Mimecast Personal Portal (MPP)

Transcription

1 Mimecast Personal Portal (MPP) Mimecast Personal Portal (MPP) Advanced Bounce Viewer Managed Senders Moderated On Hold Personal On Hold Rejection Viewer Calendars Exchange Folders File Archive Logging In Mail Compose Online Inbox and Online Sent Items Saved Searches Search Wild Card Characters Navigation Settings Smart Tags User Quick Start Guide Powered by 1

2 Mimecast Personal Portal (MPP) This page was not added to the PDF due to the following tag(s): article:topic-guide Updated: Wed, 02 Jul :40:50 GMT Powered by 2

3 Advanced Overview The MPP Advanced menu allows you to access the following viewers: Managed Senders Personal On Hold Moderated On Hold Bounce Viewer Rejection Viewer Click on the links listed above for more information. Updated: Wed, 02 Jul :40:50 GMT Powered by 3

4 Bounce Viewer Overview Bounced s are inbound or outbound s that Mimecast has accepted, but cannot deliver to the recipient's mail server. When an fails in delivery, it is classified as a Bounced , and a notification is sent to the sender of the message. The Bounce Viewer provides information about messages that Mimecast was unable to deliver. This can be useful to determine why an did not reach the intended recipient. For example: You send an outbound , and Mimecast is unable to deliver the message. A notification is sent by Mimecast advising you that the delivery has failed. You can verify these details, and the reason for the bounce in the MPP Bounce Viewer. How do I use this viewer? To access the viewer, click on the Bounce Viewer link in the Advanced accordion menu. A list of s that have bounced within the last month is displayed by default. The Bounce Viewer information includes the following: Updated: Wed, 02 Jul :40:50 GMT Powered by 4

5 Field Name Description From Sender of the message To Recipient of the message Subject Subject of the message Mail Flow Direction Inbound s Outbound s Attachments Indicates any associated attachments Size The total size of the message and attachments Received The date and time that the was received by Mimecast Bounce Type Hard Bounce (Permanent failure on initial delivery attempt) Soft Bounce (Permanent failure after several delivery attempts) Updated: Wed, 02 Jul :40:50 GMT Powered by 5

6 Field Name Description The reason for the delivery failure. The message may have failed due to Administrator/User action, where the delivery attempt was prevented by manual intervention: Bounce Reason Failed in delivery on the first attempt (a Hard Bounce, with a 500 series SMTP error code e.g. a large attachment) Failed in delivery after multiple attempts (a Soft Bounce), with the reason for the failure The list of s presented in the Bounce viewer can be grouped by using the Filter drop-down menu in the toolbar. Click on an item to view more information within the Message Properties: Note: s that have been bounced (both outbound and inbound) are still available in the Mimecast Archive, as the was originally accepted by Mimecast before the delivery attempts took place. The bounce information however is only available for one month in the Bounce Viewer. Bounce_Viewer Powered by 6

7 Managed Senders Overview Managed Senders can be used to control the addresses and domains that send you s. A Block policy prevents unwanted s from being received, and a Permit policy is used to bypass Spam checks performed on incoming s. These policies will only apply to your mailbox. The benefit of creating your own Managed Senders lists is that you can control your own mailbox, and your Administrator does not need to be contacted to block or allow specific addresses or domains. Note: Permitted Senders are legitimate external senders that you wish to accept s from. When you send an to an external recipient, Mimecast also automatically adds the external address to the Auto-Allow database. If this external recipient then sends you an , all spam checks are bypassed. This is useful to prevent legitimate s from being placed on Hold incorrectly. Creating Managed Senders To view or create a Managed Sender: 1. Click on Managed Senders option in the Advanced accordion menu. A full list of policies is displayed, detailing the From and To addresses, as well as whether they are Permitted, Auto or Blocked. Bounce_Viewer Powered by 7

8 Indicators provide information for each item: Listing Indicator Description Manual A Blocked Sender that you have manually added to the list Auto A Blocked Sender that has been automatically blocked by Mimecast Manual A Permitted Sender that you have manually added to the list Auto A Permitted Sender that has been automatically added by Mimecast (Auto Allow) A filter is available to adjust the entries displayed in the list: Additionally, the Search Text field can be used to look for a specific address or domain. 2. Click on the Create... button. This opens the New Permitted or Blocked Senders tab. From here, multiple entries can be added to either the Permitted or Blocked Senders Addresses or Domains section: Bounce_Viewer Powered by 8

9 Note: A domain name can also be added to either list. For example, to permit s from anyone with a yahoo.com address, you can add the text yahoo.com into the Domains Permitted section. Note that only the text following sign is required. Care should be taken when Permitting entire domains such as yahoo.com, as these may be used for sending inappropriate and unwanted messages. Alternatively, the senders addresses can be added individually to these lists. 3. Click on the Save button to activate the policy. Amending Managed Senders There may be occasions when you need to edit an entry in your Managed Senders list. For example, your company could be using the Digest (or quarantine summary), and you may have incorrectly clicked on one of the links to Permit or Block a sender. Bounce_Viewer Powered by 9

10 By using the toolbar, or right-clicking on an entry, you are able to delete items, or change their status from Permit to Block, or visa versa. To edit your entries, choose one of the following actions: Check the box to the left of the address(es), and use the available buttons in the toolbar to Delete, change to Permit, change to Block the address(es) you have selected: Right-click on the specific address, and select the required action from the list: Note: It is also possible to right-click on any in the Online Inbox, Online Sent Items or Archive Search results to add this address to the Block or Permit policy. Managed_Senders Powered by 10

11 Moderated On Hold Overview The Moderated Hold Queue allows you to manage s placed on Hold for another user or groups of users. To view these s, you should be configured as a Content Overseer by your Administrator. An example of use is a personal assistant tasked with managing s on hold for a superior officer. Alternatively, the internal support team of the organization can be configured to manage the hold queue for all other users. How do I use this viewer? As a designated overseer, you will be able to access these s by clicking the Moderated On Hold option from the Advanced accordion menu. A list of s is presented in the right-hand window. Click on any of the s in the list to view the contents, and use the Release button to deliver the message to the intended recipient. Alternatively, use the Delete button to remove the item from the list. To view more detailed information on the above actions, view the article Personal On Hold. Moderated_On_Hold Powered by 11

12 Personal On Hold Overview Administrators may have created certain policies to ensure that possible junk or spam s are not delivered directly to your Inbox, but are instead held in a quarantine mailbox (or hold queue). The Personal On Hold Queue allows you to Review, Reject or Release these s, as well as add the sender to the Permitted/Blocked sender list. Alternatively, you can leave these s in this queue as they will automatically be moved after 14 days. How do I use this viewer? To view the s currently on Hold, click on the Personal On Hold option in the Advanced accordion menu. s in the queue will be listed, and the following information is available: Moderated_On_Hold Powered by 12

13 Field Name Description Reason Displays the type of policy that has triggered the Hold action, e.g. Spam Policy From Sender of the message To Recipient of the message Subject Subject of the message Size Size of the message Received Date and time the message was received Click on one of the s in the list to display the Message Properties and Content. Use the buttons in the toolbar to View, Release or Delete the original . A Release action will release the from the queue, and deliver the message to your mailbox. The Delete button will reject the message, and remove it from the Hold Queue. Moderated_On_Hold Powered by 13

14 Note: These once-off actions to Release or Delete s on Hold will only take effect on the current s in the list. You also have the option to add one or multiple senders to your Managed Senders lists. To add a single sender, right click on the message and choose the Block Sender or Permit Sender option from the menu. Alternatively, select the checkboxes next to each message in the list view to mark the messages. Once you have selected all the required messages, click on the Block Sender or Permit Sender button in the toolbar. The addresses will be added to the appropriate list. Personal_On_Hold Powered by 14

15 Rejection Viewer Overview The Rejection Viewer will display any messages sent to your address that Mimecast has rejected. This generally applies to inbound s. Rejected s are rejected in protocol, which means that the content of the has not been accepted. A Non-Delivery Report will be generated by the sending mail server, and returned to the original sender of the . The Rejection information will detail why Mimecast rejected an . If the was legitimate, the Administrator can use this information to address the cause for the rejection, and allow the through on the next send attempt. Note: For rejected s, the data has not been accepted by Mimecast, and therefore the message cannot be retrieved - it must be resent by the original sender. How do I use this viewer? To access the Rejection Viewer, click on the Rejection Viewer link in the Advanced accordion menu. The Rejection information is retained for a maximum of one month, and by default displays the current day's rejections: Personal_On_Hold Powered by 15

16 Use the Search field and adjust the date ranges to find a specific rejected in the list. Click on an item in the list, or right-click on an item and select Open to view the Rejection Properties: Note: To ensure that s that have previously been rejected are accepted on subsequent attempts, contact your Mimecast Administrator. Rejection_Viewer Powered by 16

17 Calendars Overview Depending on the Mimecast Product your organization has purchased, Mimecast can be configured to display your personal Calendar folders in a read-only view in MPP. Note: Mimecast does not currently support archiving of Calendars. How do I use Calendars? When you select the Calendars accordion menu in the left navigation pane, your default Calendar is displayed in read-only view in the contents page. Your primary (or default) Calendar within Outlook, is identified as My Calendar in the list of available Calendars. If you have multiple Calendars these will be listed, and are available for selection. Rejection_Viewer Powered by 17

18 Note: If you are unsure if Calendar Sync has been implemented, please contact your Mimecast Administrator. Calendar Views To view your Calendar, navigate to the Calendar accordion menu. By default, the view displayed will show the current weeks worth of events: Icons There are a number of icons within the MPP Calendars view: Icon Description Recurring event (repeats on a regular basis) Attachment saved within an event Rejection_Viewer Powered by 18

19 Icon Description Meeting event Calendar Toolbar The Calendar toolbar allows you to configure a number of settings for your Calendar view, as discussed below: Toolbar Option Description Refresh MPP currently has a standard 15 minute auto refresh feature, but the Refresh button will immediately refresh the current view Today Highlights or displays the current day View Date Click on the View Date button to display a Calendar Control box, which can be used to select a date Navigate through the Calendar in several ways. For example: Click on the left Navigation or right arrows to go backwards or forwards in time Click directly on Calendar itself to select a specific day view Select the View Date button (as described above) Rejection_Viewer Powered by 19

20 Toolbar Option Description Date Field The date range display varies according to the Calendar view setting selected Day/Week/Month View options are Day, Week or a Month view Calendar Events You are able to view your Calendar details, however no changes can be made, or new items added. To view an event: Hover over the Calendar event which provides the basic details e.g. event name and time Right-click or double-click the event, to open the Calendar item in a new tab A single click will open the event item in a new window Clicking on the event displays the following details: Field Description Location Displays the location of the event (left blank if there is no data) Rejection_Viewer Powered by 20

21 Field Description All Day If checked, this indicates that the event is an all-day event with no quoted start or end time Start Date Displays the start date and time of the event End Date Displays the end date and time of the event When Only displayed for recurring events, this field indicates the frequency of the recurrence (e.g. daily, weekly, monthly), and the day(s) of the recurrence Organizer Shows the event organizer, in format: "Username" Attendees Lists all invited meeting attendees including the event organizer, in format: "Username" (left blank if there is no data) Attachments Only displayed if an attachment has been saved in the event, otherwise, this field will not be listed Notes Displays any notes associated with the event (left blank if there is no data) Event Attachments A Calendar event can also include an attachment which is accessible from the Event Details. Click on the attachment to access it, or alternatively, expand the list of attachments using the arrow icon. If the attachment is an image, a thumbnail preview is also displayed. Click on the Save icon to open or save the attachment. Calendar Settings There are certain MPP settings which affect your Calendar view. These include: Time Zone / Daylight Savings Time Rejection_Viewer Powered by 21

22 Date Format Time Format First Day of Week For details regarding these settings and how they are configured, view the full article. Powered by 22

23 Exchange Folders Overview Depending on the Mimecast product your organization has purchased, Mimecast can be configured to display your mailbox folder structure in MPP. This allows you to access your in the same folders as you access them in your mailbox, even if your mail server is unavailable. How do I access my Exchange Folders? To view your Exchange Folders, click the expansion arrow next to Exchange Folders accordion menu: Powered by 23

24 If configured, this list expands to display your folders as they appear in your mailbox. Many of the folders that are displayed are default folders within your mail server, such as Inbox and Sent Items. Click on the expansion arrow next to Inbox to view your personal sub-folders. Note: If you are unsure if Folder Sync has been implemented in your organization, please contact your Administrator. Select a folder to display the s in the Contents page (on the right), and then select an to read the contents of the message. Using the same controls as available in Online Inbox and Online Sent items, these s can be Replied to, Forwarded and can also be used to create Blocked or Permitted Sender Policies. Note: Use the calendar controls at the top of the screen to filter the s to be displayed in the folder. Exchange Folder Settings Folder structures replicated to Mimecast can be set to display in two ways: Live View or Full View. These views can be configured by clicking on the MPP Settings link in the top right corner: Live View - displays the folder structure and s that were last replicated. (This will be a fairly current view.) Full View - displays all folders and s that were present at any point in the mailbox history. This allows you to view s in their folder structure even if they have since been deleted from your mailbox, or moved within the folders. By adjusting the view to Full View, you are able to display all s (in their folders) prior to any changes made, or alternatively you can choose to display the current folder structure, by selecting Live View. If the mail server fails, you can still work with s in their folder structure. Note: It is not possible to add or modify existing Exchange folders, as this information is synced to Mimecast from your organization's Exchange server. Exchange_Folders Powered by 24

25 File Archive Overview Your Administrator can configure Mimecast to archive your files along with your s. Files from your My Documents, Network Shared Drives and SharePoint repositories will be available within MPP, and it is also possible to use your MPP Settings to link your Box.net and Dropbox account files. These files will be available in a separate view in MPP, and are accessible from any of the user tools. How do I use File Archive? Select the MPP File Archive menu from the navigation pane. This option will only be visible if enabled by your Administrator: Exchange_Folders Powered by 25

26 A page opens in the right-hand pane which shows all the files that have been archived. Use the search filter at the top of the page to search for specific files, and click on the relevant item to download and view the attachment. Note: Mimecast does not overwrite different versions of the same file. Therefore for a file which has changed, you should select the most recent copy. For more information on working with File Archiving, view the full User Guide. File_Archive Powered by 26

27 Logging In Overview Mimecast Personal Portal (MPP) can be accessed in two different ways; either by navigating to the direct web address, or via the Mimecast website. Navigating directly to MPP Utilize one of the following links to access MPP directly. This is based on the location of your organization's Mimecast account: (for European Union customers) (for North American customers) (for South African customers) (for Offshore customers) Accessing MPP via the Mimecast Website Alternatively, follow the steps below to access MPP via the Mimecast website: 1. Open a web browser, and enter the address for the Mimecast website: File_Archive Powered by 27

28 2. Click the Login button in the top right corner of the page: 3. Within the Mimecast Personal Portal section, select your region, then click the Continue button: 4. Once the page has loaded, the main login screen is displayed. Complete your details as described below. Logging in to MPP To avoid login issues, Mimecast suggests adding the MPP web address to the Trusted Sites within your browser. Note: MPP requires the use of cookies and Javascript to provide full functionality. Periodically, Mimecast enhances MPP functionality. The current MPP version is listed in the bottom-right corner of the login screen: File_Archive Powered by 28

29 Enter your address in the login screen, then click Next: In the Password field, enter the password that has been provided by your Administrator. This is either your Mimecast Cloud password, or your Domain (Network) password. The drop down field must be selected for the type of password that you will be using. Note: If you are unsure which password to use, select the Domain Password option. Click the Log In button to display the MPP console. For more information, view the related article on MPP Navigation. Logging_In Powered by 29

30 Mail Overview The Mail menu provides access to common tasks, including: Compose Online Inbox and Online Sent Items Search Saved Searches Click on one of the above links for more information. Note: If enabled by your Administrator, Delegate Mailboxes can also be accessed within MPP. For more information, view the Navigation article. Powered by 30

31 Compose Overview MPP can be used to send and receive s in the event of a mail server outage, or for situations when you are unable to access your . Composing s To compose an , select the Compose option from the Mail accordion menu on the left. This will open a blank message in a new tab: Powered by 31

32 The standard fields are available, such as To, CC, Subject and the Message body. When completing the To field, you can either select the address from the Global Address List (click on the Address Book button) or type directly into the To field within the Compose window. MPP will auto-fill the address if this is a known address. The message body of the will be formatted in HTML, but has rich text formatting options. Use the icons to amend the font size and type, as well as format the as required. s can also be formatted in Plain Text by selecting the appropriate toolbar button. Toolbar Options The Compose window toolbar options are discussed below: Button Description Send Sends the message to the recipient(s) specified in the To, CC or BCC fields Attach Used to attach files to your message: Powered by 32

33 Button Description In the Attachments window, click on the Choose File button, then Browse to locate and attach the required file(s). Note: To embed the attachment within the body, first upload the attachment, and then drag and drop the associated thumbnail image to the appropriate position in the body. Either simply type in the address in the To field (and Mimecast will auto-complete it if this is a known address), or click on the Address Book button to use the Global Address List (if your Mimecast account is configured for Directory Connections). Address Book Note: The Global Address List displays all addresses for internal users known to Mimecast, which may not be identical to the Global Address List accessed from Microsoft Outlook. To locate a specific address, enter text in the search field of the Address Book window, and press the Enter key on the keyboard. Select the correct address from the list, then click To, CC or BCC buttons. Once the address(es) have been entered, click Done to add the address(es) to the appropriate field(s), and return to your message. Powered by 33

34 Button Description Show BCC Displays the BCC field in the Compose window By default, the Compose window will allow you to create messages in HTML. Plain Text Clicking the Plain Text button will convert the to plain text mode. This button will then change to Rich Text to convert the message body to rich text. CCM Mode Allows you to send s using Closed Circuit Messaging (CCM) delivery. The default setting is "Off". Powered by 34

35 Note: Depending on what your Administrator has configured, you may be BCC'd on all s sent from MPP. This is to ensure that your Inbox has an exact a copy of all s sent. This setting is enabled by default, however can be disabled by your Administrator. Compose Powered by 35

36 Online Inbox and Online Sent Items Overview MPP displays your Archive in two main folders: Online Inbox and Online Sent Items. The Online Inbox contains all messages you have received, from when your organization first implemented Mimecast. The Online Sent Items contains all sent messages. By default, messages are displayed in reverse date order with the most recently received displayed first. Note: If enabled by your Administrator, Delegate Mailboxes may also be accessed within MPP. For more information, view the Navigation article. How do I use these viewers? To view the contents of the Online Inbox or Online Sent Items, select the appropriate option from the Mail accordion menu. Note: The last 30 days worth of s are displayed in these viewers. To view older s, use the Archive Search. Compose Powered by 36

37 In the contents page, you will see a list of all the s you have either received or sent, which are stored in your Mimecast Archive. You are able to click on these to view them, respond to them and perform other actions, all described below. Note: The length of time that Closed Circuit Messaging (CCM) messages are displayed within MPP is configurable by your Administrator. By default, all CCM s are accessible. Use the top level toolbar to sort, and change the displayed view: Sort the columns by clicking on the column name Search the displayed page by entering text into the search field and hitting the Enter key. By default, Mimecast will search all messages over the last month. You can alter this time period by clicking on the From and To date field, and selecting a specific date from the Calendar. Alter the number of messages displayed on each page by clicking on the down arrow for Page size, and select from 5 to 50 (the default is 15) Navigate through the various pages of messages, by clicking on the left or right arrows to go backwards or forwards Refresh the page, by clicking the reload icon Select multiple s by clicking on the check box next to each message. Once selected, the Forward, Permit Senders, Block Senders and Print buttons become available. Alternatively, these options are also available by rightclicking on a message and selecting the relevant option. Compose Powered by 37

38 Note: The search field allows you to enter text to search for in your messages. You can utilize an asterisk (*) as a wildcard, which allows a wider search capability. For example, if you were looking for messages that contained the words 'information' and 'info', you could enter info* into the search box. The asterisk will ensure that every message that contains a word starting with 'info' will be returned. A wildcard cannot however be used as the first or the second character in the search text. Icons There are a number of icons within MPP: Icon Description Message Sent (Outbound) Message Received (Inbound) Internal Message Message with Attachment CCM Message (Archived messages only) Responding to s From the Online Inbox and Online Sent Items, you are able to manage and respond to your s. This includes Open, Reply, Reply All, Forward, Permit Sender or Block Sender. Their are various ways these options can be accessed: Highlighting the message, which will display the in the preview pane. Use the preview pane drop-down menu to Reply, Reply All or Forward the . Double-clicking on a message, which will open the in a new tab. A toolbar is provided which allows you to Reply, Reply All or Forward the . Right-clicking on the and selecting from the various menu options as listed below: Compose Powered by 38

39 While viewing a message, either via the preview pane or via a separate tab, you can use the Reply or Reply All buttons. Alternatively, right click and select the Reply or Reply All option. By default, the response will be in Rich Text, however, this can be changed by clicking on the Plain Text button. When either the Reply or Reply All is selected, the cursor is placed at the start of the message, ready for you to start your reply. Forwarding s You also have the option to forward one or multiple messages to other recipients. To forward a single message, view the message you wish to forward, and then click on the Forward button. Alternatively, right click on the message and choose the Forward option from the menu. To forward multiple messages, select the checkboxes next to each message in the list view to mark the messages. Once you have selected all the required messages, click on the Forward button. The messages you have selected will be created as attachments to a new message. Managing Permitted or Blocked Senders You also have the option to add one or multiple senders to your Managed Senders lists. To add a single sender, right click on the message and choose the Block Sender or Permit Sender option from the menu. Alternatively, select the checkboxes next to each message in the list view to mark the messages. Once you have selected all the required messages, click on the Block Sender or Permit Sender button. The addresses will be added to the appropriate list. Note: s cannot be deleted from Mimecast. Online_Inbox_and_Online_Sent_Items Powered by 39

40 Saved Searches Overview Saved Searches can be used to store and organize saved Archive Searches. Your search parameters can be saved for future repeated use, without having to complete the parameters for the search each time. For more information about performing Archive Searches, view the full article. How do I create a Saved Search? 1. Complete the Archive Search criteria as described in the Search article 2. Click the Save button in the toolbar for either a Basic or Advanced Search: Online_Inbox_and_Online_Sent_Items Powered by 40

41 3. Enter a name for the Saved Search in the Description field: 4. Click the Save Search button. The search results will be saved within the root of the Saved Searches option in the Mail accordion menu: Click on the Saved Searches root folder to view a list of any searches that have been saved to the root. To view the current search results, click on the name of the search to display the search criteria, then click the Search button to load the search results. Managing Saved Searches Once saved, you are able to manage your Saved Searches and perform the following actions: Edit Search criteria Move Searches Delete Searches Online_Inbox_and_Online_Sent_Items Powered by 41

42 Edit Search Criteria To change the parameters of an existing Saved Search, choose one of the following options: Select the Search Right-click on the search, and select the Edit Search option: Note: Right-clicking on the Saved Search also allows you to Move or Delete the Search. Managing Search Folders Multiple Saved Searches can be organized into folders for ease of reference. When you click on a Search Folder, you will see the following toolbar: Button Description New Folder Creates a new folder Delete Folder Deletes the folder and all existing content Edit Folder Changes the name of the search folder Move Folder Moves the folder to a different location New Search Creates a new search in the selected folder Online_Inbox_and_Online_Sent_Items Powered by 42

43 New Folder To create a new folder, click on the New Folder button, enter a description for the new folder and then click on the Create button: The new folder is displayed in the navigation menu listed under the Saved Searches menu option: Note: To create a sub-folder, click on an existing folder name (for example, General Search, as above), and then click the New Folder button. The new folder will be created under the folder selected (for example, 2011, as above). Delete Folder Deleting a Saved Search folder will also delete any saved searches within the folder. When you click the Delete Folder button, MPP will confirm the request: Online_Inbox_and_Online_Sent_Items Powered by 43

44 Click the OK button to remove the folder. Edit an Existing Folder Renaming existing folders can be done by selecting the folder in the navigation menu, and then clicking the Edit Folder button. This displays the edited folders window: Change the name in the Description field and click the Update button. Move a Folder To change the location of a folder, select the folder you wish to move and click the Move Folder icon. The Select A Folder window opens: Expand Saved Searches, and select the relevant high level folder that your folder should be moved to. Saved_Searches Powered by 44

45 Search Overview Mimecast stores your messages in your personal Archive which can be searched from MPP. This includes all messages that have been sent and received since Mimecast was deployed. If your organization has ingested historical data, you will also be able to see messages from before the Mimecast implementation date. Therefore, even if your company has policies in place to delete s from your account after a certain amount of time, you can search for these s in your Mimecast Archive. Note: You cannot use MPP to delete s from the Mimecast Archive. How do I Search? You can search for an in your Archive in two ways: Entering a search term in the Quick Search bar at the top of the screen Using the Search menu to perform a basic or advanced search Saved_Searches Powered by 45

46 You are also able to perform a basic search across your Online Inbox and Online Sent Items as described in this related article. Quick Search The Quick Search is always available and is not dependent on the screen you are currently viewing. By entering text in the Search field, a search is performed across all aspects of the (including the subject, headers, body, attachments, attachment name, attachment type) across the last year's worth of s. The results will be displayed in a separate tab, called Search Results. The same options to display, sort and manage the s are available in the Search Results screen. Search menu To perform an advanced search of your Archive: 1. Navigate to the Mail accordion menu, and select the Search option. 2. Complete the fields as described below: Field Description Text This field is used to specify the text to search for and allows searches to be performed using Boolean search parameters. When entering the text, it can be entered exactly, or if you re not sure, you have the ability to use some wild card characters. Saved_Searches Powered by 46

47 Field Description Note: The following terms are automatically excluded from the search: "a", "an", "and", "are", "as", "at", "be", "but", "by", "for", "if", "in", "into", "is", "it", "no", "not", "of", "on", "or", "such", "that", "the", "their", "then", "there", "these", "they", "this", "to", "was", "will", "with". These common words are not indexed by Mimecast when an is archived, and therefore are ignored when the search query is performed. This also applies when using phrases (as described in the example list above). Sent Allows you to enter a From address, To address, or using the With option, both From and To addresses Date Specifies the date and time range of s to search through. The default range is set to 1 year Files Select Optional to search through all messages (with and without attachments). If you select None, the search is performed through all messages that don't have an attachment. The Any option searches through all messages that have any attachment. 3. Click the Search button at the top of the Archive Search window to initiate the search and display the results in the existing window. To run the search in a new window, click the drop-down arrow first: Please Note: Recent items that haven t been indexed and archived yet will not be included in the search. The results are displayed in a new tab titled Search Results. A Refresh button is available to update search results, and the Edit Search option can be used to modify the current search parameters. Reset Search The Reset button clears the search criteria that have been entered. Saved_Searches Powered by 47

48 Advanced Search To perform an Advanced Search, click on the Advanced Search button from the Basic Search screen. The Basic Search options are enhanced with additional fields: Field Description Allows you to select through which mailbox or Smart Tag you would like to search. Type Note: To be able to search through an alternate mailbox or Smart Tag, the Administrator will need to have configured Delegated Mailboxes or Smart Tags for you. Include Aliases Selected by default, this option ensures that your search is performed across all the addresses linked to your primary address. For example, your primary address may be and you may have the address as an alias Route You can select to search through Any, Inbound, Outbound or Internal messages only Saved_Searches Powered by 48

49 Field Description Use the Sort field to determine the order in which the search results are presented. Sort Note: Deviating from the default Descending Date (recent first) search order may result in a short delay before the results are displayed. Save For more information on Saved Searches, view the full article. Search Filters Search Filters can be used in the Text field in all the search options described above to assist you with enhancing your search results. For example, you could search for the word 'proposal' in the subject line only of an . Search Filter Description subject: Searches the subject line only headers: Searches the message headers only body: Searches the message body only to: Searches items to a particular person/address only from: Searches items from a particular person/address only Saved_Searches Powered by 49

50 Search Filter Description with: Searches items to or from a particular person/address only doc: Searches through attachment name, attachment content and attachment type only Combining Filters You can combine filters to perform more specific searches. In the example below, s are returned only if the subject line contains the word 'case' and the recipient address for the message is 'a@b.com': IMPORTANT NOTE: A space is required after each search filter used. AND Parameter By default, the AND parameter will be used. If more than one word is used in the search, both of the words must be present in s in order to be returned in the results: OR Parameter Instead of the default AND parameter, you can also specify the OR parameter. This returns results that contain either one of the words searched for: Wildcards Wildcards are supported when used in the search term. The example below will only return the items that have words in them that start with "mat". For Example, "Matter", "Material", "Mathematics", etc. Saved_Searches Powered by 50

51 Note: Archive Searches can only start with valid search text. Wildcards or other search parameters, such as '!', used as the first character in the search string will cause the search to fail. Exclude Parameter To exclude a particular term, you can use the minus sign (-). In the example below, this will search through all messages and only returns the items that have red mentioned in them but only if green wasn t mentioned in the same message: Exact Parameter To perform an exact search you can place your search term between quotation marks. In the example below, this will search through all messages and only returns the items that have dark red mentioned in them in exactly that order: Search Powered by 51

52 Wild Card Characters The following Wild Card characters are supported when performing an Archive Search: Wild Card Character Text Entered Search Results Returned An asterisk * to indicate unknown letters docu* Results containing words beginning with docu such as "document" A space between words implies an AND option training exercise Results containing both "training" and "exercise", but the words may not be adjacent to one another Use the OR option between words to extend your search fred OR jim OR joe Results containing either "fred", "jim" or "joe", or a combination of these words Entering text within quotation marks allows you to search for exact phrases "knowledge base" Results containing the exact phrase "knowledge base" Searching for Calendar items Content-Type: text/calendar Results containing Calendar items Search/Wild_Card_Characters Powered by 52

53 Navigation Overview Mimecast Personal Portal (MPP) consists of a Navigation Menu on the left and the Contents Panel on the right. Each frame is independent, and may expand in height and width. Scroll bars will appear within the frame as required, to allow the full content of the frame to be viewed. Note: MPP sessions are set to expire after a period of inactivity. This will automatically end the MPP session and forces you to log in again. For additional navigation details when sending or receiving s, view the article on Online Inbox and Online Sent Items. Quick Links The Quick Links toolbar (in the top-right corner of your MPP screen) provides access your Settings, the Knowledge Base and the ability to Log out. By default, your primary address is displayed. Search/Wild_Card_Characters Powered by 53

54 Delegate Mailboxes If Delegate Mailbox Access has been configured, a drop-down menu is displayed, which allows you to select from other addresses that the Administrator has configured for you: Once the alternative address is selected, and orange indicator is shown: Navigation for the Delegate address is the same as for the primary address, and is covered in detail below. Note: s that have been sent through Mimecast that have a changed Sensitivity level (i.e. to Personal, Private or Confidential) will not be displayed in the Delegate Mode. Navigation Mode There are four accordion menu groups on the left that can be expanded to show all options. Once a menu option is selected, the page on the right will adjust based on what has been selected. Menus with an arrow icon indicate that the option can be expanded to display sub-menu items. Note: For Delegated addresses, only the Mail menu is shown. Menu Menu Item Description Compose Creates new messages Search/Wild_Card_Characters Powered by 54

55 Menu Menu Item Description Online Inbox The default view which displays all received s Online Sent Items Displays all sent s Search Searches your personal Archive Saved Archive Searches Saved Searches (Note: This option is not available for Delegated addresses) Calendars A read-only view of Exchange calendars (Depending on your organization's Mimecast Product, will determine if your replicated Calendars list is displayed.) Exchange Folders A read-only view of Exchange folders, which are listed under the Exchange Folders menu. (Depending on your organization's Mimecast Product, will determine if your replicated Exchange folders are displayed.) Smart Tags Permission-based folders used to share data or view archived files and documents. Smart tags will only be displayed if you have access to view the contents Search/Wild_Card_Characters Powered by 55

56 Menu Menu Item Description User Files Archive Displays files archived from user My Documents folders Shared Files Archive Displays files archived from shared network folders SharePoint Archive Displays files archived from SharePoint file repositories Dropbox Archive Displays files archived from Dropbox accounts Box Archive Displays files archived from Box accounts Managed Senders Displays a list of personal Permit and Block lists ( addresses and domains) Personal On Hold Lists messages being held for review, which can either be rejected or released Moderated On Hold A facility for Content Overseers to manage messages that other users have on Hold Bounce Viewer Lists s that Mimecast has been unable to deliver Rejection Viewer Lists s that have been rejected by Mimecast Search/Wild_Card_Characters Powered by 56

57 The Contents Page The contents page displays the options selected from the navigation menu (on the left), such as composing an , reading a received or viewing a Calendar. By default, after logging in, the Online Inbox is displayed which lists all received s. Page Tab Navigation It is important to note that your Mimecast session behaves as any web page as you navigate within MPP. Assuming that you have several tabs open (e.g. Online Inbox, Compose, Calendar) and are currently viewing the Calendar tab, using the browser Back button will cycle the tabs in reverse order to reach the Compose tab. Using the browser Refresh control will refresh the MPP session and only display the Online Inbox. In the top right of the contents window, you are also able to scroll through the tabs by using the arrow icons, or jump to a specific tab by either clicking on the tab, or using the quick navigation drop-down arrow, and selecting the relevant page: Page Controls For any menu option with multiple pages of results, various controls are available where appropriate. This includes: Search Bar Page Controls Calendar Controls Search Bar Most pages contain a search box which allows you to search the list for a specific entry. To use the search facility, type the relevant text in the box, and hit the Enter key to perform the search. You are also able to adjust the date range to one of the pre-configured time frames (e.g. 1 Month), or by using the Calendar controls. The results will show only those items found based on the search criteria. Search/Wild_Card_Characters Powered by 57

58 Page Controls MPP provides a default of 15 entries per page. You can adjust this up to a value of 50 using the depth selector. This option can be found at the top right side of the contents window. You can also navigate between the displayed results using the page forward and back arrows. The total number of rows available is also shown. Calendar Controls Calendar Controls assist with managing the results displayed in certain windows. By default, these pages will show a month of results. This range can be changed by clicking on the From or To Date, which will then launch a Calendar Control. Using this Calendar, you can adjust the range by selecting the appropriate dates. Powered by 58

59 Settings Overview MPP Settings can be used to control certain settings for your MPP view, such as the default page displayed when logging in, or the timezone for s. Note: MPP Settings are cookie based and stored within your browser. If these cookies are removed, or if MPP is accessed from a different browser, the default Settings are applied when you log in. How do I use Settings? To access these controls, click on the Settings link in the top right corner of your MPP screen: Powered by 59

60 This launches the Settings page which can be configured as detailed below: Settings Complete the fields as described below: Field Description Outlook Folders replicated to Mimecast can be set to display in two ways: Exchange Folders 1. Live View - displays the folder structure and s that were last replicated (this will be a fairly current view) 2. Full View - displays all folders and s that were present at any point within the mailbox history For more information on working with Exchange Folders, click here. MPP provides the option of setting the location of an preview pane. Preview The display is then split to show a list of the messages and a preview of a selected message, in the same window. Powered by 60

61 Field Description The preview pane can be set to appear Below List, On Right or None. If the option None is selected, messages that are clicked on will be opened in a new tab. A specific page can be configured to display when you first log in. Home Page You can choose from the items in the list, then click on the Apply button. Note: By default Online Inbox is configured as the home page. The Time Zone setting determines what time is displayed in MPP, taking into account international time zones and Daylight Savings Time (DST) as appropriate. By default, this is set to Auto Detect. Auto Detect uses your local computer's time zone and DST offsets to display times. It may however be useful to change this setting manually in the following situations: Time Zone if you wish to view your calendar in a different city when planning an international meeting To change the Time Zone setting: 1. Select the double arrows next to the Time Zone label. This opens a new window that lists all the available cities to choose from Powered by 61

62 Field Description 2. Either choose a predefined city, or use the Search box to find your nearest city 3. Select your preferred location from the list. In this example, London has been selected 4. Select the Apply button to save your settings 5. To restore the default Auto Detect setting, clear the previous selection by clicking on the X icon next to the Time Zone label. You may wish to change the date format of how s are displayed. The date format is derived from your browser s regional settings. The options are: Date Format yyyy-mm-dd (e.g ) dd/mmyyyy (e.g. 12/08/2010) mm/dd/yyyy (e.g. 08/12/2010) Time Format You may wish to change the time format of how s are displayed. The time format is derived from your browser s regional settings. The options are: 12-hour clock (e.g. 4:35 pm) Powered by 62

63 Field Description 24-hour clock (e.g. 16:35) First Day of Week This option sets the first day of the week to be used when viewing your Calendars, and ranges from Sunday to Saturday. The default is set to Monday. Note: To save the settings, remember to click the Apply button once you have made your selection. Language Enables you to switch the language options for MPP between English and Spanish. Change Cloud Password When logging into MPP, you can either use your network password (if configured for your account), or a Mimecast Cloud (local) password. There may be scenarios when your network credentials cannot be used, for example if your company Directory server is down. For these situations, a Mimecast Cloud password is required. Your Administrator will inform you if this password can be used. You will have two options depending on whether you already have a Cloud password configured, as described in the following sections: Changing your Cloud Password If you already have a Cloud password configured, you are able to reset this password, and will be presented with the Change Cloud Password box: 1. Enter the current Cloud password into the Previous Password field Powered by 63

64 2. Enter the new Cloud password into the New Password field Note: These passwords cannot be the same. 3. Re-enter your new cloud password into the Confirm Password field Note: The value in the New Password field and this field must be the same. 4. Click the Change Password button. Creating a Cloud Password If you have logged in with your network password, and do not have a Cloud password configured, you will be presented with a Create Cloud Password box. 1. Enter a Cloud password into the New Password field. 2. Enter the same cloud password into the Confirm Password field. Note: The value in the New Password field and this field must be the same. 3. Click the Change Password button. Note: Your Administrator must enable this feature for you. Box and Dropbox Sync Setup If your Administrator has enabled access to Dropbox and Box File Archiving, the following setup options will be available: Enter your Box or Dropbox logon name in the available field, and click the Login button. A pop-up window is then displayed which allows you to enter your password, and authorize Mimecast to archive your files to the Archive: Powered by 64

65 BOX Powered by 65

66 DROPBOX Note: Because this login page is displayed as a pop-up, it is important to ensure that your browser is configured to allow pop-ups. Once you have authorized Mimecast to access your Box or Dropbox account, a folder called Mimecast is created. Any files copied into this folder will be archived by Mimecast: Powered by 66

67 BOX DROPBOX A folder will then be created in your MPP File Archive menu called Box Archive or Dropbox Archive. Your personal archive is listed below the relevant folder using your company address: Powered by 67

68 Note: Sub-folders that are created in your Mimecast folder in Dropbox or Box will not be visible. Powered by 68

69 Smart Tags Overview Smart Tags are permission-based folders used to share data that you are not the sender or recipient of. Using MPP, you can access the content of these s, as well as forward the to additional recipients. Permission to access Smart Tags can only be assigned by Mimecast Administrators. Note: s in a Smart Tag can not be deleted or modified. How do I use Smart Tags? There are many reasons why Smart Tags could be implemented: The Administrator may need to allow staff to access s that were sent or received by other user accounts or addresses. For example, if your organization uses a generic address, such as sales@company.com, or info@company.com, it is possible to assign permissions to other others in the business to access the s sent to or from these generic addresses. Project team members may need to be able to access all s relating to a specific project, regardless of which team member sent or received these s. Powered by 69

70 To access your Smart Tags, click on the Smart Tags accordion menu option, and select the tag by clicking on the arrow icon. Smart Tags will only be displayed if the Administrator has assigned permissions for your address to view the tags. Tagged s will be displayed, and can be search, viewed, and forwarded to additional recipients. For more information on working with s, view the full article on Navigation. Smart_Tags Powered by 70

71 User Quick Start Guide Overview Mimecast Personal Portal (MPP) is a webmail portal that allows you to search your personal Archive, manage your personal Permit/Block lists, and continue to send and receive in the event of a mail server outage, or for situations when you are unable to access . Accessing MPP MPP can be accessed in two different ways; either by navigating to the direct URLs, as listed below, or via the Mimecast website: Log In Directly Utilize one of the following links to access MPP directly. This depends on your location, and will be provided to you by your Administrator: (for European Union customers) (for North American customers) (for South African customers) (for Offshore customers) Logging via the Mimecast Website 1. Open a web browser, and enter the address for the Mimecast website: 2. Click the Login button near the top right side of the page: 3. Within the Mimecast Personal Portal section, select your Region using the drop-down menu, and then click the Continue button: Smart_Tags Powered by 71

72 4. Once the page has loaded, the main login screen is displayed. Logging in Enter your address in the login screen, then click Next: In the Password field, enter the password that has been provided by your Administrator. This is either your Mimecast Cloud password, or your Domain (Network) password. The drop down field must be selected for the type of password that you will be using. Smart_Tags Powered by 72

73 Note: If you are unsure which password to use, select the Domain Password option. Click the Log In button. Menu Options and Navigation MPP consists of a Navigation Menu on the left and the Contents Panel on the right. For each menu option selected, a new page is opened: Note: This guide assumes full access to all MPP menus and options. Your functionality will vary according to your organization s purchased Mimecast product. Please contact your Mimecast Administrator with any queries. Composing s To compose an , click on the Compose option (in the Mail accordion menu) and complete the necessary fields, such as To, Subject and the message body itself. Use the icons in the Compose toolbar to add attachments, look for an address in you address list, or to send the . Smart_Tags Powered by 73

74 Note: The To field can be completed using the Global Address Book, or simply type the address and Mimecast will autocomplete this field if it is a recently used address. Online Inbox & Online Sent Items All the s that exist in your personal Archive are accessible in two main folders: Online Inbox ( s that you have received) and Online Sent Items ( s that you have sent). By default, messages are listed in reverse date order with the latest displaying first. The default page displayed is the Online Inbox. Click on an to view the contents, and use the toolbar to Reply, Reply All or Forward the message. Alternatively, rightclicking on any allows you to Open, Reply, Reply All, Forward the , or Permit or Block the sender. Search Options Mimecast keeps your messages in your personal Archive. Search for an in your Archive in two ways: Enter a search term in the Quick Search bar at the top of the MPP screen Use the Search menu option to perform an advanced Archive search Quick Search Enter the basic text and click the Search button. This searches all aspects of the message (subject, headers, body, attachment, attachment name, attachments type) across the last year's worth of Smart_Tags Powered by 74