Symantec Hosted Mail Security Console and Spam Quarantine User s Guide

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1 Symantec Hosted Mail Security Console and Spam Quarantine User s Guide

2 Copyright 2005 Symantec Corporation and/or its thirdparty licensors. All Rights Reserved. Document Version: RESTRICTION ON USE, PUBLICATION, OR DISCLOSURE OF PROPRIETARY INFORMATION. Symantec Corporation Stevens Creek Blvd. Cupertino, CA Web site: This document contains information that is proprietary and confidential to Symantec Corporation. No part of this document may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise) without prior written permission from Symantec Corporation. All copies of this document are the sole property of Symantec Corporation and must be returned promptly upon request.

3 Table of Contents 1. Introduction Filtering False Positives and Missed Spam Reporting missed spam to Symantec Reporting false positives to Symantec Spam Quarantine Report Spam Quarantine Summary Symantec Hosted Mail Security Console Window Navigation Setting or Changing Your Password Requesting a Password Setting a password Changing a Password Logging on to the Symantec Hosted Mail Security Console Managing Your Personal Message Quarantine Select Which Address to List Review Single Quarantined Release Multiple s Delete Multiple s Add Multiple Senders to Allow List Add Multiple Senders to Deny List Maintaining Allow and Deny Lists Add Single Sender to Allow List or Deny List Add Multiple Senders to Allow List or Deny List Remove Senders from Allow List or Deny List Save Allow List or Deny List to File Maintaining Your Alias Addresses Select Which Address is Primary Add an Alias Address Delete an Alias Address Table of Contents Page i

4 3.7. Configuring Your Preferences Turn Off/On Spam Filtering Select Spam Actions Select Spam Quarantine Report Frequency Select Spam Quarantine Report Content Set the Time Zone for Your Processing Table of Contents Page ii

5 List of Figures Figure 1: Spam Quarantine Report Figure 2: Overview of Symantec Hosted Mail Security Console window Figure 3: Configuration > Password Change window Figure 4: Configuration > Set Password window Figure 5: Configuration > Password Change window Figure 6: Message Quarantine window Figure 7: Message Quarantine window Figure 8: Safe Message View window Figure 9: Allow/Deny Sender Lists window Figure 10: Configuration > Aliases window Figure 11: Configuration Preferences window List of Tables Table 1: Cross-reference of Features Between Spam Quarantine Report and MX Control Console Table 2: Tab Options List of Figures Page iii

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7 1. Introduction Symantec Hosted Mail Security lets you manage a personal message quarantine for spam messages. Symantec Hosted Mail Security quarantines messages that are suspected to be spam in a safe location. Depending on the configuration of the hosted mail security service, you will receive Spam Quarantine Reports or a textbased message on a regular basis that notify you that you have quarantined (see Spam Quarantine Report on page 2-1). You can manage your quarantined through the Symantec Hosted Mail Security Console. You can log onto the Symantec Hosted Mail Security Console using a Web browser, or you can click a link in the Spam Quarantine Report or text-based message. Depending on your system s configuration, you can perform any of the following tasks: Create or change your password for the Symantec Hosted Mail Security Console (see page 3-3) Log on to the Symantec Hosted Mail Security Console (see page 3-6) Manage the messages that are in your quarantine area (see page 3-7) Manage your own Allow and Deny lists (see page 3-11) Configure additional addresses to be included in your Spam Quarantine Report (see page 3-15) Configure settings that control your Spam Quarantine Report and spam filtering (see page 3-21) From the Spam Quarantine Report, you can perform most of the same actions that are available in the Symantec Hosted Mail Security Console (see page 2-2). Note: Your administrator determines which features are available for you to use. Some of the features that are described in this manual may not be available Filtering The filtering policies and options for handling messages that violate a filtering policy are configured by your administrator. The filtering policies in the hosted mail security service include the following: Virus filtering: Scans messages and file attachments for known viruses, worms, and Trojan horses and for virus-like behavior. Spam filtering: Analyzes messages to determine the likelihood that the messages are spam. Page Introduction

8 Content filtering: Analyzes messages for malicious or inappropriate content (for example, contains profanity, confidential information, or HTML images) by using the content policies that your administrator has configured in Symantec Hosted Mail Security. Attachment filtering: Analyzes file attachments that are included in messages to determine whether the file violates the attachment policies that your administrator has configured in Symantec Hosted Mail Security (for example, exceeds a specified file size or is an executable program). Additional filtering: Your administrator may enable other filtering policies in Symantec Hosted Mail Security to protect the security of your network environment. Some of these policies include domain-level Allow and Deny sender and recipient lists and filtering of malicious code and images in HTML content. Based on the defined policy configuration, the hosted mail security service can handle messages that violate filtering policies as follows: Quarantine: The message is added to the respective quarantine area and is not sent to your address. Information about the messages that violate spam policies are included in your Spam Quarantine Report. You can view, delete, or release messages in the spam quarantine that were addressed to your address. Only Administrator level users can access messages that were quarantined for viruses, content, or file attachments. Tag: The subject line of the has a descriptive phrase (for example, [SPAM]) added to the beginning of the subject line and the is sent to your address. Deny Delivery: The is blocked automatically. The configuration of the sender s mail system and the security settings in the hosted mail security service determine whether the sender is notified. Do Nothing or Allow Delivery: The is forwarded to your address with no processing applied. Strip Attachment: If the message contains an attachment that violates attachment policies, the attachment is removed from the message before the message is sent to your address. Text is inserted into the message to notify you that an attachment has been removed. Only the attachment that violated the attachment policy is removed. Clean: If the message contains an infected attachment, the hosted mail security service attempts to remove the virus and preserve the attachment. If the hosted mail security service is able to successfully clean the attachment, text is inserted into the message to notify you. If the hosted mail security service is unable to clean the file, it uses the secondary policy action that your administrator has selected (for example, deny delivery). 1. Introduction Page 1-2

9 1.2. False Positives and Missed Spam If you receive a message that you believe should have been handled as spam, you should first verify the following: Check that the addresses were not added to an Allow list by either you or your administrator (see Maintaining Allow and Deny Lists on page 3-11). Confirm that you did turn off the spam filtering feature (see Turn Off/On Spam Filtering on page 3-22). Confirm with your administrator that the domain policy settings in Symantec Hosted Mail Security have not been changed to allow the message to bypass filtering (for example, the sender address has been added to the global Allow list, or the spam filtering feature has been turned off at the domain level) Reporting missed spam to Symantec You can submit spam or suspected spam messages that were not detected by the hosted mail security service to the Symantec Brightmail Logistics and Operations Center (BLOC). Symantec engineers will analyze the message for spam characteristics and will issue updates to the spam filtering rules as needed. You should submit the missed spam within 24 hours of when you received the message to ensure timely updates and to avoid analyzing messages for which updated rules have already been issued. You can submit the missed spam to one of the following addresses: North America Europe, Middle East, Africa Japan, Asia, Pacific Rim Gsubmit@submit-1.brightmail.com eurosubmit@submit-23.brightmail.com apacsubmit@submit-22.brightmail.com Note: These addresses are for missed spam messages only. You must submit the message as an RFC-822 MIME-encoded attachment. You should include all header information, content, and attachments. Page Introduction

10 Reporting false positives to Symantec You can submit messages that were incorrectly tagged as spam to the Symantec Brightmail Logistics and Operations Center (BLOC). Symantec engineers will analyze the message and issue updates to the spam filtering rules as needed. You can submit false positives to one of the following addresses: North America Europe, Middle East, Africa Japan, Asia, Pacific Rim Note: These addresses are for false-positive messages only. You must send the message as an RFC-822 MIME-encoded attachment. You should include all header information, content, and attachments. 1. Introduction Page 1-4

11 2. Spam Quarantine Report The Spam Quarantine Report is an automatically generated report that is sent to your primary address. It lists the messages that have been filtered because of potential spam content. The Spam Quarantine Report includes that was quarantined for your primary address and any associated alias addresses (see Maintaining Your Alias Addresses on page 3-15). If you or your administrator has configured your user account to receive text-based notifications of quarantined spam s, you will receive a Spam Quarantine Summary instead of a Spam Quarantine report (see Spam Quarantine Summary on page 2-3). Figure 1: Spam Quarantine Report If your administrator has enabled this feature, the Spam Quarantine Report contains hyperlink commands that let you manage your quarantined and change your configuration settings. 2. Spam Quarantine Report Page 2-1

12 After you click a command, you are automatically logged into the Symantec Hosted Mail Security Console and the appropriate window opens. Depending on the selected command, you will see the results of the command action or you can continue with the desired action in the Symantec Hosted Mail Security Console. Note: If you provide your Spam Quarantine Report to someone else (for example, by forwarding it in your application), that person is logged in to the console as you and has complete access to your configuration settings and your quarantined messages. Your administrator may have designated that the commands in the Spam Quarantine Report expire after a set period of time. If you click a command that has expired, you will be prompted to log on to the console by using your user name and password (see page 3-6). The following list provides information about each command in the Spam Quarantine Report and the correlating window or option in the Symantec Hosted Mail Security Console. The following commands are available in the Spam Quarantine Report only if your administrator has configured the Spam Quarantine Reports to include them. Also, some commands may not be available in the console if your administrator has disabled those features in Symantec Hosted Mail Security. Table 1: Correlation between Spam Quarantine Report and Symantec Hosted Mail Security Console options Action Manage primary and alias addresses View contents Release an for delivery Add sender address to allow list and release the for delivery Spam Quarantine Report Manage My Addresses command Subject command in the desired Release command next to the desired Allow command next to the desired Symantec Hosted Mail Security Console Configuration > User Alias window (see Maintaining Your Alias Addresses on page 3-15) Subject command in the Message Quarantine window (see Review a Single Quarantined Messages on page 3-9) Release button in the Message Quarantine > Safe Message View window (see Review a Single Quarantined Messages on page 3-9) Allow/Deny Sender Lists window (see Add a Single Sender to an Allow or Deny List on page 3-12) 2. Spam Quarantine Report Page 2-2

13 Add sender address to deny list (if enabled) and delete the Deny command next to the desired Allow/Deny Sender Lists window (see Add a Single Sender to an Allow or Deny List on page 3-12) Delete all the quarantined Set your preferences for Spam Quarantine Reports and spam filtering. Delete All Messages command Note: if the Spam Quarantine Report contains only messages received since the last report, only the messages that are listed in the current report will be deleted. In this case, you must log on to the Symantec Hosted Mail Security Console to delete all the messages in your spam quarantine area. The To change your spam report settings, click here command at the bottom of the Spam Quarantine Report. Select All checkbox and delete button in the Message Quarantine window (see Delete Multiple s on page 3-10) Configuration > Preferences window (see page 3-21) 2.1. Spam Quarantine Summary You will receive the Spam Quarantine Summary if you or your administrator has configured your user account to receive text-based notifications of quarantined spam messages. The Spam Quarantine Report contains HTML content. You can use the text-based option if your application does not support HTML content (see Spam Quarantine Report on page 2-1 for more information). The Spam Quarantine Summary indicates how many new messages have been quarantined as spam and the total number of quarantined spam messages that are in your spam quarantine. You can click the hyperlink in the message to log on to the Symantec Hosted Mail Security Console or you can copy the entire hyperlink into the Address field of your Web browser. Once you are logged on to the Symantec Hosted Mail Security Console, the Message Quarantine window appears (see Managing Your Personal Message Quarantine on page 3-7). 2. Spam Quarantine Report Page 2-3

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15 3. Symantec Hosted Mail Security Console Figure 2 shows the Symantec Hosted Mail Security Console. Some of the options in this screen shot may not be available, depending on your configuration. Figure 2: Overview of Symantec Hosted Mail Security Console window 3. Symantec Hosted Mail Security Console Page 3-1

16 Console Tab options Window Menu Options Field Button Commands Help Information Click the appropriate toolbar option for the task that you want to perform. See Window Navigation on page 3-2 for information about each toolbar option. The contents of each window change to reflect the toolbar options, commands, and relevant information for the task that you have selected. Click the toolbar option to access the secondary configuration windows. When the window first opens, the left-most menu option is selected automatically. A field lets you select, type, or check information to perform functions. For example, you can type in text, click to highlight a choice in a dropdown list, or check or uncheck an option. A button has a border and performs a function immediately after being clicked. For example, clicking the Update button applies all changes in certain windows. Depending on the window, hyperlink commands may be available. A command performs a function, such as displaying more information or opening a new page. Click the command to perform the action. Additional information about the features in the window appear at the bottom of the window in a bordered box. The information will change depending on which window is open. If available, you can click the [what s this?] command to display information about a specific feature Window Navigation Table 2 describes the functions of the options that are available on the console toolbar. Table 2: Console Toolbar Options The Quarantine option opens the Message Quarantine window (see page 3-7) where you manage your quarantined messages (potential spam) and configure features in your Spam Quarantine Reports. Note: This window is only available if your administrator has enabled spam filtering for your domain. The Allow / Deny option opens the Allow/Deny Sender Lists window (see page 3-11) where you manage your personal allow and deny lists. 3. Symantec Hosted Mail Security Console Page 3-2

17 The Setup option opens the Configuration window where you can change your password (see page 3-3) or maintain your alias addresses (see page 3-15). The Logout button lets you log out of the Symantec Hosted Mail Security Console Setting or Changing Your Password The first time that you open the Symantec Hosted Mail Security Console, you must set a password that you will use thereafter to log on. You can change your password at any time (see Changing a Password on page 3-5). Your password must contain at least 6 characters. Passwords are case-sensitive. Spaces are not allowed. For security reasons, you should avoid using simple passwords that can be easily discovered. If you do not have a password or have forgotten it, you can access the console from your Spam Quarantine Report, if you have received one (see See Setting a password on page 3-3. To set a password by using your Spam Quarantine Report on page 3-4). If you have forgotten your password and you have not received a Spam Quarantine Report, see To request a password using the console log on window on page Requesting a Password If you do not have a password or have forgotten it, you can request a new password. An message will be sent to your address that contains a hyperlink that lets you reset your password. You can request a password through the Symantec Hosted Mail Security Console or through your Spam Quarantine Report To request a password using the console log on window 1. In your Web browser, go to the Symantec Hosted Mail Security portal at: 2. In the Login window, click the hypertext link that is contained in the following line: If you can t remember your password or if you are having problems logging in, please click here. 3. In the Hosted Mail Security Console window, in the Address box, type your address, and then click Submit. After Symantec Hosted Mail Security validates the address, you will receive an message that contains a hyperlink that lets you reset your 3. Symantec Hosted Mail Security Console Page 3-3

18 password. The hyperlink is active for only a limited time after the is sent (typically, 60 minutes). See Setting a password on page 3-3. To set a password by using your Spam Quarantine Report 1. At the bottom of your Spam Quarantine Report, click the hyperlink that is contained in the following line: To set a Hosted Mail Security Console password enabling you to login to your message quarantine, click here. Your default Web browser opens and you are automatically logged on to the Symantec Hosted Mail Security Console in the Configuration > Password Change window. Figure 3: Configuration > Password Change window 2. Click the here hyperlink that is contained in the following text: If you have not yet set a password or have forgotten your existing password, click here and an will be sent to your mailbox allowing you to set a new password. After Symantec Hosted Mail Security validates the address, you will receive an message that contains a hyperlink that lets you reset your password. The hyperlink is active for only a limited time after the is sent (typically, 60 minutes). See Setting a password on page Setting a password Use this procedure to reset your password after you receive the message from Symantec Hosted Mail Security that contains the instructions and hyperlink for resetting your password. See Requesting a Password on page Symantec Hosted Mail Security Console Page 3-4

19 3. In the message from Symantec Hosted Mail Security, click the hyperlink that is contained in the message to open the Configuration > Set Password window. Figure 4: Configuration > Set Password window 4. In the New Password box, type the password you want to use. 5. In the Retype New Password box, retype the password for confirmation. 6. Click continue. Your password is set Changing a Password Perform this procedure to change your existing password. To change a password 1. Do one of the following: At the bottom of your Spam Quarantine Report, click the click here hyperlink in the following line: To set a Hosted Mail Security password enabling you to login to your message quarantine, click here. Your default Web browser opens and you are automatically logged on to the Symantec Hosted Mail Security Console in the Configuration > Password Change window. If you already have a password, log on to the Symantec Hosted Mail Security Console, and then click Setup. 3. Symantec Hosted Mail Security Console Page 3-5

20 Figure 5: Configuration > Password Change window 2. In the Old Password box, type your existing password. This step validates that you are authorized to change the password for the designated address. 3. In the New Password field, type the new password that you want to use. 4. In the Retype New Password field, retype the password for confirmation. 5. Click continue. Your password is set Logging on to the Symantec Hosted Mail Security Console You can log on to the Symantec Hosted Mail Security Console using any of the following methods: Click a command in your Spam Quarantine Report or Spam Summary Report Your Spam Quarantine Report contains multiple commands that automatically log you on to the Symantec Hosted Mail Security Console. Log on directly to the Symantec Hosted Mail Security Console. Your address and password must be registered in Symantec Hosted Mail Security to log on to the console directly. If you do not have a user account, contact your administrator. If the Symantec Hosted Mail Security Console detects that no activity has taken place for a specific time interval (typically, 3 hours), it automatically logs you out. 3. Symantec Hosted Mail Security Console Page 3-6

21 To log on to the Symantec Hosted Mail Security Console 1. In your Web browser, go to the Symantec Hosted Mail Security portal at: 2. In the Symantec Hosted Mail Security Console Login window, in the Address box, type the full address of the primary or alias account that you want to use. 3. In the Password box, type your password. Passwords are case-sensitive. 4. Click login. This opens the Symantec Hosted Mail Security Console in the Message Quarantine window. Figure 6: Message Quarantine window 3.4. Managing Your Personal Message Quarantine The Message Quarantine contains messages that were quarantined because of potential spam content as defined by the policies set by your administrator. Note: This window is only available if your administrator has enabled spam filtering for your domain. The Message Quarantine lets you do the following: View the contents of quarantined messages (see page 3-9) Delete unwanted messages (see pages 3-9 and 3-10). Release messages, which removes them from the quarantine and sends them to your primary address (see pages 3-9 and 3-10). 3. Symantec Hosted Mail Security Console Page 3-7

22 Select the addresses that you want to include in the report, if you have alias addresses that are associated with your primary address (see Maintaining Your Alias Addresses on page 3-15 for more information). Select specific sender (from) addresses from which will always be received or denied (see pages 3-9). The Message Quarantine opens by default when you first log on to the console. Figure 7: Message Quarantine window You can sort the information in the Message Quarantine window by column headings. You can view all of the messages that are in your quarantine or filter by dates Select which Addresses to Include You can select which of your associated addresses that you want to view. For example, you can view all of your addresses, only your primary address, or any of your alias addresses. If you have no alias addresses associated to your primary address, this option is not available. See Maintaining Your Alias Addresses on page 3-15 for more information about primary and alias addresses. To select which addresses to include 1. On the Symantec Hosted Mail Security Console, click Quarantine. 2. In the Message Quarantine window, in the Sent To list, select the address option that you want to use. 3. Symantec Hosted Mail Security Console Page 3-8

23 Review a Single Quarantined Messages You can view the contents of a single message and then delete or release it. The message is opened in a safe window for your review. To review a single quarantined message 1. On the Symantec Hosted Mail Security Console, click Quarantine. 2. In the Message Quarantine window, under the Subject column, click the link to the message that you want to view. The contents open in a Safe Message View window. Figure 8: Safe Message View window 3. Do one of the following: To add the from address to your Allow list, click always allow (see Maintaining Allow and Deny Lists on page 3-11). The address is added to the Allow list in the Allow/Deny Sender Lists window. To add the from address to your Deny list, click always deny (see Maintaining Allow and Deny Lists on page 3-11). This feature is optional and may be unavailable if your administrator disabled it. The address is added to the Deny list in the Allow/Deny Sender Lists window. 3. Symantec Hosted Mail Security Console Page 3-9

24 To accept the and have it forwarded to your primary address, in the bottom of the Safe Message View window, click release. If the was original sent to an alias address, the is released to the primary address. To delete the , click delete. 4. To return to the Message Quarantine window, click Quarantine Index Release Multiple s You can release one or more messages at the same time. Released s are sent to your primary address. To release multiple messages 1. On the Symantec Hosted Mail Security Console, click Quarantine. 2. In the Message Quarantine window, select the checkbox in front of each that you want to release, or check the all checkbox to select all of the messages in the list. 3. Click release to release the selected messages immediately to your primary address. If the message was originally sent to an alias address, the is released to the primary address Delete Multiple s You can delete one or more messages at the same time. To delete multiple messages 1. On the Symantec Hosted Mail Security Console, click Quarantine. 2. In the Message Quarantine window, select the checkbox in front of each that you want to delete, or check the all checkbox to select all of the messages in the list. 3. Click delete to delete the selected messages immediately Add Multiple Senders to an Allow List You can add the senders of one or more messages to your Allow list. Thereafter, all messages that are received from these addresses will be accepted without filtering for spam content. Messages are always scanned for viruses. See Maintaining Allow and Deny Lists on page Symantec Hosted Mail Security Console Page 3-10

25 To add multiple senders to an Allow list 1. On the Symantec Hosted Mail Security Console, click Quarantine. 2. In the Message Quarantine window, select the checkbox in front of each that you want to delete, or check the all checkbox to select all of the messages in the list. 3. Click Always Allow to add the addresses to your Allow list Add Multiple Senders to a Deny List You can add the senders of one or more messages to your Deny list. Thereafter, all s from these addresses always be denied delivery. See Maintaining Allow and Deny Lists on page 3-11 for more information. To add multiple senders to a Deny list 4. On the Symantec Hosted Mail Security Console, click Quarantine. 5. In the Message Quarantine window, select the checkbox in front of each that you want to delete, or check the all checkbox to select all of the messages in the list. 6. Click Always Deny to add the addresses to your Deny list. This feature is optional and may be unavailable if your administrator disabled it Maintaining Allow and Deny Lists You can define lists of senders whose addresses either will always be accepted without spam filtering (Allow list) or will never be accepted for delivery (Deny list). You can add senders by using the Message Quarantine window (see page 3-7) or by using the Allow/Deny Sender Lists window. Note: A common technique of spammers is to change their sender address often. A deny list may not prevent spam messages from these senders. The deny list primarily is used to block messages from unwanted senders that you know or that have stable addresses. There are two basic definitions of spam that may help you determine whether a sender address should be added to your Deny list. The first type of spam includes unwanted message that are received from recognized senders. For example, a salesperson for a company may be sending you unwanted messages. In this scenario, it is unlikely that the sender address will be changed often, so this type of address would be a good candidate to be added to Deny list. The second type of spam includes unwanted messages that contain malicious, questionable, or offensive content. These types of messages are usually sent from spammers who deliberately attempt to bypass blacklisting and content filtering rules. 3. Symantec Hosted Mail Security Console Page 3-11

26 For example, you may receive messages from a sender with a fraudulent money-making offer or messages that contain offensive sexual content. In this scenario, the spammers often change their addresses and use techniques to evade blacklist filtering. This type of address is not a good candidate to be added to the Deny list because it is effective for only a brief time Add a Single Sender to an Allow or Deny List You can add a sender address or domain to the designated list. For example, you can do any of the following: Designate a single address (for example, person@abc.com ) to force the s received from just that address to be always or never delivered Designate an entire domain (for example, abc.com ) to force the s received from all addresses from that domain to be always or never delivered. Use wildcards to enter a range of address (for example, j*@abc.com) to force the s received from all addresses starting with j from that domain to be always or never delivered. The same address cannot be added multiple times in the same list or added to both the Allow and Deny lists. The Allow list overrides the Deny list. For example, if you designate a range of addresses (for example, by designating an entire domain) in the Deny list, but then designate a single address from that domain in the Allow list, the from that single address will be always accepted while the from any other address in the domain in the Deny list will be always denied. Note: Your administrator can also define Allow and Deny lists. In this case, the settings made by the Administrator are applied before your settings. 3. Symantec Hosted Mail Security Console Page 3-12

27 To add a single sender to an Allow or Deny list 1. In the Symantec Hosted Mail Security Console, click Allow/Deny. Figure 9: Allow/Deny Sender Lists window 2. In the Allow/Deny Sender Lists window, in the appropriate Add Entry box, type the sender address that you want to add to the list 3. Click Add>>. The address appears in the list box. 3. Symantec Hosted Mail Security Console Page 3-13

28 Add Multiple Senders to an Allow or Deny List You can add a predefined list of addresses or domain names to your Allow list or your Deny list. The predefined list must be in the following format: Text file One entry per line (domain name or address) File must be available for your browser to access Each entry in the list can include any of the following: A single address (for example, person@abc.com ) to force the s received from just that address to be always or never delivered An entire domain (for example, abc.com ) to force the s received from all addresses from that domain to be always or never delivered Wildcards to enter a range of address (for example, j*@abc.com) to force the s received from all addresses starting with j from that domain to be always or never delivered. The same address cannot be added multiple times in the same list or added to both the Allow and Deny lists. Any duplicate or invalid address or domain names are discarded automatically. The Allow list overrides the Deny list. For example, if you designate a range of addresses (for example, by designating an entire domain) in the Deny list, but then designate a single address from that domain in the Allow list, the from that single address will be always accepted while the from any other address in the domain in the Deny list will be always denied. To add multiple senders to an Allow or Deny list 1. In the Symantec Hosted Mail Security Console, click Allow/Deny. 2. In the Allow/Deny Sender Lists window, in the Upload Allow List or Upload Deny List box, type the full path and file name of the file that contains the list of addresses that you want to add. Optionally, you can browse to the location of the file. 3. Click the appropriate Upload File button. The addresses from the file appear in the appropriate list. 3. Symantec Hosted Mail Security Console Page 3-14

29 Remove Senders from an Allow or Deny List You can remove sender addresses from your Allow or Deny list. To remove senders from an Allow or Deny List 1. In the Symantec Hosted Mail Security Console, click Allow/Deny. 2. In the Allow/Deny Sender Lists window, click to select the sender address in the appropriate list box. 3. Click the <<Remove button next to the list box where the sender addresses are selected Save an Allow Deny List to a File You can save the contents of your Allow or Deny list to a file. To save an Allow or Deny list to a file 1. In the Symantec Hosted Mail Security Console, click Allow/Deny. 2. In the Allow/Deny Sender Lists window, click the Download List button in the appropriate area. 3. Click Save to save the list to a file. 4. Type the file name that you want to use and the location in which you want to save the file, and then click Save Maintaining Your Alias Addresses You must have a primary address defined in Symantec Hosted Mail Security to log on to the Symantec Hosted Mail Security Console, to have filtered, and to receive a Spam Quarantine Report. Your primary address may have been defined by your administrator or Symantec Hosted Mail Security may have defined one for you automatically when it received messages for your address. You may have multiple primary addresses, depending on whether you have been using multiple addresses in the Symantec Hosted Mail Security. In this case, you would have multiple quarantine areas that you must log on to and manage, and you would receive multiple Spam Quarantine Reports (one for each primary address). Instead of having multiple primary addresses, you can associate multiple addresses to one primary address. The associated addresses are called alias addresses. The maximum allowed number of alias addresses is configured by your administrator. Each address, primary and alias, must be unique within each domain. Each address must be a valid address and configured on the server at your company site. 3. Symantec Hosted Mail Security Console Page 3-15

30 Unless an is quarantined, each is sent to its designated recipient address (that is, an with a recipient address that is an alias address is sent to that address, not to the primary address). If your administrator has defined alias domain names for your domain, you may see additional addresses for those alias domain names in your address list. An alias domain name provides the same type of consolidation as an alias address. When an alias domain name was defined for your domain, Symantec Hosted Mail Security automatically created the appropriate alias addresses based on your primary address in the alias domain. These addresses are listed for your information and are automatically aliased to your primary address. You cannot set one of these automatically aliased addresses to be your primary address. By using an alias address, you would have one quarantine area to manage for each set of associated addresses. You would receive one Spam Quarantine Report that includes the information for each primary address and all its associated alias addresses. The Spam Quarantine Report is sent to the primary address. All messages that are released from the quarantine area are sent to the primary address. All the associated addresses, primary and aliases, are controlled by the configuration settings for the primary address When You Add an Alias Address If you add an alias address in the User Aliases window in the Symantec Hosted Mail Security Console, the following occurs: An is sent to the added alias address. The contains a hyperlink command that the recipient must click to authorize the use of the alias address. Once the command is clicked, the alias address is authorized and associated with the primary address. If the alias address had previously been a primary address, its user configurations are discarded, depending on the requirements specified in Converting Primary to Alias Address on page Thereafter, the quarantine information for the alias address will be combined with the quarantine for the primary address and it will be controlled by the user configuration for the primary address. If you add an alias address using the Manage My Addresses command in the Spam Quarantine Report, the following occurs: If the address that received the Spam Quarantine Report already has alias addresses associated to it, the Symantec Hosted Mail Security Console is opened to the Configuration > User Aliases window in your local browser. You can then perform your alias address management. 3. Symantec Hosted Mail Security Console Page 3-16

31 If the address that received the Spam Quarantine Report does not already have alias addresses associated to it, the Symantec Hosted Mail Security Console is opened to a window that prompts you for your primary address (the address to which you want to associate alias addresses). An is sent to that primary address. The contains a hyperlink command that the recipient must click to confirm that you are authorized to change its use. Once the recipient clicks the authorization command in the in the local application, the Symantec Hosted Mail Security Console is opened to the Configuration > User Aliases window. The recipient can then perform the alias address management Converting Primary to Alias Address You can convert a primary address into an alias address by doing one of the following: Within a set of a primary addresses and its associated alias addresses, you can switch between the addresses to designate which is the primary address. You can add an existing primary address to be an alias to another primary address. In this case, the user configuration (for example, allow and deny lists) for the newly aliased address is deleted from the system after the aliasing is completed. You cannot add a primary address that already has associated alias addresses to be an alias address to another primary address (for example, nested alias address). In this case, you must first delete all the alias addresses associated to the primary address being aliased Deleting Associated Addresses You can delete alias addresses, but you cannot delete a primary address. Only the Symantec Hosted Mail Security Administrator can delete primary addresses. If the primary address is associated to alias addresses, you can designate that one of the alias addresses be set to be the primary address. This causes the old primary address to become an alias address to the new primary address. Then you can delete the old primary address. (see Converting Primary to Alias Address" on page 3-17). If you delete an alias address, its association with the primary address is removed and it will no longer be controlled by the primary address user configuration (for example, allow and deny lists). If you continue to receive to the deleted address, Symantec Hosted Mail Security may automatically recreate the address as a primary address for you with default user configurations, depending on system configurations. 3. Symantec Hosted Mail Security Console Page 3-17

32 Accessing the User Aliases settings The Configuration > User Aliases window is the location where you manage your alias addresses. You can do the following: Select which of your associated addresses is your primary address Delete an alias address Add a new alias address to your primary address To access the User Alias window 1. Do one of the following: Log into the Symantec Hosted Mail Security Console, click Setup, and then in the Configuration window, click Password Change > Aliases. In the Spam Quarantine Report, click Manage My Addresses. If you currently have alias addresses defined, the Configuration > Aliases window appears. If you do not have alias addresses defined, you are prompted for your primary address. You must type your address and then click Submit. An authorization is sent automatically to the entered address requesting authorization for the change. After you receive the message, you must click the hyperlink command that is contained in the message. This sends an authorization to the hosted mail security service, which then opens the console window in your default Web browser. 3. Symantec Hosted Mail Security Console Page 3-18

33 T Figure 10: Configuration > Aliases window 3. Symantec Hosted Mail Security Console Page 3-19

34 Select which Address is Primary If you already have alias addresses associated with your primary address, this procedure lets you select which of the listed addresses is your primary address. The user configuration settings (for example, allow and deny lists) are transferred to the selected primary address. The Spam Quarantine Report and any s released from quarantine will be sent to the primary address. The primary address always is first in the list of addresses and has the text Primary in the Type column. The alias addresses have the text User Alias in the Type column and the command [Delete] after them. If your Administrator has defined alias domain names for your domain, an alias address was automatically created for your primary address using the alias domain name. This type of alias address is shown with the text Domain Alias in the Type column and is not available for selection as a primary address. To select which address is primary In the Configuration > Aliases window, click the selection button in front of the address that you want to select as your primary address. The selected address is set immediately to be your primary address Add an Alias Address You can add an alias address to the shown primary address. If the added alias address had been used as a primary address, its user configuration will be deleted after the addition is authorized, and it will be controlled by the user configuration of the primary address. Authorization s will be sent to the added alias addresses to confirm that you have the authority to change their use. To add an alias address 1. In the Configuration > Aliases window, in the Add an Alias Address for {primary address} box, type the address to be added as an alias address, where {primary address} is the current primary address. If necessary, select a domain in the Domain field to the right character. This field appears only if your domain has alias domain names associated with it. 2. Click Add. An authorization is sent automatically to the added address requesting authorization for the change. 3. The recipient of the must click the hyperlink command in the authorization to continue the alias addition. 4. Immediately after Symantec Hosted Mail Security receives the authorization, the address is added as an alias address to the listed primary address. 3. Symantec Hosted Mail Security Console Page 3-20

35 Delete an Alias Address You can delete an alias address, which removes its association with the primary address. If you continue to receive to the deleted address, Symantec Hosted Mail Security may recreate the address as a primary address with default user configurations, depending on system configurations. You cannot delete a primary address (see Deleting Associated Addresses on page 3-17). To delete an alias address 1. If the address that you want to delete is the primary address, you must convert the primary address to an alias address. 2. In the Configuration > Aliases window, click the Delete button next to the alias address that you want to delete. Note: The alias address is deleted immediately after you click Delete Configuring Your Preferences You specify settings that control your Spam Quarantine Reports and whether your is filtered for spam. Note: This window is only available if your Administrator has enabled spam filtering for your domain or has not disabled your ability to change these settings. You can configure the following preferences: Select whether your is filtered for spam (see page 3-22). This feature is optional and may be unavailable if your Symantec Hosted Mail Security Administrator disabled it. Select what action will be taken if an is likely spam (see page 3-22). This feature is optional and may be unavailable if your Symantec Hosted Mail Security Administrator disabled it. Select how often you receive Spam Quarantine Reports (see page 3-24). This feature is optional and may be unavailable if your Symantec Hosted Mail Security Administrator disabled it. Select which s to include in your Spam Quarantine Report (see page 3-24). This feature is optional and may be unavailable if your Symantec Hosted Mail Security Administrator disabled it. Select the time zone used to process your s and Spam Quarantine Reports (see page 3-25). This feature is optional and may be unavailable if your Symantec Hosted Mail Security Administrator disabled it. 3. Symantec Hosted Mail Security Console Page 3-21

36 To open the Preferences window 1. Do one of the following: In the Message Quarantine window, click the click here command at the bottom of the window. In the Symantec Hosted Mail Security Console, click Setup, and then in the Configuration > Password window, click Preferences. Figure 11: Configuration Preferences window Turn Off/On Spam Filtering You can select whether your messages will be filtered for spam content. This feature is optional and may be unavailable if your administrator disabled it. Note: This feature affects all of your associated addresses, including your primary address and all alias addresses. 1. In the Configuration > Preferences window, click to check or uncheck the Do not filter my messages checkbox. 2. Click the update button below the checkbox description. If you turn off spam filtering, the following occurs: All messages in your spam quarantine are released to your primary address. The Please me a quarantine report every field is set to Never and becomes unavailable. Your is not filtered for spam thereafter. 3. Symantec Hosted Mail Security Console Page 3-22

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