Customer Guide
Protecting Your Inbox from Threats
What is Tomlinson Email Defence?
Our AI-powered email protection system helps guard your inbox by scanning every message for suspicious content.
It automatically:
- Sends high-risk emails to your Junk Mail folder
- Displays warning banners on potentially unsafe emails
- Helps you spot phishing, spoofing, and malicious messages
This system works quietly in the background — alerting you only when something needs your attention.
Teach the System: Whitelisting Trusted Senders
If you see a banner on an email from someone you trust (like a colleague or client), you can tell the system to treat future messages from them as safe.
- Click “Whitelist (Allow Sender)” on the banner.
- You’ll see a “Thank you for your feedback” message.
- Within 30–60 seconds, the warning banner will disappear from the email.
Sometimes you may need to reselect the email to see the change take effect.
Important: You must be logged into your Microsoft 365 account for this to work.
The system needs at least two ‘Allow Sender’ confirmations to learn that a sender is safe.
Block Malicious or Unwanted Senders
If you get spam, phishing attempts, or any suspicious message with no unsubscribe option, you can block the sender:
- Click “Block as Junk” on the banner.
This will stop future messages from that sender.
⚠️ Warning: Blocking is permanent for your account. Only use it if you’re sure you no longer want messages from that sender.
Real-Life Example: Smart Phishing Detection
In this example, an email from a trusted company was flagged with a warning banner.
Why?
Because it was sent using BCC (Blind Carbon Copy) to hide the recipients — a common tactic in phishing scams. The system detected the risk and alerted the user before any harm was done.
Tips for Safe Email Use
- Always double-check unexpected emails, even if they appear to be from someone you know.
- Don’t click suspicious links or download attachments you weren’t expecting.
- Use the banners to help train the system and protect your organisation.
- If in doubt, don’t click any links and report the email so we can review it.
Need Help?
If you’re unsure about an email or want to report a suspicious one, contact a member of the team.
Our Values
We’re built on six core values that shape every decision, partnership and solution.
1. Empathy First
We listen, understand, and respond with compassion and clarity.- We meet people where they are — technically and emotionally
- We see problems through our clients’ eyes and solve them with care
- This mindset builds trust, loyalty, and long-term relationships
2. Crafted Excellence
We take pride in the details and deliver work we’d be proud to put our name on.- Whether writing code, resolving an IT ticket, or designing a website — we care deeply
- Our commitment to reliability, quality, and accountability defines everything we ship
- We don’t just work fast — we work thoughtfully
3. Security By Design
We embed protection, privacy, and best practice into everything we build.- Security isn’t an afterthought — it’s the foundation of our work
- From web hosting to endpoint protection, we make it seamless, smart, and standard
- Our clients sleep better because we think like attackers and protect like guardians
4. Simplicity Wins
We turn complexity into clarity.- Whether it’s an interface, explanation, or process — we make things easy to understand and use
- No jargon. No chaos. Just confident, clear solutions
- Our clients feel in control — not confused
5. Collaborative Growth
We grow by growing others — as a partner, not just a provider.- We co-create with our clients, not dictate
- We share knowledge, empower teams, and celebrate mutual wins
- Internally, we thrive on feedback, learning, and honest collaboration
6. People Powered
We’re a people business — powered by real relationships, not just technology.- We look after our team so they can look after our clients
- We show up as humans first — with honesty, humility, and humour
- Because when people thrive, everything else follows