Continuity. Mimecast Training. Student Workbook. V Mimecast. All rights reserved

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1 Continuity Mimecast Training Student Workbook V Mimecast. All rights reserved

2 Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express prior written permission of Mimecast Limited. A reference to Mimecast shall be deemed to include Mimecast Limited, Mimecast Services Limited, Mimecast South Africa (Pty) Limited, Mimecast Offshore Limited, Mimecast North America Inc. and Mimecast Middle East. Copyright 2013 Mimecast Limited. All rights reserved. Mimecast is a registered trademark. Unified Management, Secure Messaging Gateway, Message Archive, Stor5, Mimecast Storage Grid, Enhanced Stationery, ARMed SMTP, Always On, UEM Express, UEM Enterprise, UEM Advanced, Mimecast Protect, Mimecast Multi, Mimecast 180, Mimecast Small Business Edition, Mimecast Services for Outlook, Mimecast Synchronization Engine, Mimecast Services for BlackBerry, Unified Management for Domino, Unified Management for Groupwise, Mimecast Services for Sharepoint, Mimecast Personal Portal, ZHARA and Where business banks its data are trademarks of Mimecast Limited. All other names are trademarks or registered trademarks of their respective owners. Any omission or misuse (of any kind) of service marks or trademarks should not be regarded as intent to infringe on the property of others. Mimecast disclaims all warranties, either expressed or implied, including, but not limited to, implied warranties of merchantability and fitness for particular purpose, with respect to the instructions contained within this guide. In no event shall Mimecast be liable for any damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information, or other pecuniary loss), even if Mimecast has been advised of the possibility of such damages. As some US states do not allow the exclusion or limitation of liability for consequential damages, the above limitation may not apply to you. Requests, amendments and suggestions to documentation@mimecast.com

3 Table of Contents Chapter 1: Mimecast What is Mimecast? Data Center architecture Software-as-a-Service (SaaS) Mimecast Services Account Integration Options Chapter 3: Mimecast Personal Portal (MPP) What is MPP? Accessing MPP MPP Navigation Other MPP Features Online Inbox and Sent Items Compose Messages Search your archive Exercise: Working with MPP Chapter 4: Mimecast Services for Outlook (MSO) Introduction to MSO Search your archive Composing s Exercise: MSO Chapter 5: Mimecast Services for Blackberry Mimecast Services for BlackBerry (MSB) Battery Life Chapter 6: Continuity Events and Settings What are Continuity Events and Application Settings? Continuity Events Application Settings Appendix: Knowledge Base and Resources Knowledge Base Training Courses Other useful links: Available Online Course Titles:

4 Chapter 1: Mimecast What is Mimecast? KBID10140 Mimecast delivers cloud-based management services, including Security, Archiving and Continuity. By unifying disparate and fragmented environments into one holistic solution that is always available from the cloud, Mimecast minimizes risk and reduces cost and complexity, while providing total end-to-end control of . Founded in the United Kingdom in 2003, Mimecast serves thousands of customers worldwide and has offices in Europe, North America, Africa, and the Channel Islands. Data Center architecture KBID10456 Mimecast infrastructure consists of two geographically dispersed data centers in each physical location. This provides not only load balancing of all processing and archiving, but also provides DR coverage in the event of a natural disaster. The Mimecast architecture is made up of layers of servers based on functionality: Processing Layer, Scanning Layer and the Archiving Layer. For this session, we are going to concentrate on the Archiving layer The Processing layer is the layer which makes up our customer front-end clusters. So for example, your account may reside on service37-us and 38-us; which together make up a front end cluster. The processing layer is responsible for the security and reputation checks, which are coupled with the Mimecast Mail Transfer Agent (MTA). Other activities performed at this layer include Policy application. Once reputation checks and the relevant policies have been applied, the processing layer hands the over to the scanning engines. The scanning servers run multiple technologies concerned with the scanning of s and attachments looking for spam, viruses and malware. If the passes the scanning process and no virus is detected, the message will be moved to the Storage or Archiving Layer. It is as this stage that the is archived and indexed for searching capabilities. Storage infrastructure is a key element of the Mimecast Grid. As outlined above, this is supported by triple redundancy - data is continuously replicated to primary, secondary and tertiary storage nodes at one location and then again at multiple geographic locations. This process protects data to such a degree that the Mimecast Grid is able to automatically heal and protect itself against data loss and corruption. The process is entirely proprietary and remains confidential to Mimecast. The use of continuous replication sets us apart from our competitors, most of whom only use a low level of mirroring or warm standby infrastructure - and that is a recipe for data loss in the event of an outage. 2

5 Software-as-a-Service (SaaS) Mimecast provides services from the internet, also referred to as the cloud, delivered through a SaaS model. In simple terms, this means that Mimecast will handle your data in a secure way, and deliver it to your existing infrastructure. The benefit of this SaaS model is that it is always accessible, 100% of the time, and all you need is an internet connection to access your s. The SaaS solution is made available through two physically separate data centers. In the event of infrastructure outage, s will continue to flow to the alternative data center. This event is completely seamless, and ensures 100% Continuity. 3

6 Mimecast Services KBID10086 The available service features will depend on your specific Mimecast service subscription. Mimecast's current service portfolio is outlined in the manual below, and shows which areas of management are included in each service. Service Security Continuity Archiving Mimecast UEM Enterprise Mimecast UEM Express Mimecast Security Mimecast Continuity Mimecast Archive Mimecast File Archive Add-On Account Integration Options A number of connections are available for use when Mimecast is implemented. These features may be enabled, if the organization requires the functionality, but not all elements are required in order to benefit from Mimecast services: Service Authorized Outbounds KBID10036 Description IP address origination points from which Mimecast accepts the organization s outbound s. Delivery Routes The mail server that Mimecast should deliver inbound s to. KBID10081 Directory Connections KBID10092 Synchronisation services to network directories, such as Microsoft Active Directory, using LDAP/LDAPS. Journaling KBID10235 Journal connectors are used to import internal communications from the server to the Mimecast archive. Note: These account services are explored in detail later in this module. 4

7 Chapter 3: Mimecast Personal Portal (MPP) What is MPP? KBID10291 Mimecast Personal Portal (MPP) is a webmail portal that allows you to search your personal Archive, manage your personal Permit/Block lists and quarantine queue, and continue to send and receive in the event of a mail server outage, Note: This is dependent on the permissions and Mimecast product your company has purchased. This guide assumes full access to all features and functionality. Accessing MPP MPP is accessible through a direct URL, or via the Mimecast website. The applicable URL is based on the region where your data is stored: European Union North America South Africa Offshore Alternatively, to access MPP from the website, click on the Log In button from the following URL: Within the Mimecast Administration Console widget, enter your address in the available field. Click the Continue button. Select whether you are using a Cloud or Domain password. Note: Mimecast MPP sessions are set to expire after a period of inactivity (generally more than an hour of inactivity). This will automatically end the MPP session and forces you to log in again. (If enabled, you are also able to create your own cloud password using the Settings link.) 5

8 MPP Navigation 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. There are six 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. 6

9 Other MPP Features Depending on your purchased Mimecast service and the permissions assigned by your Administrator, additional features may become available. The table below outlines these features, and includes links to our Knowledge Base articles for detailed information. MPP Feature Description Knowledge Base Exchange Folders Replicated folders from your Outlook and Exchange profile. This means that you can access the s and folders within MPP as you see them in your Outlook account even if these s no longer exist. KBID10174 Smart Tags Folders used to share data with multiple users. They can also be used to access files and documents that have been archived. This requires additional permissions to be provided to view these folders. KBID10234 Calendars Meeting information on your Exchange Server can be replicated to display on MPP. You will not be able to create or edit calendar items in MPP. KBID10292 File Archive Files that have been stored in Box, Dropbox, Home Drives, Shared Drives and SharePoint. KBID10780 Online Inbox and Sent Items By default, your Online Inbox is displayed. The Online Inbox contains all received s, and the Online Sent Items contains all sent s. This is a direct and secure view of your s in Mimecast, and not of your organization s server. Select an to view the contents in a preview panel (which can be customized), or double click one of the messages to open it in a new menu. Right-click the to respond to the , e.g. Reply and Forward. Note: You cannot delete s from Mimecast. 7

10 Compose Messages To send new , click the Compose link in the navigation pane on the left. When filling in the To field, you can either access your Address Book (click on the Address Book button), or type in the address. Mimecast has an autocomplete function which will create a list of selectable addresses that have recently been used. (Mimecast remembers the last 500 addresses used, which means that in a DR scenario, you have access to addresses you need without having to access you Contacts.) Use the action buttons above the To field to display the BCC field or to add Attachments. You may also have a CCM Mode option. This enables you to end s using Mimecast s secure transmission tool, Closed Circuit Messaging. This ensures that the content does not get delivered beyond Mimecast, but instead, the external recipient will log in to a unique URL sent to them in a notification. If this is the first CCM message they have been sent, they will also receive a separate notification with a password to use when they login. Search your archive KBID10219 Your archive is a repository of all the s that you have been sent and received using Mimecast according to the retention period set by your administrator. Search for s by either using the Quick search button or use the Search button in the Navigation Menu to perform an Archive Search.. 8

11 Exercise: Working with MPP KBID10680 Log in to MPP o Open the URL in a web browser: o Click the Log In button o Select Mimecast Webmail Service from the available links o Use the drop-down arrow to select the region, and click on the Continue link o Enter your user address and password Note: This can either be a cloud or network password, depending on what has been configured Read o Once logged in to MPP, select Online Inbox from the navigation pane on the left o Click once on an message that is displayed in the list o Right-click the message in the list to display contextual options Compose and Send o Click the Compose link in the navigation pane on the left o Add a destination address in the To field - the address will be auto-completed if it is a recent address o Add a subject line, and content for the message o Add an attachment to the o Change the font size and type o Click the Send button to send the message If you have a Stationery Policy, you will notice that this and any other policies are still applied. (Note: By default, your own address is BCC d, so you should also receive a copy of this sent item in your application. This setting can be modified in Account Settings) Archive Search o Click on the Search link in the navigation pane on the left o In the Search Text field, enter a word that you would like to search for o Ensure that the Archive search will be conducted in the Subject, Body and Attachments of s o Change the Date Range as required o Click on the Search button Manage your On Hold Queue o Expand the Advanced menu in the navigation pane on the left o Click on the Personal On Hold link o Review the list of s that have been placed in your hold queue o Check the box to the left of one of the s, and note the toolbar action buttons that are available o Now right-click on one of the s, and review the contextual options 9

12 Chapter 4: Mimecast Services for Outlook (MSO) Introduction to MSO KBID10303 Mimecast Services for Outlook (MSO) is a sofrware application that is installed within Outlook. Once installed you are able to access certain functionality based on the permissions your Administrator has configured for you. MSO ensures that s continue to flow to Outlook automatically, even if your company server is unavailable. You will still be able to send and receive and conduct an Archive search, provided you have an internet connection. Note: MSO will be installed by your Administrator, and may be displayed differently in older versions of Outlook. Search your archive KBID10220 MSO provides access to your historical s using an Archive search. The Archive Search box allows you to perform a Basic or Advanced search, access your Saved, Recent or Common Searches, as well as review, respond to and export the results of your searches. To work with Searches, either access the Quick Search (from the Mimecast ribbon) or navigate to the Mimecast menu and select the Search button from the Archive Search toolbox. The Search box opens and consists of 3 menus: Searches, Editor and Results: Note: The search above is a basic search. By default, all parts of the message are searched. Set the search criteria, then click on the Run button to perform the search. Click on the Save button to save the search criteria for future use.the search results will be displayed in the Results menu. Click on an to preview it, or double click it to open it in a new window. 10

13 You are also able to multi select s to be actioned. Hhighlight the message in question, and click on the orange bar to the left of the . The check mark indicates that the has been selected. Composing s When a new is created, the Mimecast ribbon also appears at the top of the screen. This menu provides a number of features depending on what your Administrator has enabled. Note: The is not affected immediately after selecting the above options, but is instead modified once it has been sent. 11

14 Exercise: MSO KBID10792 Open Outlook Click on the Mimecast ribbon at the top of the screen. Click on the Search button to conduct an Archive search. Enter the text to search for Click on the Run button to start the search When the search results are returned, select one of the s, then click the Save button Check that the mail appears in the Mimecast Saved s folder in Outlook Compose Mail Open a new in Outlook Click on the Mimecast ribbon at the top of the screen Click on the Attachment Strip and Link button Attach 3 files of your choice Send the to your external mail address Open your external mail platform Check that the attachment in the message has been stripped and linked Download the attachment 12

15 Chapter 5: Mimecast Services for Blackberry Mimecast gives you access to your entire archive directly from certain mobile devices. The available features of these applications include: Archive search for message content as well as attachments View, reply and forward messages returned by the search result Mimecast Services for BlackBerry (MSB) KBID10397 MSB provides both access to your Archive, as well the ability the send and receive s even if the BlackBerry infrastructure is down. Before you can use the MSB application, a series of tasks need to be completed: 1. Verify that the BlackBerry application is installed by your Administrator 2. Reboot your device (using a hard reset) requires the battery to be removed while the device is powered on. Hold the battery out for about 30 seconds, and replace 3. Provide your address and password and test the connection to Mimecast, as explained below. Following the reboot, there will be an Archive and Continuity menu within the Options screen. For OS6 devices and later, select Third Party Applications: In order for the BlackBerry device to communicate with Mimecast, enter your address and password and then select Test Connection. Note: On successful connection, you will also see a confirmation of the BlackBerry Services. This could be Continuity, Archive Search or both. 13

16 Battery Life If the battery life of the BlackBerry drops below 15%, then Archive and Continuity will automatically be disabled and you will receive a notification. Once the battery life returns to above 15%, or if the device is plugged in to charge, Archive and Continuity will automatically be re-enabled, and a notification will be sent out to inform you that the services are once again available. 14

17 Chapter 6: Continuity Events and Settings KBID10364 What are Continuity Events and Application Settings? A Continuity Event is a definition created by an Administrator, which signals that a DR event has taken place and that mobile devices and applications should use Mimecast for Continuity. Application Settings are used to enforce MSO settings. Continuity Events Before a Continuity Event can be created, a Group needs to be in place that contains the addresses for the Continuity Event to apply to. The Group is created within the Directories Groups menu. The Continuity Event is created within the Services Continuity menu. Ensure that Mobile or Outlook Continuity is checked, and that the Event Start date is set within the last 5 days. The applications will enter Continuity mode when they next Poll Mimecast, and the Continuity Event is discovered. The Poll interval for mobile is configured with Account Settings. Application Settings KBID10180 The definition is used to control the settings of MSO, and is based on user groups. The configuration options vary between MSO 3.x and MSO 4.x settings. 15

18 Chapter 7: Administration Tasks for Continuity In order for users to connect to Mimecast using one of the Continuity tools, two requirements must be fulfilled: A method of authentication must be selected Permissions must be assigned to users. Application Settings are used to enforce user application settings and control the available features. KBID10749 Authentication Methods Mimecast is able to authenticate user login attempts in three ways: through a Network Directory connection (LDAP), with a cloud password, and for MSO 4 users, Integrated Authentication. When users attempt to log in, Mimecast first checks the Network Directory credentials, and then checks the cloud password. If either of these two match, the user is allowed to log in. The Network Directory connection, which uses the Light-weight Directory Application Protocol (LDAP), is commonly used to authenticate users based on their Active Directory profile. This service must be configured within the Mimecast account and tested prior to use. The advantage of this secure connection is that the user can more easily remember their Network password, instead of assigning another password to them for logon attempts. Note: Consider the implications of using this method in a DR scenario. If the Network Directory is unavailable, user logon attempts may fail. Mimecast cloud passwords never expire, and are configured by the Administrator initially. The use of this password when configuring the Continuity tools ensures seamless Continuity during a DR scenario, as this password will always be available for authentication purposes. LDAP Authentication To verify if Network Directory authentication can be used using LDAP, navigate to Services Directory Sync. An Active Directory connection must be present. If a backup or DR directory server is available, ensure that this is configured as an alternate. Cloud Password Authentication To configure cloud passwords, navigate to Directories Internal Domains, and select a Domain name. Click on the address of the user, and reset the password fields. These are located above the permission fields, which are described in the next section of this guide. These can also be configured using a spreadsheet import, and can be set to Force change on logon to ensure that end users change these from the default. Integrated Authentication Integrated Windows Authentication (IWA) is performed using the Exchange Web Service (EWS), which is only available on Exchange 2007 SP1 versions and above. To leverage IWA, you must ensure you have a properly configured public EWS endpoint. To determine if you are able to implement IWA authentication in your environment, review the requirements and steps in the knowledgebase article. IWA authentication consists of the following steps: 16

19 the MSO 4 client makes an authentication request to the Mimecast Service The Mimecast Service, in return, makes a connection to your Exchange Web Service (EWS) endpoint EWS then issues a challenge, which is passed to the Mimecast Service and then back to the MSO client The MSO client responds to the challenge by communicating with the Mimecast Service, which in turn communicates with the customers EWS server, and then all the way back to MSO again Note: MSO 4 service first tries Kerberos, if that fails it will try NTLM. Only if both fail is it considered a failure of IWA as a whole, and MSO 4 then moves onto the next supported authentication mechanism. Permissions KBID10012 For each of these user tools, it is important to consider the permissions that users will require in order to make use of the services. By ensuring that the permissions are configured in advance, it is possible to provide an easy switch over to these tools for users. Note: Global overrides, configured in Account Settings as detailed below, will apply to all internal users. Permissions for MPP (Web Logon Override and Web Compose Override) and MSO (Outlook Services) are controlled in two areas within the Administration Console, as shown in the table below. Account Settings: Apply Global permissions for all users Internal Domains: Apply permissions to individual users. 17

20 Imports KBID10125 User individual Permissions and Mobile service license allocation can be configured individually, as discussed in the previous section, or alternatively a bulk spreadsheet Import can be used to affect multiple user accounts simultaneously. Imports can also be used to reset Mimecast Cloud Passwords, which may be required for authentication if the Network Controller is not available to authenticate user connections to Mimecast. Note: Spreadsheet imports must be prepared in Microsoft Excel (.xls) format. Exercise: Manage User Permissions KBID10683 Verify the Authentication method on your account o Navigate to Services Directory Sync o Verify the Last Sync and status of the sync Verify user Permissions o Navigate to Account Settings o Verify the Global Permissions o Navigate to Directories Internal Domains o Select the Domain name, and select a user address o Verify the Individual Permissions Bulk Permission Update o Navigate to Directories Internal Domains o Select the Domain name o Use the Bulk Permission Update menu to select the users to be affected o Set the required permissions, and click the Apply Bulk Permission Update button Review the Client Applications in Use o Navigate to Services Applications o Click on the Registered Applications Menu o Click on the View by Platform toolbar menu drop down o Select MSO, iphone etc to view a list of users making us of the various services 18

21 Chapter 7: Service Monitor KBID10503 What is Service Monitor? Service Monitor (SM) is an early warning system and monitoring tool for flow, Journaling and Directory Sync. Alerts can be issued by SMS or to multiple subscribers, with escalation point alerts dispatched if the original alerts are not acknowledged or if the escalation setting is reached. To log in, click on the Service Monitor link from the Administration Console Dashboard. The Service Monitor Dashboard is displayed by default: Notification History A record of the notifications and Queue alerts is available, either for each Queue meter, or in summary format for all alerts. Use the History button to access individual Queue alerts, or select the Recent Notifications link on the left for a customised report. Configuring Alerts KBID10508 In order for Alerts to be generated, the alert itself needs to be enabled, and the queue must reach its configured threshold (alert level) or the service should fail. Mimecast sets a recommended threshold for queues, but this can be adjusted as required. Escalation contacts can also be set, and after a configured number of sequential alerts have been generated, the Escalation contact, as well as Subscribers, will then receive alert notifications. Subscribers are also able to acknowledge Queues and Services in alert status. If an alert is acknowledged, all notifications will be halted. Alert queues are monitored in 15 minute intervals. The values are the number of items in a Queue at the time the Queue was checked. It does not show a count of items sent over a given period. 19

22 Managing Alert Subscribers KBID10509 Alerts can be configured for multiple users, with different alert allocation and escalation points that are configurable for each. Alert Subscribers can be created, modified and removed as required. Exercise: Manage Service Monitor Alerts KBID10684 Log in to Service Monitor o Log in to the Administrator console o Click on the Service Monitor link Configure Alerts o Click on the Configure Alerts link o Enable the alerts as required o Configure the Escalation Level and Alert Level (The Recommended Threshold can be used as a guideline) Note: This configures the alerts, however subscribers need to have the alerts enabled before they can be notified Create a Subscriber o Click on the Manage Subscribers link o Click on the Add New Subscriber button o Complete the new Subscriber's Contact Details o Select the alerts and alert method they should be notified about 20

23 Appendix: Knowledge Base and Resources Knowledge Base This manual refers to several Knowledge Base (KB) articles which can be directly accessed by replacing the relevant ID number in the URL: Where xxxxx represents the ID of the article. To access the Knowledge Base, use the direct link: Training Courses Visit our website to view the latest information on our available training courses: KBIDxxxxx Available Online Course Titles: Available Classroom Course Titles: Mimecast Product Overview Mimecast Account Tour Mimecast Continuity Mimecast Security Mimecast Archiving Mimecast Admin Tasks Mimecast Exchange Tasks Mimecast Stationery Mimecast Admin Tasks Mimecast Service Management Mimecast Power Tools Mimecast Stationery Management Other useful links: Mimecast Community: Mimecast TV: Mimecast Blog: Mimecast Twitter: 21