—After Replace recipient, enter the full email address, such as user@solarmora.com.
  • Replace the username—To change just the username of the recipient's email address and keep the domain the same, before @existing-domain, enter the username, such as user.
  • Replace the domain—To change just the domain of the recipient's email address and keep the username the same, after existing-username@, enter the domain, such as solarmora.com.

An MX lookup on the new recipient's domain determines the destination server. Or, if you’re using the Change route control, the specified route determines the destination server.

If you'd rather Bcc an additional recipient, use the Add more recipients option, described below.

Bypass spam filter for this message

Deliver incoming messages to recipients even if the spam filter identifies them as spam. This option applies to only incoming messages only. You can’t bypass spam filters for outgoing messages.

Note: This option is not available for the Groups account type. For details, see Account types to affect.

Remove attachments from message

You can remove any attachments from messages. You can also append text to notify recipients that attachments were removed.

Add more recipients

  1. To set up dual or multiple delivery, check the Add more recipients boxand thenclick Add "".
  2. To add individual email addresses, select Basic from the listand thenclick Save
  3. (Optional) To add more addresses, click Add "".
  4. (Optional) To choose advanced options for your secondary delivery, select Advanced from the list.

    You can change the envelope recipient, add headers, prepend a custom subject, and remove attachments for secondary deliveries.

When you add recipients, consider that:

  • Each rule has a limit of 100 additional recipients.
  • Settings for the primary delivery also apply to the secondary deliveries.
  • For secondary deliveries, the Do not deliver spam to this recipient and Suppress bounces from this recipient boxes are checked by default.
  • Adding additional recipients creates a message for each added recipient. Advanced Gmail settings apply to each message.

Encryption (onward delivery only)

By default, Gmail tries to deliver messages using Transport Layer Security (TLS). If secure transport isn’t available, the message is delivered over a nonsecure connection.

To require all messages meeting the conditions in the setting to be transmitted through a secure connection, check the Require secure transport (TLS) box. If TLS isn't available on the sending or receiving side, the message won't be sent.

If you have a G Suite Enterprise or Enterprise for Education account, you can also bounce messages or require that messages can only be sent if they are S/MIME encrypted. For details, go to Enhance message security with hosted S/MIME.

Note:   This feature is only available with G Suite Enterprise and G Suite Enterprise for Education.

Tip: We recommend that you test new rules to make sure they work correctly for your organization. For more information, see Best practices for faster rules testing.

Configure additional parameters (Optional)

To set up additional options for a routing policy, such as creating address lists or choosing the account types it will affect, at the bottom, click Show options.

Address lists

You can specify address lists as a criteria for whether to bypass or apply a given setting. Address lists can contain email addresses, domains, or both.

There are two methods used to determine if the address list is matched. If multiple lists are specified, the address must match at least one of the lists:

  • Correspondent (default) G Suite considers the "from" field for received mail and the recipients for sent mail. For senders, the authentication requirement is also checked. (Details below.).
  • Recipient: G Suite always checks to see if the recipients are present in address lists.

The options for whether to bypass or apply a given setting are:

  • Bypass this setting for specific addresses / domains—Skips the setting entirely if the address list matches, regardless of any other criteria specified in the setting.
  • Only apply this setting for specific addresses / domains—The address list match becomes a condition for whether the setting is applied. If there are other criteria in the setting, such as match expressions, account types, or envelope filters, those conditions must also match for the setting to be applied.

To use address lists to control application of this setting:

  1. In the Options section, check the Use address lists to bypass or control application of this setting box.
  2. Select one of the options:

    • Bypass this setting for specific addresses / domains
    • Only apply this setting for specific addresses / domains
  3. Click Use existing or create a new one.
  4. Select the name of an existing list, or, to create a new one, enter a custom name for a new list in the Create new list field, and then click Create.
  5. Move the pointer over the list name, and click Edit.

  6. To add email addresses or domains to the list, click Add "".

  7. Enter a full email address or domain name, such as solarmora.com. Or, to add a list in bulk, enter a comma or space delimited list of addresses after clicking Add "".

    Note: If you want to bypass this setting for approved senders that don't have authentication, uncheck the Require sender authentication box. Use this option with caution as it can potentially lead to spoofing. Learn more about sender authentication.

  8. Click Save.

  9. To include additional email addresses or domains in the list, repeat steps 5 to 7.

  10. When you're done, go to Account types to affect.

Learn more about address lists, including how to search, or view all entries in the list, and how addresses are matched against the address lists.

Account types to affect (Required)

Depending on the message action you chose and the type of organizational unit you’re configuring, some account types might not be available.

Select one or more account types that the setting applies to: 

  • Users (default)—The setting applies to provisioned G Suite users. For sending and outbound mail, the setting is triggered when your users send email. For receiving and inbound mail, the setting is triggered when your users receive email.
  • Groups—The setting applies to groups set up in your organization. For sending and outbound mail, the setting is triggered when your groups forward email or summaries to members. For receiving and inbound mail, the setting is triggered when your groups receive email.
  • Unrecognized/Catch-all—The setting is triggered when your organization receives email that doesn’t match one of your provisioned G Suite users. This selection only applies to received and inbound email.

Note: The Groups and Unrecognized/Catch-all account types don’t apply to these controls:

  • Add X-Gm-Spam and X-Gm-Phishy headers
  • Bypass spam filter for this message
  • Also reroute spam

When you're finished, go to Add and save the setting.

Envelope filter

You can choose to affect only specific envelope senders and recipients. You can specify a single recipient, a number of users using a regular expression, or email groups.

To set up an envelope filter:

  1. Check one or both of these options:
    • Only affect specific envelope senders
    • Only affect specific envelope recipients
  2. From the list, choose an option:
    • Single email address—Enter the complete email address for a user.
    • Pattern match—Enter a regular expression to specify a set of senders or recipients in your domain. For example:

      ^(?i)(user1@solarmora\.com|user2@solarmora\.com|user3@solarmora\.com)$

      For details, go to Guidelines for using regular expressions.

    • Group membership—Select one or more groups in the list. For envelope senders, this option only applies to sent mail. For envelope recipients, it only applies to received mail. If you haven't, first create the group.
      Note: This option affects both direct and indirect group members. For example, if Group B is a member of Group A, users in Group B are indirect members of Group A.

When you're finished, go to Save the configuration.

Save the configuration

Final step: Add and save the setting

  1. Click Add setting or Save.

    New settings appear on the Gmail Compliance settings page.

  2. At the bottom, click Save.


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