Mail Assure. User Guide - Admin, Domain and Level

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1 Mail Assure User Guide - Admin, Domain and Level Last Updated: Friday, June 15,

2 CONTENTS Getting Started 1 Useful Links 1 What's New 1 Accessing Mail Assure 6 User Permissions 7 Timeout Settings 9 Retrieve Log-in Link 9 Existing Account - Forgotten Password 9 Create New Account via the Retrieve Log-in Link 9 Send User Customized Link to Reset Password 10 Admin Level Control Panel 10 What do you want to do? 10 Domain Level Control Panel 10 Accessing the Domain Level Control Panel 11 Level Control Panel 12 Accessing the Level Control Panel 12 What do you want to do? 13 Multi-admin control panel access and audit trail 13 Using the 'Login as' Feature 15 Log in as a Domain user. 16 Log in as an User 16 Finish Login as Session 17 Application Overview 18 Navigating Mail Assure 18 Customize Dashboard 18 Edit Dashboard Panel Group 18

3 Mail Assure Add a Widget 19 Reset to Default Dashboard Setting 20 Features Preview 20 FAQs 21 Why was my Message Blocked as Spam? 21 Why Can't I Find a Message in the Quarantine? 22 How can an SPF Issue Block a Message? 23 Incoming messages blocked by the filtering server 23 Incoming messages blocked by the destination mail server 23 Webinterface telnet & LDAP sync IPs 23 Mail Assure SMTP delivery IPs 23 Outgoing messages blocked by the destination mail server 24 Domain Management 25 What do you want to do? 25 View Domain Overview 25 Add a Domain 26 Transfer Domain Between Admin Accounts 27 Domain Transfer 27 Forced Migration 28 View Mailbox Overview 28 Configuration Tab 29 Outgoing 29 General 30 Incoming 30 Archiving 30 Mailboxes Tab 30 View mailboxes 31 Add mailbox 31

4 Edit one or multiple mailboxes 31 Mailbox Aliases Tab 31 Add an alias 32 Catch all mail and direct to a single address 32 MX Verification Tool 32 Incoming Filtering 33 What do you want to do? 33 View Incoming Bandwidth Overview 34 Message Queueing 34 Automatic Retry Schedule 34 View Incoming Delivery Queue 35 Reply to in the Delivery Queue 37 Incoming Whitelist Filtering Rules 38 View Incoming Whitelist Filtering Rules 39 Add an Incoming Whitelist Filtering Rule 39 Incoming Blacklist Filtering Rules 43 View Incoming Blacklist Filtering Rules 43 Add an Incoming Blacklist Filtering Rule 44 View Incoming Log Search 48 Create and Log Search Report 52 content 55 View Scout Reports 57 Log Search (Preview) 58 View Spam Quarantine 59 View Domain Level Incoming Spam Quarantine: 59 View Level Spam Quarantine 60 View Quarantined Message Content 61

5 Mail Assure Release Quarantined Messages 63 Release and Train Quarantined Messages 63 Release and Whitelist Quarantined Messages 64 Remove Messages from Quarantine 65 Remove and Blacklist Quarantined Messages 65 Manage Quarantine Filter Settings 66 Manage Domains and IPs with Disabled SPF, DKIM and DMARC Checks 68 Incoming Rejection Classifications 69 Manage Local Recipients 75 To access the Local Recipients page: 75 Upload Local Recipients 77 Enable Local Recipients 77 Manage Domain Aliases 77 To add a domain alias: 77 Manage Address Aliases 78 Adding an Alias 78 Configure Domain Settings 79 Rejected Local Part Characters 79 Manage Destination Routes 80 Features Preview - Destinations 80 View Domain Statistics (Incoming) 81 Report Spam 84 Train Spam 84 Train Not Spam 84 Report Spam Using the Outlook Add-on 85 Report Spam Using the Thunderbird Add-on 86 To install the Thunderbird add-on 86 Report a Spam Message using Thunderbird 86

6 Report Spam Using MailApp for Apple OSX 86 Install the SpamReporter tool 87 Report Spam using the Mail App 87 Remove SpamReporter app from OSX Device 87 Report Spam - Forward as Attachment 87 Report Spam via IMAP 87 Configure Thunderbird to Access the IMAP Quarantine 87 Configure your IMAP Account in Microsoft Outlook 89 Report Spam via Browser-based Client 90 Install Add-on and Script 90 Reporting from Browser-based Client 90 Clear Callout Cache - Incoming 90 Configuring LDAP mailbox sync 91 Set up LDAP configuration details 91 LDAP Sync Preview 92 Set up Custom LDAP Mapping Rules 92 Outgoing Filtering 93 View Outgoing Bandwidth Overview 93 Manage Identities 93 Manage Lock Templates 94 Manually Add Lock Template 94 Manage Outgoing Users 95 Add an Outgoing User 96 Edit an Outgoing User 99 Generate Outgoing Report 99 Outgoing Blacklist Filtering Rules 100 View Outgoing Blacklist Filtering Rules 100

7 Mail Assure Add Outgoing Blacklist Filtering Rule 101 Temporary Log 105 Outgoing Log Search 105 Generate DKIM Certificate 106 Manage Outgoing Settings 106 Configure the Abuse Report Address 107 Clear Callout Cache - Outgoing 107 View Domain Statistics - Outgoing 107 Setting up Your SMTP Hostname 108 Setting up SPF 108 To Set up SPF 108 Exchange Online (Office 365) Configuration and Setup 110 Configure Inbound Filtering with Exchange Online (Office 365) 110 Add the domain in the web interface 110 Create a partner connector and rule in Exchange Online to accept filtered mail 110 Change MX record for the domain to point to inbound servers 111 Configuring Outbound Filtering with Exchange Online (Office 365) 111 Create Outbound User in Mail Assure 111 Set up a Transport Rule in Exchange Online 112 Configure Mail Archive / Journaling with Exchange Online (Office 365) 112 Enable Archiving of Inbound/Outbound Mail 112 Enable Journaling of Internal Messages 113 Archive 114 What do you want to do? 114 View Archive Usage per Domain 114 Enable Archiving on a Domain 115 Search Archive 115 Manage Archive Settings 117

8 View Archive Status 118 Global Journal Address 118 Manage Archived Recipients 119 Enable Journaling for Archive Recipient 119 Configure Journaling in Mail Assure 119 Configure Journaling in Microsoft Exchange Export Archived Messages 120 Export archived messages using the Archive - Export facility 120 Export archived messages using the Log Search (Preview) 120 Branding 122 What do you want to do? 122 Branding Management 122 Configure OAuth Settings 124 Manage Protection Report Templates 124 Server 126 What do you want to do? 126 View Control Panel API Calls 126 Manage Server Settings 127 Available Products 127 Server Settings 127 Default MX Hostnames 127 Change Your MX Records 127 To Access the Log Search: 128 Manage Notifications Templates 128 Edit an Notification Template 129 View API Calls History 131 Protection Reports 132

9 Mail Assure What do you want to do? 132 On-demand Domain Report 132 Periodic Domain Report 133 Periodic User Report 133 Add Report Recipient Manually at the Domain Level 134 Enable Periodic User Report at the Level 136 Manage Domain Report Actions 138 Restrictions 139 Manage Attachment Restrictions 139 Manage Size Restriction 142 Whitelist / Blacklist 144 Manage Sender Whitelist 144 Add Sender to Whitelist 146 Manage Sender Whitelist - Level 146 Manage Recipient Whitelist 147 Add Recipient to Whitelist 148 Manage Sender Blacklist 149 Add Sender to Blacklist 150 Manage Sender Blacklist - Level 151 Add Sender to Blacklist 151 Manage Recipient Blacklist 151 Add Recipient to the Blacklist 153 Manage Outgoing Sender Blacklist 154 Add Outgoing Sender to Blacklist 155 Webinterface Users 157 What do you want to do? 157 Manage Admin Users 157 Add an Admin User 158

10 Manage Domain Users 160 Add a Domain User 161 Manage Users 162 Add an User 163 Set up LDAP Authentication 163 Manage Permissions 166 Manage User Settings 167 Password Policies 167 Others 168 What do you want to do? 168 Manage Your Admin User Profile 168 Manage Your Domain User Profile 169 Manage your User Profile 171 Compose 172 Network Tools 172 Other - Domain Level 174

11 Getting Started This guide describes how to use the Mail Assure security system to protect your domains from spam and virus threats. It covers how to manage your domains and set up your users and also how to access your Spam Quarantine and your if your server is down or offline. The guide focuses on the tasks available to Admin users, Domain users and users and is structured to show the tasks available to each of these user types: in the Admin Level Control Panel, Domain Level Control Panel and the Level Control Panel. For more information on the different Control Panel levels available and the different user types that can access Mail Assure (and what they can access), see Accessing Mail Assure. See the following to get started quickly: Quick Start Guide Useful Links - Links to helpful resources including other Mail Assure guides. Accessing Mail Assure - How to access the application Application Overview - A quick overview of the application interface Useful Links PDFs Mail Assure Admin, Domain and User Guide Mail Assure Quick Start Guide Mail Assure User Guide Online Help Mail Assure Online Help Mail Assure Quick Start Help Mail Assure User Help What's New 11th June New option to manually configure the 'catch-all' status of a domain - A domain's catchall status (whether it is configured to accept mail from unknown mailboxes) is automatically detected by the system. This new option allows you to manually configure this status if, for example, the status has changed or has been wrongly detected. See View Mailbox Overview. 4th June 2018 Improved Scout Reports UI - The Scout Reports page has been improved to be consistent with other new pages. When you click on a report, it opens in the Log Search - 1 -

12 page with the correct filters applied and the Show results button activated to display all matching results. Improved automatic Scout Report unsubscribing - Unsubscribing from an Scout Report now only unsubscribes from that report and not from all automatic ESRs. An improved Destinations page replaces the Edit Routes page with Features Preview enabled. See Manage Destination Routes. 21st May 2018 Edit Multiple Mailboxes Simultaneously - You can now manage the mailbox settings for more than one mailbox simultaneously. See Edit one or multiple mailboxes. 14th May 2018 Last login now displayed when using the Retrieve log-in link feature - The Last login field is now updated when logging in via the Retrieve Log-in Link. The Scout Report message action page now uses domain's timezone - The message's date and time is now displayed in the domain's timezone in the Message actions page of the Scout Report. See Log Search Report - content. New 'View all delivery attempts' action available in the Log Search (Preview) page - Allows you to view all delivery attempts for a specific message. 30th April 2018 Mailboxes Overview out of 'Preview' mode - This page allows you to enable/disable default filtering for mailboxes, and to overrule the default setting per mailbox, if required. This feature is now available from the Admin and Domain Level Control Panels to all users and not just those with Features Preview enabled. See View Mailbox Overview. LDAP authentication custom BindDN formatter - When allowing users to authenticate via LDAP, the BindDN can now be customized to allow for Active Directory setups using a different domain for the user logic. 16th April 2018 Manual LDAP Sync and Preview Page now available - A new preview page allows you to preview LDAP sync changes (e.g. mailbox/aliases added, removed and updated) and perform a manual LDAP sync. See LDAP Sync Preview. 9th April 2018 The LDAP Mailbox sync is now available to all users and not just those with Feature Preview enabled. See Configuring LDAP mailbox sync. Updated Archive Usage page for users with Feature Preview enabled. This new page allows you to search your domains for archive usage information. The Lock Notification Templates feature is now available to all users. This feature allows you to manage and customize the notification that is sent when outgoing users / identities are automatically locked. See Manage Lock Templates. 26th March 2018 Daily Scout Reports cannot be auto-enabled for domains with catch-all on their destination server. This is to avoid generating reports for invalid addresses. See Domain Settings for more information

13 New Delivery Details page - If you have Features Preview enabled, you can see this new page in the Incoming and Outgoing sections. Each attempt the filter makes to deliver a message, a log entry is created with details about the delivery attempt. This allows you to diagnose message delivery problems. 12th March 2018 New 'Filter by default' option in the 'Mailbox overview (preview)' page - If the Features preview option is enabled in your user profile, you have access to the new Mailbox overview (preview) page at the domain level. By default, any detected mailbox is filtered. You can now choose to prevent this by disabling the Filter by default option. If the Filter by default box is unchecked, all mailboxes set to the default will not be secured unless filtering is explicitly enabled. 5th March 2018 Global Journal Address - This is a custom address available for each domain which you must add if you want to set up Journaling without using our Filtering system. You can set this up in the Archive > Status page at the Admin level. Auto-enable Daily Scout Reports - This option automatically enables Scout Reports for all recipients in a domain. You can choose to have the reports delivered to recipients up to three times a day. You can do this from the Domain level in the Incoming > Domain Settings page. 26th February 2018 New Mailbox Overview page - With Features Preview enabled, you can see the new Mailbox Overview pages. These pages replace the existing Local Recipients page with the Mailbox tab, and the existing Address Aliases page with the Mailbox Aliases tab. In the Configuration tab, you can choose automatic discovery or manual management of mailboxes or automatic synchronization with LDAP. You can also specify a maximum number of mailboxes for the domain. This tab is only available at Domain level to Admin and Domain users. You can also add, import and export mailboxes and mailbox aliases at the Admin Level and the Domain Level

14 19th February 2018 The archive expiry maximum has increased from 1000 to days - see Manage Archive Settings Archived recipients configuration now only applies to messages archived by the incoming filter, not the outgoing filter - see Manage Archived Recipients LDAP mailbox sync - Now in Feature's preview mode. 12th February 2018 Synchronize local recipient list and aliases via LDAP - Instead of using the incoming filter's automatic detection of destination mailboxes (local recipients) or manually managing the destination mailboxes, this feature allows you to synchronize your mailbox list (local recipients) with the mailboxes and aliases configured on your LDAP server. Enable this in the new LDAP Mailbox Sync feature at the domain level. In order for this to work, you must ensure that Use Local Recipients is enabled in Incoming > Local recipients. 5th February 2018 New Admin tab added to Sender/Recipient Whitelist and Blacklist. Anything applied on this tab applies to all domains underneath this Admin account. See. 29th January 2018 Reset Branding to Defaults - A new Reset button allows you to reset any branding changes you have made back to the original defaults. See Branding Management. 22/01/2018 Combining domain and aliases - It s now possible to use both an and a domain alias in the same address. For example, if the domain example.org is an alias for the primary domain example.com, and example.com has an alias example_alias@ for the primary mailbox example@, then: example_alias@example.com is an alias for example@example.com example@example.org is an alias for example@example.com example_alias@example.org is an alias for example@example.com 15/01/2018 New features Improved Domain Alias Page - The Domain Aliases page now allows you to set up filters in the Query Rules panel to allow searching for aliases easier. See Manage Domain Aliases. Outgoing Sender Blacklist - You can now manage the Sender blacklist for outgoing mail from the Admin and Domain Level Control Panels. See Manage Outgoing Sender Blacklist

15 08/01/2018 New features: Automatic Creation and Management of HTTPS Certificates - A new HTTPS SSL certificate section added to the Branding page has the new option 'Generate and manage a TLS certificate for me via Let's Encrypt'. Choosing this option means that you will not need to go through the lengthy manual set up process which involves generating a CSR, requesting a certificate (and any intermediate certificates) from a Certificate Authority (CA) and uploading to the system. The system will do this automatically for you including renewing certificates when they expire. See Branding Management - System Generation and Management of TLS Certificate. Temporary Log Search - The new Temporary Log Search feature allows you to view logs for outgoing mail which has not completed processing but may already have been delivered. These files do not show up in the standard Log Search because this would slow down the search significantly. Access this from the Admin or Domain Level Control Panels from Outgoing > Temporary log (preview). See Log Search (Preview). This is currently only available in Preview mode and can only be accessed by Admin users with 'Features preview' enabled in the User's profile page. 25/12/2107 New features: Location and Language added as Match Types for Custom Filtering Rules - You can now create Custom Filtering Rules based on specific languages and locations. This allows you to block / allow messages by sender location and by the language of the content. You can use these in the Simple and Advanced versions of the pages. See: Incoming Whitelist Filtering Rules Incoming Blacklist Filtering Rules Outgoing Blacklist Filtering Rules 18/12/2017 Here are this week's new features: New Sender/Recipient Whitelist/Blacklist pages - The new sender and recipient whitelist and blacklist pages have moved out of 'preview' this week. The new pages offer more flexibility when searching for addresses that are whitelisted or blacklisted, load faster, and are more consistent with the rest of the new pages in the control panel. See. Customizable Dashboard - Users at Admin and Domain level are now able to customize the links that appear in the dashboard. You can move groups of links around, add or remove links from a group (including links to external pages e.g. your knowledge base or your own support system), and add or remove groups. The customizations that you make are saved for you personally, and do not impact any other users. See Customize Dashboard

16 Improved Quarantine Link - Users who have Features preview enabled have a new quarantine page (both incoming and outgoing). Rather than a completely separate system, the quarantine link takes you to a customized Log Search page, with all filters and columns selected for viewing the quarantine. Users already familiar with the Log search will find this much easier to use. The new quarantine page is also much more customizable than the old, and more compact when viewing results. All the actions available in the old quarantine pages are also available via the preview Quarantine Log Search pages. 04/12/2017 Here are this week's new features: Custom Filtering Rules out of Preview and on general release - New custom Whitelist/Blacklist Filtering Rules allow you to allow or block domain-specific incoming or outgoing mail. See last week's release details below for more information. Unsubscribe action now available in Scout reports - Report recipients can choose to unsubscribe from Scout Reports. 27/11/2017 Here are the new features in this latest version of Mail Assure: New Whitelist/Blacklist Filtering Rules for Incoming/Outgoing Mail - Set up custom rules to allow or block domain-specific incoming or outgoing mail (this is currently in Preview mode and can only be accessed by Admin users with 'Features preview' enabled in the User's profile page): Incoming Whitelist Filtering Rules Incoming Blacklist Filtering Rules Outgoing Blacklist Filtering Rules You can also choose to use the 'advanced' Add Rule dialog (instead of the default 'simple' dialog), by activating/inactivating the advanced dialog in the Admin or Domain User Profile pages: Manage Your Admin User Profile Manage Your Domain User Profile Accessing Mail Assure Access Mail Assure using the URL and credentials provided by your account manager. In the Login page, enter your credentials: Admin users log in using their admin username and password Domain users log in with their domain name and password users log in with their address and password If you have forgotten your password or want to add yourself as a Mail Assure user, use the Retrieve log-in link in the Login page. Once you are logged in, you are presented with the application Control Panel. There are three different Control Panels in Mail Assure and the one you see (and what it contains) depends on your user access permissions. The following Control Panel levels are available: - 6 -

17 Admin Level Control Panel - Available to Admins and Sub-Admins. See Admin Level Control Panel. Domain Level Control Panel - Available to Domain users and also Admins and Sub-Admins with the correct permissions. See Domain Level Control Panel. Level Control Panel - Available to users and also Admin, Sub-Admin and Domain users with the correct permissions. See Level Control Panel. Some features are shared across Control Panels. For example, Outgoing Reports are available from the Admin and Domain Level Control Panels. At the Domain Level, the reports are specific to the logged in domain. At the Admin level, the Outgoing Reports can cover all domains - as an MSP, you can choose which domains you want to report on. If you make changes when logged in to the Admin level, this will affect all of your domains. To make domain or user-specific changes use the 'Login as' feature to limit changes to the appropriate level. For example, if you make branding changes while logged in at the Admin Level, these changes will propagate to all of your customer domains that do not have their own branding set up. For more information, see Using the 'Login as' Feature. The following user types can access Mail Assure: Admin Users: Top level Admin user - There is only one top level Admin user per account. This user can set up other Admin users to manage the system. This user can access all Control Panel levels. For information on how to set up multi-admin access to one account, using SSO see Multi-admin control panel access and audit trail. Sub-Admin user - Admin user with potentially all of the privileges of the top level Admin user. These can be created by the top level Admin user or by Sub-Admin users if they are given the permission to create Sub-Admins. This user can access all Control Panel levels. Domain User - The Domain user can access their own Domain Level Control Panel and can be set up by Admin users. Currently, only one domain user can be set up per domain. Users - Can manage their own specific settings, access the Quarantine etc. User Permissions The following matrix highlights the different user types, which Control Panel they can access and what they can access within their Control Panel: Feature Admin User Sub-Admin User Domain User User Control Panel Access to Admin Level Control Panel Access to Admin Level Control Panel Access to Domain Level Control Panel Access to Level Control Panel - 7 -

18 Feature Admin User Sub-Admin User Domain User User Domain Management Panel Yes Yes No No Incoming Filtering Panel Yes Yes - Can manage this if given this permission by the parent Admin Yes Yes Outgoing Filtering Panel Yes Yes - Can manage this if given this permission by the parent Admin Yes Yes Archive Panel Yes Yes - Can manage this if given this permission by the parent Admin Yes Yes Private Label Panel Yes Yes - Can manage this if given this permission by the parent Admin No No Server Panel Yes Yes - excluding access to Certificates Yes - limited to API Calls History No Protection Report Panel Restrictions Panel Whitelist/Blacklist Panel No No Yes Yes - Periodic User Report only No No Yes No No No Yes Yes - 8 -

19 Feature Admin User Sub-Admin User Domain User User Webinterface Users Panel Yes - Can manage Admin, Domain and users and permissions Yes - Can manage Admin, Domain and users and permissions Yes - Can manage users and permissions No Others Panel Yes - Manage own profile and send Yes - Manage own profile and send Yes - Manage own profile and send Yes - Manage own profile and send For information on how to manage user access to specific areas of Mail Assure, see Manage Permissions. For an overview of the Mail Assure interface, see Application Overview. Timeout Settings The inactivity timeout is currently set at 3600 seconds and is the same for all users. Currently this is not configurable. Retrieve Log-in Link The Retrieve Log-in Link can be used in the following scenarios: If you are an Admin, Domain or user who already has an account in the system and you have forgotten your password - see Existing Account - Forgotten Password. If you have a mailbox and you want to set up an user account for yourself in Mail Assure - see Create New Account via the Retrieve Log-in Link. If you are an administrator and you want an existing user to change their password or they have forgotten their password, you can send a customized link (containing their username) to reset their password - see Send User Customized Link to Reset Password. Existing Account - Forgotten Password 1. In the Login page, click on the Retrieve log-in link button. 2. Enter your username and click on Submit. An is sent to the address associated with your username. 3. In the , click on the Set password link to open your User profile page in Mail Assure. 4. Enter your new password in the New password and Confirm new password fields and click Save. Create New Account via the Retrieve Log-in Link If you already have an existing mailbox but no existing account in Mail Assure

20 1. In the Login page, click on the Retrieve log-in link button. 2. Enter your address and click on Submit. An is sent to your address. 3. In the , click on the Set password link to open your User profile page in Mail Assure. 4. Enter a password in the New password and Confirm new password fields and click Save. Send User Customized Link to Reset Password This option allows you to send a customized link to a user which allows them to request the password reset Send the user the following link: where: master.hostname = your custom application login link example@example.com = the user's address 2. The user must then click on the link to open a page with their username already added. They must then click on Submit to receive the password reset . Admin Level Control Panel The Admin Level Control Panel/Dashboard can be accessed by Admin and Sub-Admin users. What do you want to do? Domains - Add and manage all of your domains. See Domain Management. Incoming - Incoming mail information including Log Search, Bandwidth Overview, Incoming Delivery Queue, Global Statistics and Whitelist/Blacklist Filtering Rules. Outgoing - View Log Search, Bandwidth Overview, Manage Users and Identities and Run Outgoing Reports. Archive - Check archive usage for your domains. Private label - Customise your system branding requirements, set up OAuth settings and manage protection report templates. See Branding. Server - Manage API calls, certificates, notification templates etc. Webinterface users - Set up and manage your admin, domain and users. Other - Manage logged-in user profile, compose and send s, diagnose network issues. Exchange Online (Office 365) Configuration and Setup If you make changes when logged in to the Admin level, this will affect all of your domains. To make domain or user-specific changes use the 'log-in as' feature to limit changes to the appropriate level. For example, if you make branding changes while logged in at the Admin Level, these changes will propagate to all of your customer domains that do not have their own Branding set up. Domain Level Control Panel The Domain Level Control Panel can be accessed by the domain user and by Admin and Sub- Admin users (if given permission)

21 Accessing the Domain Level Control Panel You can access the Domain Level Control Panel in two ways: Directly, by logging in with your Domain user login credentials. Via the Admin Control Panel, by logging in as an Admin or Sub-Admin and selecting the domain from the Domains - Overview page. The Domain Level Control Panel is displayed:

22 Level Control Panel The Level Control Panel allows Level users access to many Mail Assure features including their incoming and outgoing log searches, spam quarantine and incoming delivery queue. It also enables them to access and reply to s in the event that their mail server is offline or down. Accessing the Level Control Panel As an user you access the Level Control Panel directly when you log in. As an Admin or Domain user you can access the Level by using the 'Log in as' facility and logging in as an user. See Using the 'Login as' Feature

23 What do you want to do? Once logged into the Level Control Panel you can access the following features: Incoming and Outgoing Log Searches - Search incoming and outgoing traffic over the past 30 days and create reports on the data available. View your Incoming Delivery Queue - Incoming messages which have temporarily failed to deliver to your mailbox are stored here. You can view these messages and reply to them. Spam Quarantine - View and manage your incoming messages that have been quarantined. Report Spam - Train the system to recognize and treat messages you have received as spam or not spam. Archive - Search your archived messages and use the Archive Export feature. Reporting - Enable your Periodic User Report. User Profile - Configure your profile settings. Send - When your mail server is not allowing you to send mail, for whatever reason, you can send s vie the Mail Assure application. Multi-admin control panel access and audit trail Mail Assure provides a multi-level access structure for admin, sub-admin, domain and level users. An unlimited hierarchy can be created where each parent account has full access to underlying domains, and associated Sub-admin, Domain and users. For each Admin, Domain or user account, only one username/password is supported for each account. All activity for each username and IP address is logged on the platform. For larger organizations with more than one admin user requiring access to an account, a solution is required that does not involve sharing the account password. In this situation, a simple Single- Sign-On (SSO) module is available via the API (see the Authentication section), allowing integration with your external control panel(s), billing system or support system. Using this method, each user's activities are tracked by the system and revealed in the audit trail. There are many opensource modules available for integration with your control panel. For a list of add-ons available, click here. If your platform is not listed, the link can be generated from the command-line or any programming language and then displayed to the user so they can access the system. By passing the optional 'identifier' variable, an audit trail related to that identifier will be recorded, so that you can identify the actions performed by each user. The following shows a simple API method to generate authtickets: /api/authticket/create/username/<string>/][identifier/<string>/] Method for authentication tickets generation. Such tickets can be used for webinterface access without the need to enter a username and the password. A new authticket can be used for several login attempts, however it expires after 15 minutes. Arguments:

24 username (string): Username of a user to create authticket for identifier (string): Custom identifier for client username in the API logging. -OPTIONAL The following example uses Curl: curl " reate/username/ subadminexample/identifier/staffmembername/" adminusername: Replace with your Mail Assure admin access credentials, it will allow the generation of an authticket for any related sub-admin, domain, or user password: Replace with your Mail Assure admin password subadminexample: Replace this with the username you wish to grant access to staffmembername: Replace this with an optional identifier for the audit trail. For example matching the username of the specific staff member that is granted access. The command will return a string (e.g bf a6408bb145a3fbc bf7 ), which you can use for the SSO URL and display in your control panel to the authorized user: bf7 Make sure the admin credentials in the script are secured, and not accessible externally. Additionally, ensure the authticket is only exposed to authorized users. The following shows a PHP example: <?php // ========== Parameters section ========== // This is a sample sso.php script, please ensure to only use this in a secured environment // This script can be called via url: // in_domain_or_ _here // The GET variable 'u' in the URL should contain the (sub-)admin, domain, or for which you want // to create an one-click-login link. // API documentation is available at $cfg = array(

25 'panel_host' => 'antispam.hostname', // Please set the webinterface hostname. 'admin_user' => 'admin_username', // Please set your admin username. 'admin_pass' => 'admin_password', // Please set your admin password. 'identifier' => 'custom_identifier', // This is a custom field allowing to set an identifier for auditing, as all activity will be logged using this variable 'new_window' => 0, // In case of 'output' parameter = 'link' this parameter tells where to open login link - in the same window (0) or in the new window (1) ); $createauthticketurl = ' $cfg['admin_user']. ':'. $cfg['admin_pass']. '@'. rtrim($cfg['panel_host'], '/'). '/api/authticket/create/username/'. (!empty($_request['u'])? rawurlencode($_request['u']) : ''); $authticket = trim(file_get_contents($createauthticketurl)); $url = ' rtrim($cfg['panel_host'], '/'). '/?authticket='. $authticket. '&identifier= '. $identifier; echo $url;?> Using the 'Login as' Feature When logged into the Admin Level Control panel as an Admin user, you can choose to log in as a Domain user or an user using the Login as feature. When logged into the Domain Level Control Panel as a Domain user (or as an Admin user), you can choose to log in as an user, using the Login as feature

26 Log in as a Domain user. 1. In the Admin Level Control Panel, select Webinterface users > Manage domain users. 2. In the dropdown alongside the domain user you want to log in as, select Login as user. You are now logged into the Domain Level Control panel as the Domain user. Any changes you now make are limited to the domain you are logged into. Log in as an User 1. In the Admin Level or Domain Level Control Panel, select Webinterface users > Manage users. 2. In the dropdown alongside the user you want to log in as, select Login as user

27 You are now logged into the Level Control Panel as the user. Any changes you now make are limited to your user settings. Finish Login as Session 1. To finish a 'Login as' session, click on the Finish login as session icon at the top right of the page: This will take you back to your previous login session

28 Application Overview Navigating Mail Assure To navigate Mail Assure, use the left-hand Navigation panel to move around the system. The Dashboard contains icons linking to the same features accessible from the Navigation panel. Customize Dashboard Using the Customize Dashboard toggle you can: Edit, move and remove any of the panel groups. See Edit Dashboard Panel Group Add panels with your own links to the Dashboard. See Add a Widget Reset back to the default Dashboard setting. See Reset to Default Dashboard Setting Edit Dashboard Panel Group When you make any changes to the dashboard panels this only affects your Dashboard and not that of any other users

29 1. At the top right of the Dashboard, slide the Customize dashboard toggle to the on position. 2. To move a panel, click and drag to the desired location. 3. To edit a panel, click on the icon at the top right of the panel you want to change: 4. Select Edit group to open the Edit dialog for that panel. In this dialog you can: Change the Group Name of the panel Remove item links from the Links list Add new links e.g. a link to your Support page 5. Once you have made your changes, click Save. Add a Widget You can also choose to add a new panel. 1. At the bottom of the Dashboard, click on Add widgets. The Available widgets panel is displayed, 2. Click on Links Collection to open the Add new link group dialog. Any default groups are available from the Default tab in the Available presets dropdown. If there are no default groups available, this means that you already have all the default groups displayed on your Dashboard. 3. Click on the Custom group tab to create your own custom panel. 4. Enter the new Group Name. 5. In the New Link panel you can add a link to the new group. Select whether you want the link to be Internal or External. 6. Enter the Link URL and select the Open link in new tab option if you want the linked page to open in a new tab. 7. Enter the Link name. 8. If you want to add another link to this group, click on Add new link to this group at the bottom of the dialog and repeat the steps 5-7 above. 9. Click Save to add your new panel to the Dashboard. 10. Click Save customization at the bottom of the Dashboard to keep your changes

30 Reset to Default Dashboard Setting To reset your Dashboard back to the default settings and remove any changes you have made: 1. At the top right of the Dashboard, slide the Customize dashboard toggle to the on position. 2. At the bottom left of the page, select Reset to default. 3. In the confirmation dialog, select Reset to default. Features Preview The Features Preview option gives you early access to new system features. 1. To see all new features in Preview mode, select Others > User's profile. 2. In the User's Profile page, set the Features preview option to Active and click Save. Features available in Preview mode may be subject to change as they are developed

31 FAQs Why was my message blocked as spam? Why Can't I Find a Message in the Quarantine? How can an SPF Issue Block a Message? Why was my Message Blocked as Spam? To investigate why a message is blocked as spam, use one of the following methods: In the Log Search pages, look at the information shown in the Classification column once you have run your search. In the Spam Quarantine, look at the '-Evidence:' line in the Raw view of the message. See View Quarantined Message Content. If you have Features preview enabled, you can find additional details in the Log search (preview): Before running your search, use the Customise Columns to be displayed dropdown to

32 ensure the Main class, Sub class and Extra class columns are selected: You can then compare the information you have gathered with the system's Incoming Rejection Classifications. Usually, Releasing and Training the messages (available in the Log Search and the Quarantine) makes the appropriate adjustments to the various databases and resolves the issue. This applies for both Incoming and Outgoing products, however access to outgoing quarantined messages is not permitted from the Mail Assure Control Panel. For assistance with releasing and training outgoing messages, please contact Support. Why Can't I Find a Message in the Quarantine? There are several reasons why a message cannot be found in the quarantine: Quarantine days expired - Normally Mail Assure stores quarantined spam for a maximum of 14 days. After that, older messages are automatically removed so that new messages may be stored

33 Quarantine is disabled - If the quarantine is disabled (in the Incoming - Filter Settings page), all messages are delivered to the recipient mailbox, including those that would normally be quarantined. Even though those messages have not been quarantined, they still appear as 'Rejected' in the log. Message is already released - if a message has already been released from the quarantine, it will no longer be available. The Classification column in the Log Search should provide information about this. Not all blocked messages are quarantined - whether or not blocked messages are quarantined depends on the reason they are blocked. For more info, see Incoming Rejection Classifications. In order to perform any actions on these messages in the Log Search, they would have to be resent by the sender, assuming the issue that blocked the message in the first place has been resolved. How can an SPF Issue Block a Message? SPF (Sender Policy Framework) problems can lead to a message being blocked by the filtering server or by the destination mail server. Incoming messages blocked by the filtering server If the message was blocked by the filtering server, the message is shown as 'Rejected' in the Log Search. This occurs when the sender's SPF does not include the IP address from which the message originated. To resolve this issue, the sender must add all the relevant IPs in the SPF record. If this is not possible, you can add the sending domain to the list of domains and IP addresses with disabled SPF, DKIM and DMARC checks - see Manage Domains and IPs with Disabled SPF, DKIM and DMARC Checks. Incoming messages blocked by the destination mail server If the message was blocked by the destination mail server, it will appear as 'Accepted' in the Log Search. Normally this happens because the SPF check is enabled on the destination mail server. As the final hop in delivery is the filtering server, this means that the message will appear to be coming from an IP (the one of the filtering server) which is not included in the sender s SPF - this is the correct behaviour. To resolve this, the SPF check should be disabled on the destination mail server, as this is already being performed during filtering. Alternatively, you should ensure that nothing on the destination mail server is blocking the connection from the filtering server IPs listed below. Webinterface telnet & LDAP sync IPs , 2001:1af8:4500:a034:101::2 Mail Assure SMTP delivery IPs IP range: /22 IP sub-ranges: /24, /24, /24, /24 Current active IPs:

34 This applies automatically to all Mail Assure accounts. If you wish to use the telnet test from the webinterface or use the LDAP sync/authentication, you need to authorize the webinterface IP / 2001:1af8:4500:a034:101::2. This is not required for deliveries. Outgoing messages blocked by the destination mail server When outgoing filtering is enabled and you see a bounce related to the SPF failing, this will always be rejected by the destination mail server and not by the outgoing filter. This is usually because the SPF of the sending domain does not include the IPs of the filtering server. For more details on how to adjust the SPF when the outgoing filter is used, see Setting up SPF

35 Domain Management Set up and manage your domain settings. What do you want to do? View Domain Overview Add a Domain Transfer Domain Between Admin Accounts View Mailbox Overview - Manage the mailbox settings for your domain(s) Change Your MX Records View Domain Overview In the Domains panel, click on Overview. The domain Overview contains a table which lists all of your domains. It displays the following columns: Domain column - Displays the domain name. The green boxes represent the products that are enabled for the domain (mouseover a box to see the product it represents). Aliases - Displays all of the aliases set up for this domain. All s sent to any of your domain aliases are sent to the same user on your main domain. Set up your aliases from the Incoming panel > Domain aliases in the Domain's Control Panel. See Manage Domain Aliases. Click on the dropdown to the right of each domain to see the following menu: Configure - Opens the domain's Control Panel. See Domain Level Control Panel. You can also click on the domain itself to do this. Manage products - Choose which products you want available to this domain: Incoming Mail, Outgoing Mail and Archiving. Deselecting a product removes the panel from the Domain Control Panel and the options relating to that product will no longer appear

36 Protection status - Check the domain's protection status for the following: Destination routes MX routes check Check routes for open relays Catch-all status Valid recipient count - Displays the number of valid recipients/mailboxes in the domain for which the system processed s in the last seven days. Transfer to an admin - Transfer the domain to another admin user. Telnet - Use Telnet to test the connection between the filtering server and the destination route set for this domain. Add a Domain 1. In the Admin Level Control Panel, click on Domains > Add Domain: 2. In the Add domain page, enter your domain name and click Continue. 3. After verifying that the domain name you have entered is correct, in the Destination routes field, add the mail server address (IP or FQDN) that incoming mail is being routed through after filtering. Add multiple routes here for load balancing purposes or if an alternative route is

37 needed in case of failover. If you do not have a specific destination server route to add from the start, the Control panel will automatically fill in a suggested destination route for you, with a default destination port 25. After setting the destination route, you need to modify your MX Records in your domain DNS Settings, in order to point to the Mail Assure routes - see Change Your MX Records. Transfer Domain Between Admin Accounts There are two ways in which domains can be transferred from one administrator account to another: Domain Transfer - The admin with existing control of the domain transfers the domain(s) to another admin. Forced Migration - A forced migration is performed when the domain cannot be transferred by the existing admin. Domain Transfer 1. As the Admin user with ownership of the domain, log into Mail Assure. 2. The Admin Level Control Panel is displayed. 3. Select Domains > Overview. 4. Select the checkbox(es) alongside the domain(s) you want to transfer. If you have selected more than one domain, the Apply to selected dropdown appears at the bottom of the page. Select Transfer to an admin and click Apply. If you only want to transfer one domain, select the checkbox alongside the domain and from the dropdown alongside the domain, select Transfer to an admin. 5. In the Move domains to dialog, enter the destination administrator's username and click Transfer

38 The new administrator will then see the incoming transfer in their own domain Overview page, where the transfer should be accepted. Once this is done, the domain will be transferred. All logging, quarantine and settings will remain in place, and any custom branding will be removed. Alternatively, the current administrator can remove the domain from their account, so that the new administrator can add the domain(s) to their own account. Please be aware that if the domain is removed, the systems will start rejecting for it. If the domain has been part of a suspended trial, please ensure you request cancellation of the trial account with your account manager, so the product is purged from the system. Forced Migration A forced migration of a domain from one Admin user to another may be necessary if the existing Admin user is unable to transfer the domain manually. No domains can be reserved in the system. If there is a transfer request/dispute, the domain will only be transferred to the administrator that can demonstrate control of the DNS. 1. Ensure the MX records of the domain are NOT pointing to the Mail Assure Hosted Cloud servers. A forced transfer cannot be performed if the incoming filtering service is actively in use. 2. Add TXT record to the DNS of the domain to transfer, with the value yyyy-mm-ddtransfer-to-adminusername. Where: yyyy-mm-dd should be replaced with the current date adminusername should be replaced with the unique number at the end of the admin username that the domain should be transferred to. For example, if the admin username is 'main-school-admin_ ', replace adminusername with ' '. Please ensure that you use the primary Admin login for the account. 3. Contact Mail Assure support from an authorized support contact address that belongs to the destination administrator. 4. Our support team will reply to the requestor to confirm the transfer and verify the address. 5. When confirmation has been received, our support team will: a. Ensure that the TXT record matches the request b. Reach out to the existing administrator, requesting to transfer or delete the domain c. If the existing administrator does not respond or execute the request, forcetransfer the domain to the new administrator. View Mailbox Overview The Mailbox Overview pages allow you to manage the following tasks:

39 Auto-discover addresses via recipient callout verification - Set this up at the Domain Level from Domains - Mailbox overview - Configuration and select Automatically discover mailboxes in the Incoming section. Control whether newly discovered mailboxes are filtered - Set this up at the Domain Level from Domains - Mailbox overview - Configuration and select Filter incoming messages by default in the Incomingsection. Change the 'catch-all' status of a domain - Do this at Domain Level by selecting Domains - Mailbox overview - Configuration, using the Has 'catch-all' mailbox setting in the Incomingsection. Manage mailbox filtering (with the option to overrule the default setting per mailbox) - Set this up in the Mailboxes tab. See Edit one or multiple mailboxes. Enable Archiving for specific mailboxes - Set this up in the Mailboxes tab, in the Edit mailbox or Edit multiple mailboxes dialog in the Archiving enabled section. See Edit one or multiple mailboxes. Manage aliases - Perform alias management tasks in the Mailbox aliases tab. See Add an alias and Catch all mail and direct to a single address. For your business continuity feature to work (i.e. you can still send and receive mail when your mail server is down), you must ensure that your mailbox list is up-to-date and the Automatically discover mailboxes option is enabled in the Configuration tab at the Admin Level. If you don't do this, the lookup that checks if the recipient exists, fails, and the system will temporarily reject the message. The message will not be queued and will be sent back to the sender's server with a temporary failure status. The Mailbox Overview pages combine the features in the Local recipients and the Alias pages. In the Admin Level or Domain Level Control Panel, select Domains - Mailbox Overview. There are three tabs: Configuration tab Mailboxes tab Mailbox Aliases tab Configuration Tab At the Admin Level, the following options can be enabled/disabled for outgoing mail from your domain(s): Outgoing Rewrite Sender Addresses - If enabled, mailbox aliasing is applied to the envelope sender address of outgoing messages Enforce Sender Domain - If enabled, outgoing messages where the envelope sender address is not in any of the domain(s) will not be sent. Enforce Sender Mailbox - If enabled, outgoing messages, where the envelope sender address is not in the list of mailboxes in the Mailboxes tab, will not be sent

40 Filter Outgoing Messages by Default - If enabled, messages from mailboxes that are not listed in the Mailbox tab or are set to 'Recommended' outgoing filtering, will be filtered before being delivered. If disabled, messages from all mailboxes (and not just those listed in the Mailbox tab) will be delivered without filtering. Automatically discover senders - If enabled, envelope sender addresses are added to those listed in the Mailbox tab. The settings configured in the Configuration tab are the recommended settings for mailboxes. Where you see Use recommended alongside a setting in the Mailboxes tab, these are the recommended settings that are referred to. To apply all recommended settings to all mailboxes, click on the Use recommended for all button at the bottom of the Configuration tab. At the Domain Level, the following options can be enabled/disabled. General Maximum mailboxes - Specify haw many mailboxes can be added to the list, either automatically by discovery, automatically by Configuring LDAP mailbox sync or manually. Incoming Only accept mail for specified mailboxes - If enabled, only mail sent to mailboxes specified in the Mailboxes tab is accepted. If disabled, a query is sent out to the destination mail server (with a 'recipient callout') to check whether the mailbox exists. Automatically discover mailboxes - If enabled, valid local recipients are added to the list. Filter incoming messages by default - If enabled, mail to mailboxes not listed in the Mailbox tab will be filtered before delivery. If disabled, messages will be delivered without filtering. Log mail to invalid recipients - If enabled mail sent to invalid recipients is logged by the system. Has 'catch-all' mailbox - A domain's catch-all status (whether it is configured to accept mail from unknown mailboxes) is automatically detected by the system. If a domain is detected as catch-all, some functionality ( e.g. automatically detected Scout Reports) is not available.this option allows you to manually configure this status if, for example, the status has changed or has been wrongly detected. Archiving Archive by default - If enabled, messages sent to mailboxes that are not listed in the Mailboxes tab, or, are listed but are set to recommended archiving, will be archived. The settings configured in the Configuration tab are the recommended settings for mailboxes. Where you see Use recommended alongside a setting in the Mailboxes tab, these are the recommended settings that are referred to. To apply all recommended settings to all mailboxes, click on the Use recommended for all button at the bottom of the Configuration tab. Mailboxes Tab In the Mailboxes tab at Admin level you can view all mailboxes set up in the system. At Domain level you can view all mailboxes in the domain

41 View mailboxes Use the Query Rules panel to search for specific mailboxes and click on Show Results to display matching results. Add mailbox Generally, mailboxes will be detected and configured automatically but you may want to add and customize the behaviour of specific mailboxes. Click on + Add mailbox. Edit one or multiple mailboxes 1. For a single mailbox - Alongside the mailbox you want to edit, click on the dropdown menu and select Edit. For multiple mailboxes - Place a tick in the checkbox alongside the mailboxes you want to edit and from the Apply to selected dropdown at the bottom of the page, select Edit and Apply. The Edit mailbox or Edit multiple mailboxes dialog is displayed. If editing a single mailbox, the mailbox address is displayed. 2. Alongside the following settings: Filtered (incoming) Archiving enabled Automatic Scout Report Activation Distribution list Discard all without rejection response Choose from the following values: Yes No Use recommended - If selected the default recommended setting specified in the Configuration tab is applied. Options with no value retain their existing values. 3. Click Apply. Mailbox Aliases Tab A mailbox alias rewrites from one address at a domain to another address at the same domain. For example, if you have example.org as a domain alias for example.com, and alias@ as a mailbox alias for user@, then any mail directed to alias@example.org or alias@example.com will use logging, quarantine, and filtering settings of the primary mailbox, user@example.com. If Direct delivery for and domain aliases is enabled in Incoming > Domain Settings, then the final delivery of the message will be made to the original version of the address. Otherwise, the delivery will be to the primary mailbox. In the Mailbox alias tab, you can do the following:

42 Add, edit and remove aliases Catch all mail to a domain and direct it to a single address Add an alias 1. In the Admin or Domain Level Control Panel, select Domains - Mailbox overview. 2. Open the Mailbox aliases tab. 3. Click on + Add alias to open the Add alias dialog. 4. At Admin Level the Domain field is displayed. Start typing to find the domain to wgich you want to add the alias. 5. In the Mailbox field, enter the address without the domain part e.g. if the mailbox address is john.smith@example.com, enter 'john.smith'. 6. In the Alias field enter the alias address without the domain part e.g. for j.smith@example.com, enter 'j.smith'. 7. Click Save. Catch all mail and direct to a single address 1. In the Mailbox field enter the address to which you want all mail sent. 2. In the Alias field enter *. 3. Click Save. The only wildcard you can enter in the Alias field is a single '*'. For example if you enter 'user*', this applies to the address user@example.com and NOT all addresses starting with 'user'. Only a single rewrite is possible. For example alias1@example.com cannot be rewritten to alias2@example.com MX Verification Tool Use the MX Verification Tool to check that your system is using the correct MX records. 1. In the Admin Level Control Panel, select Domains > MX verification tool. 2. The default MX hostnames are listed - the system takes these from the Server > Settings page (see Manage Server Settings). 3. Click on Start verification. The system then checks all domains' MX records and displays any whose MX records do not match. All incoming and outgoing mail from domains that do not have the matching MX records will not be filtered by Mail Assure. You can also download a.csv file listing all domains that were checked and of those, which are non-matching. Do this using the Download report button

43 Incoming Filtering From the Incoming Filtering area you can carry out a variety of tasks related to the filtering of your incoming mail. What do you want to do? View Incoming Bandwidth Overview - View graphical representation of bandwidth usage as a total and per domain View Incoming Delivery Queue - View s that are being queued when not accepted by the destination server. View Global statistics - View incoming statistics over a specified time-frame for all the domains you manage, in graphical and tabular format. Includes General Accuracy percentage and Spam ratio of Spam s to all filtered s. It also shows the following Metrics: Not Spam messages; Unsure messages; Spam messages blocked; Viruses blocked; Whitelisted and Blacklisted - and shows the Bandwidth required for each metric and the number of messages in each category. Access this from the Admin level Control Panel. Incoming Whitelist Filtering Rules - View existing and create new rules to always allow specific mail at the domain level. Incoming Blacklist Filtering Rules - View existing and create new rules to always block specific mail at the domain level. View Incoming Log Search - Filter on incoming mail and report on the data available. View Spam Quarantine - View inbound mail that has been blocked and quarantined and take action where necessary. Message Queueing - View your incoming messages that have been temporarily rejected before reaching the destination server and placed in the Incoming Delivery Queue. You can reply to s in the queue if required. Manage Local Recipients - Manage your domain's mailbox recipients and make sure your domain's valid recipient list is up-to-date. Manage Domain Aliases - Set up and manage your domain aliases. Manage Address Aliases - Set up and manage any address aliases. Configure Domain Settings - Configure various settings including: the primary contact address; notification From address; logging for invalid recipients and Rejected local part characters. Manage Destination Routes - Add and check your destination mailserver route(s) View Domain Statistics (Incoming) - Check domain statistics including spam ratio, spam messages blocked, viruses blocked, whitelistings/blacklistings etc. Manage Quarantine Filter Settings - Enable/disable the Quarantine and manage Quarantine filter settings for incoming mail. Train Spam - Upload messages you want the system to treat as spam. Train Not Spam - Upload messages you want the system to NOT treat as spam. Report Spam Clear Callout Cache - Incoming - Clear the domain's incoming callout cache. Incoming Whitelist Filtering Rules - Domain Level - Set up Whitelist filtering rules for your domain

44 Incoming Blacklist Filtering Rules - Domain Level - Set up Blacklist filtering rules for your domain. Configuring LDAP mailbox sync - Set up LDAP configuration details and custom mapping rules; preview LDAP sync details and run a sync immediately or at a scheduled time. View Incoming Bandwidth Overview From the Admin Level you can view the incoming bandwidth usage per domain: 1. In the Admin Level Control Panel, select Incoming > Bandwidth overview. 2. Specify the Date range in the fields provided and click on Show. 3. The total bandwidth usage amount for all domains is shown along with the individual usage per domain - in the form of a pie chart and a table. Message Queueing Generally s are delivered directly to the destination server. However, if the delivery attempt to the destination server returns a temporary failure, all messages sent to known, valid recipients are queued locally on the filtering servers for delivery retry. s which have been permanently rejected by the destination server with a 5xx error code, will NOT be queued and are rejected by the system. If the destination mail server acts as a catch-all for the domain, no recipients will be cached and therefore will only be queued if the valid recipients have been explicitly set as Local Recipients in Incoming - Local recipients (accessible from the Domain Level Control Panel). If a recipient is not cached as valid, the message will be temporarily rejected and queued with the sender instead of on the filtering server (unless Use local recipients is enabled in the Local Recipients page). For more information about Local Recipients, see Manage Local Recipients. Automatic Retry Schedule Messages queued for known valid recipients because of temporary problems with the destination route (e.g network problems) are automatically retried for delivery at the following approximate intervals: During the first 2 hours, delivery is retried at a fixed interval of 15 minutes. During the next 14 hours, delivery is retried at a variable interval, starting at 15 minutes and multiplying by 1.5 with each attempt (e.g. after 15 minutes, then 22.5 minutes, then 34 minutes, and so on). From 16 hours since the initial failure, until 4 days have passed, delivery is retried at a fixed interval of every 6 hours. After 4 days we generate a bounce to the sender. If the bounce cannot be delivered immediately (i.e. if the 'message could not be delivered' message (Non-Delivery Report) fails to send), it will be frozen automatically. After this time, delivery of the message will have permanently failed. Optionally, via the Software API, the 4 days can be overruled to a longer (or shorter) period. When a message is frozen (it cannot be delivered to the recipient or returned to the sender), no more automatic delivery attempts are made. An Admin user can thaw ( force retry) such messages when the problem has been corrected

45 Mail Assure caches valid recipients up to 4 days. After this time, Mail Assure will not queue for those recipients and instead temporarily rejects the message so it is queued on the sending server. The sending server in this case will automatically retry delivery. When using the 'Local Recipients' feature (described above), no caching is involved and Mail Assure continues to accept and queue the s for all specified recipients. See also: View Incoming Delivery Queue Reply to in the Delivery Queue View Incoming Delivery Queue The Incoming Delivery Queue stores s that are not being accepted by the destination server (your mail server administrator should be able to check why these s are not being accepted). The system attempts to re-deliver queued messages automatically for 4 days. If, after 4 days, a message still cannot be delivered to the recipient, the system will try to bounce it to the sender. If it cannot be bounced, the message is placed in a frozen state - it cannot be delivered to the recipient or bounced back to the server. If required, you can manually force delivery of a queued message after resolving the destination mail server issues. To view the s in the queue: You can view the Incoming Delivery Queue at the Admin Level, Domain Level and Level. At the Admin Level you can see the queue for all recipients for all domains (and can filter). At the Domain Level you can see the queue for all recipients in the domain you are logged into. At the Level, you can see the queue for your own mailbox. 1. Click on Incoming > Incoming delivery queue (the following example shows the page that is accessed by an user and displays all s queued for delivery to their own mailbox):

46 2. Choose from the following filters: Server - The destination server - choose all or select one from the list of those available. Message ID Time - Amount of time in the queue in seconds as a limit e.g. 300 or a range of seconds e.g Size - Size of in bytes as a limit e.g. 300 or a within a range e.g Sender Recipient Match Include type Return partial matches

47 3. Click Start search to run the search. All queued s which match the filters are listed in the table at the bottom of the page: The following tasks can be carried out on the listed messages: To view the message, click on the link in the Message ID column. The dropdown to the left of the allows you to: Check retry time Force retry - Attempts to resend the message immediately. Delete Delete and notify user Delete and report as spam Check error details - Shows the following information: Telnet View Local host - The filtering server that is sending the . Remote host - The destination mail server. Remote IP - The IP of the destination mail server. Permanent rejection - True/False - If this is a permanent or temporary rejection. Additional info - The reason the was placed in the queue - you can check what needs to be resolved on the destination server. Reply - See Reply to in the Delivery Queue. Reply to in the Delivery Queue Whilst a message is queued you can reply to it directly using the "Reply" option from the message options:

48 1. Go to Incoming > Incoming delivery queue. 2. Enter your filters then click on Start search. 3. Locate the message you want to reply to, click on the dropdown to the left of the message and select Reply: The reply page is displayed, allowing you to reply to the message. Incoming Whitelist Filtering Rules In the Whitelist Filtering Rules page you can view all whitelist filtering rules that have been set up for your domain(s) and you can also add new ones. Incoming mail that matches any of the rules will always be delivered. The rules are based on Python's regular expression (regex) syntax. (For more information on regular expressions, see regex101.com). This page can be accessed from the Admin Level and the Domain Level. View Incoming Whitelist Filtering Rules Add an Incoming Whitelist Filtering Rule

49 View Incoming Whitelist Filtering Rules 1. In the Admin Level or Domain Level Control Panel, select Incoming > Whitelist filtering rules. The Incoming whitelist filtering rules page is displayed. There are three tabs: Domain Rules - Rules that apply to a specific domain. You can add new rules in this tab - see Add an Incoming Whitelist Filtering Rule. Default Rules - Displays the default rules that apply to all domains using default settings (where no changes have been made at Domain level to filtering settings, Whitelist, Blacklist, Quarantine Threshold etc.). Global Rules - Displays all rules that apply to all domains regardless of default settings. All existing rules are displayed in the table. 2. Use the Query Rules panel to filter existing rules and click on Show Results to display all matching results. In this page you can also: Add rule - Using the Add rule link - see Add an Incoming Whitelist Filtering Rule. Import rules from CSV - Using the Import rules from CSV link above the Query Rules panel. Export rules as CSV - Using the Export rules as CSV link above the Query Rules panel. Add an Incoming Whitelist Filtering Rule 1. In the Admin Level or Domain Level Control Panel, select Incoming > Whitelist filtering rules. The Domain Rules tab is displayed in the Incoming whitelist filtering rules page. 2. Click on Add rule:

50 The dialog that is displayed here depends on whether you have enabled or disabled the 'Use advanced custom filtering rules' option in the User profile page. For more information, see Manage Your Admin User Profile or Manage Your Domain User Profile. If the option is Inactive you will see the 'Add a new simple whitelist filtering rule' dialog: If this is Active, you will see the 'Add a new advanced whitelist filtering rule' dialog:

51 3. Choose from the following filters:

52 Field/Option Simple page Rule name Match Advanced page Domain Rule name Priority Description Add the name of this rule Use the Match fields to structure your rule If you are accessing this page at the Admin Level you need to choose the domain you want to apply the rule to from those available in the Domain dropdown. (When you are accessing this page at the Domain Level, the system applies the rule to the logged in domain). Enter the name you want to give this rule in the Rule name field. In the Priority field enter a number to represent the priority given to the rule. Rules are evaluated by Priority from the lowest number to the highest number, until one matches or all rules have been checked. All Whitelist rules are checked before Blacklist rules. Header name Regular expression If you want to restrict the check to a particular header, enter the Header name. You may enter a regular expression here, if required. Enter the regular expression for the rule in the Regular expression field. Tip - Use the Cheatsheet panel on the right of the page for examples of how to build your regex. Match Flags Choose what you want the rule to match. The following options are available: The following flags are available:

53 Field/Option Description i (ignore case) m (^ and $ match start and end of line), s (. matches newline) x (allow spaces and comments) 4. Click Save when finished. Incoming Blacklist Filtering Rules In the Incoming Blacklist Filtering Rules page you can view all blacklist filtering rules that have been set up for your domain(s) and you can also add new ones. Incoming mail that matches any of the rules will always be blocked. The rules are based on Python's regular expression (regex) syntax. (For more information on regular expressions, see regex101.com). You can access this page at the Admin Level and the Domain Level. View Incoming Blacklist Filtering Rules Add an Incoming Blacklist Filtering Rule You can also set up Blacklist filtering rules for outbound mail - see Outgoing Blacklist Filtering Rules. View Incoming Blacklist Filtering Rules View all the Blacklist Filtering Rules that, when applied to a domain, will always block matching incoming mail. 1. In the Admin Level or Domain Level Control Panel, select Incoming > Blacklist filtering rules. The Incoming blacklist filtering rules page is displayed. There are three tabs: Domain Rules - Rules that apply to a specific domain. You can add new rules in this tab - see Add an Incoming Blacklist Filtering Rule. Default Rules - Displays the default rules that apply to all domains using default settings (where no changes have been made at Domain level to filtering settings, Whitelist, Blacklist, Quarantine Threshold etc.). Global Rules - Displays all rules that apply to all domains regardless of default settings. All existing rules are displayed in the table. 2. Use the Query Rules panel to filter existing rules and click on Show Results to display all matching results. In this page you can:

54 Add rule - Using the Add rule link - for details see Add an Incoming Blacklist Filtering Rule. Import rules from CSV - Using the Import rules from CSV link above the Query Rules panel. Export rules as CSV - Using the Export rules as CSV link above the Query Rules panel. Add an Incoming Blacklist Filtering Rule 1. In the Admin Level or Domain Level Control Panel, select Incoming > Blacklist filtering rules. The Domain Rules tab is displayed in the Incoming blacklist filtering rules page. 2. Click on Add rule: The dialog that is displayed here depends on whether you have enabled or disabled the 'Use advanced custom filtering rules' option in the User profile page. For more information, see Manage Your Admin User Profile or Manage Your Domain User Profile. If the option is Inactive you will see the 'Add a new simple blacklist filtering rule' dialog:

55 If this is Active, you will see the 'Add a new advanced blacklist filtering rule' dialog:

56 3. Choose from the following filters:

57 Field/Option Simple page Rule name Match Advanced page Domain Rule name Priority Description Add the name of this rule Use the Match fields to structure your rule If you are accessing this page at the Admin Level you need to choose the domain you want to apply the rule to from those available in the Domain dropdown. (When you are accessing this page at the Domain Level, the system applies the rule to the logged in domain). Enter the name you want to give this rule in the Rule name field. In the Priority field enter a number to represent the priority given to the rule. Rules are evaluated by Priority from the lowest number to the highest number, until one matches or all rules have been checked. All Whitelist rules are checked before Blacklist rules. Header name Regular expression If you want to restrict the check to a particular header, enter the Header name. You may enter a regular expression here, if required. Enter the regular expression for the rule in the Regular expression field. Use the Cheatsheet panel on the right of the page for examples of how to build your regex. Match Flags Choose what you want the rule to match. The following options are available: The following flags are available:

58 Field/Option Description i (ignore case) m (^ and $ match start and end of line), s (. matches newline) x (allow spaces and comments) 4. Click Save when finished. View Incoming Log Search A comprehensive search allowing you to filter on all received, blocked and temporarily rejected incoming messages over the past 28 days. This is available from the Domain level and level Control Panels, from Incoming - Log Search. The Log Search will soon be replaced by a more powerful version which is available in Preview mode. You can see all features that are in Preview mode by enabling Features Preview in your User profile

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60 The following filters are provided: Filter/button Search Description There are two search options here: Within range - connections that are still being processed by the filter will not be included here. Latest results - results will continually be refreshed to include new connections and exclude ones that have been processed. Date range Filtering server Message ID Subject Sender Recipient Sender IP Sender hostname Original message ID Delivery after Delivery before Delivery data Destination Destination host Destination port Classification The date range Choose from the list available Message ID Message subject Message sender Message recipient IP address of sender Hostname of sender Original message ID Select date - messages delivered after this date will be included in the results (does not apply to Scout Reports) Select date - messages delivered before this date will be included in the results (does not apply to Scout Reports) Text entered here searches the delivery data (the reply the filtering servers receive after relaying the message to the destination mail server). Destination IP address Destination hostname Destination port Choose from All, Accepted or Rejected messages. Further inline filters available: not spam, oversize, phish, unknown, whitelisted, blacklisted, virus, unsure, greylisted, spam, false positive, false negative, deferred

61 Filter/button Description Status All - selects all statuses listed None - Deselects all statuses listed You can also choose each status you want to include individually from the following: Queued Manually removed from delivery queue Queued (frozen) Connection did not complete Quarantined Expired from Quarantine Manually removed from Quarantine Released from quarantine Rejected without quarantine Automatically removed from delivery queue, sender notified Delivered Queued (delivery has failed) Accepted and discarded Automatically released via whitelist Match Any condition - If you have selected more than one status (above) the results will match at least one of these. All conditions - The search results will match all statuses selected in the Status filter (above). Return partial matches Will return partial matches for the data entered in the filters. For example if you search for test@test.com the search will also return test1@test.com. By default this is off. Turn on to apply to your search. Return only archived messages Columns to be displayed Customise Start search Scout Reports Restricts the results to only archived messages. Lists the columns displayed in the search results. Choose which columns you want to be displayed in the search results. Starts the search using the filters selected and displays the results at the bottom of the page. Opens the Scout Reports page that lists all

62 Filter/button Description saved scheduled reports. See View Scout Reports. Reset Export me this report Displayed once you have run a search. Removes the search results and resets the filters back to the defaults. Displayed once you have run a search. Downloads a zip of the report in Excel CSV file format. Displayed once you have run a search and opens the report dialog where you can choose to a report of the log search results immediately, on a chosen date or as a scheduled Scout Report (hourly, daily, weekly or monthly). See Create and Log Search Report. Once you have specified your filters, click on Start search to run the search and display the results at the bottom of the page. In the Search Results listed you can carry out various actions: Accepted Messages - You can: View error details; Re-deliver; Download Rejected Messages (Quarantined) - You can: View the message; Release the message (and deliver), Release and train the message; Remove the message from the Quarantine Queued Messages - You can remove from queue with or without notification to sender Archived Messages - You can re-deliver or download Also, once you've run your search you can go on to: Create and Log Search Report immediately or set up a scheduled report which will be sent to a recipient periodically, on a specified date and time, using the saved filters. Download the report in Excel CSV format - using the Export button. The Outgoing Log Search provides the same functionality described in this topic for outgoing messages. Create and Log Search Report Once you have run your incoming or outgoing log search, you can choose to the search results report. 1. In the Domain Control Panel, click on Incoming - Log Search or Outgoing - Log search. 2. Using the filters specified, choose what log search data you want to display in the results. 3. Click on Start Search to display the results. 4. Click on me this report

63 The report dialog is displayed: 5. From the Delivery dropdown, choose from the following options whether you want to create and send the report immediately or on a given date and time - or create a scheduled report:

64 Right away - Send the report to the specified recipient immediately. At given date - Send the report on the specified date and time to the specified recipient. Repeat - Using this option you are creating an Scout Report, a scheduled report which can be run and sent hourly, daily, weekly or monthly to the specified recipient. Reports with this delivery method will be listed in the Scout Reports page - see View Scout Reports. 6. If you chose Right away from the Delivery dropdown, enter the report recipient, subject of the report, the Sender and the report format (row based or column based). 7. If you chose At given date, select the Date and Time as well as the Recipient, Subject, Sender and report format. 8. If you chose Repeat, enter the report name and frequency (hourly, daily, weekly or monthly), time, recipient, subject, sender and format. This report will be saved and listed in the Scout Reports page. See View Scout Reports. You can automatically enable Scout Reports so that they will be sent to each recipient in your domain, up to three times a day. Do this in Incoming - Domain Settings

65 9. Enter the report recipient's address in the Recipient field. 10. Enter the report subject in the Subject field. 11. Enter the name you wish to see as the sender in the Sender field. 12. Click on Save. The newly created report will be ed to the recipient on the date and time specified. content The Scout Reports contains a list of s that match the report filters

66 The subject line may contain a link. When clicked this will open a web page in your browser containing the message content

67 In this page you can: View the message as Plain text or Raw (which displays the message headers) Use the Available Actions dropdown to perform the following: Blacklist Sender Release Whitelist Sender Remove Release and Train Unsubscribe View Scout Reports This page lists all scheduled reports created from the Incoming Log Search. To create an Scout Report, see Create and Log Search Report. 1. In the Domain Level Control Panel, click on Incoming - Log Search: 2. At the bottom of the page click on Scout Reports

68 The Scout Reports <domain name> page is displayed: In this page you can: Use the Query Rules panel to search for a particular Scout Report Remove reports Run a log search based on the search filters specified for a report Log Search (Preview) With Features Preview enabled in your User Profile you can see the upcoming improved Log Search facility. Its advantages include: More powerful filtering Cleaner view of filtering and results Filtering on message size and the From, To and CC headers Filtering on the outgoing IP used for delivering or attempting to deliver the message and the location of the sending server (based on the IP address) This new Log Search is still in progress and more functionality may be added before release

69 You can access the Log Search (Preview) from the Admin, Domain and Level Control Panels, by selecting Incoming - Log Search (Preview) for incoming mail and Outgoing - Log Search (Preview) for outgoing mail. For information on how to export archived messages using the Log search (Preview), see Export Archived Messages. View Spam Quarantine The incoming Spam quarantine holds incoming messages that the filtering system have blocked. You can access it from the Domain Level and Level Control Panels. Tip - You set up how the system deals with spam in the Incoming - Filter Settings page. See Manage Quarantine Filter Settings. Before you can view the Quarantine you must first enable it from the Domain Level Control Panel in Incoming - Filter Settings: View Domain Level Incoming Spam Quarantine: View Level Spam Quarantine View Domain Level Incoming Spam Quarantine: Select Incoming - Spam Quarantine: The Spam quarantine page is displayed:

70 In this page you can: Search for a quarantined message - Using the Search fields at the top of the page. Preview quarantined message content - By clicking on the message link in the Subject column. See View Quarantined Message Content. Empty spam quarantine - Click on the Empty spam quarantine button at the top right of the page. Release quarantined messages - Allow messages to be delivered to the recipient. See Release Quarantined Messages. Release and train messages - Allow messages to be delivered and train the system to recognize future messages from this sender as not spam. See Release and Train Quarantined Messages. Release and whitelist messages - Allow messages to be delivered and whitelist the sender. See Release and Whitelist Quarantined Messages. Remove messages - See Remove Messages from Quarantine. Remove and Blacklist Messages - Remove the message and blacklist the sender. See Remove and Blacklist Quarantined Messages. Important - You can view outgoing messages held in the outbound Quarantine via the Outgoing Log Search. From here you can choose to release or release and train messages. View Level Spam Quarantine Access the Spam quarantine to view incoming messages that have been blocked as spam. Select Incoming - Spam quarantine. The Spam quarantine page is displayed, listing all messages that have been quarantined:

71 In this page you can: Search for a quarantined message - Using the Search fields at the top of the page. Preview quarantined message content - By clicking on the message link in the Subject column. See View Quarantined Message Content. Empty spam quarantine - Click on the Empty spam quarantine button at the top right of the page. Release quarantined messages - Allow messages to be delivered to the recipient. See Release Quarantined Messages. Release and train messages - Allow messages to be delivered and train the system to recognize future messages from this sender as not spam. See Release and Train Quarantined Messages. Remove messages - See Remove Messages from Quarantine. See also: Incoming Rejection Classifications. View Quarantined Message Content 1. From the Domain Level or Level Control panel, select Incoming - Spam quarantine. 2. Locate the message you want to view - you can use the search facility to help you do this quickly. 3. Click on the link in the Subject column of the message. The Mail preview page is displayed. The Normal tab shows the message details and content in either Plain or HTML format. The Raw tab, shows the raw message data. 4. To quickly see the reason why the message has been quarantined, open the Raw tab and look for the X-MailAssure-Class and X-MailAssure-Evidence lines. In the example below, the message has been rejected because it has been classified as phishing by the DMARC check:

72 In this page you can also perform the following actions on the message: Delete Release - Release from quarantine and deliver the message

73 Important - Releasing a message from quarantine may also result in it being reported as a classification mistake to correct our systems - this is dependent on the classification type. For example, a rejected phishing attempt, when released will report a classification mistake and correct the system. Conversely, releasing a message that has been quarantined because the date header is more than 7 days in the past or in the future will only deliver the message to the recipient. For more information on the classifications used to describe why a message was rejected or temporarily rejected, see Incoming Rejection Classifications. Release and train - Deliver the message and train the system to recognize the message as not spam (report the message as a false positive). Load raw body Download as.eml Release Quarantined Messages 1. Select Incoming - Spam quarantine. 2. Click on the dropdown to the left of the message and select Release. 3. If you want to release multiple messages, place a tick in the box to the left of each message and, from the --select action-- dropdown at the bottom of the page, select Release and click Apply. The message(s) will be released from the quarantine and delivered to the intended recipient (s). Important - Releasing a message from quarantine may also result in it being reported as a classification mistake to correct our systems - this is dependent on the classification type. For example, a rejected phishing attempt, when released will report a classification mistake and correct the system. Conversely, releasing a message that has been quarantined because the date header is more than 7 days in the past or in the future will only deliver the message to the recipient. For more information on the classifications used to describe why a message was rejected or temporarily rejected, see Incoming Rejection Classifications. Tip - You can also Release or Release and train messages from the Mail preview page. See View Quarantined Message Content. See also: Release and Train Quarantined Messages Release and Whitelist Quarantined Messages Incoming Rejection Classifications Release and Train Quarantined Messages Allow messages to be delivered and train the system to recognize future messages from this sender as not spam (report the message as a false positive). You can do this from the Domain and Level Control Panels. You can Release and Train a single message by using the dropdown to the left of the message and selecting Release and Train

74 To Release and Train multiple messages, place a tick in the box to the left of all messages that apply, and from the dropdown at the bottom of the page select Release and Train - then click Apply. Important - Releasing a message from quarantine may also result in it being reported as a classification mistake to correct our systems - this is dependent on the classification type. For example, a rejected phishing attempt, when released will report a classification mistake and correct the system. Conversely, releasing a message that has been quarantined because the date header is more than 7 days in the past or in the future will only deliver the message to the recipient. For more information on the classifications used to describe why a message was rejected or temporarily rejected, see Incoming Rejection Classifications. Tip - You can also Release or Release and train messages from the Mail preview page. See View Quarantined Message Content. Release and Whitelist Quarantined Messages This facility is only available at Domain Level. 1. Select Incoming - Spam quarantine. 2. From the dropdown alongside the message, select Release and whitelist

75 3. To release and whitelist multiple messages at once, place a tick in the box alongside each message, and from the --select action-- dropdown at the bottom of the page, select Release and whitelist. 4. All selected messages will be delivered to the intended recipient(s) and the sender will be whitelisted so that future messages from this sender will bypass filtering and be delivered automatically. Important - Releasing a message from quarantine may also result in it being reported as a classification mistake to correct our systems - this is dependent on the classification type. For example, a rejected phishing attempt, when released will report a classification mistake and correct the system. Conversely, releasing a message that has been quarantined because the date header is more than 7 days in the past or in the future will only deliver the message to the recipient. For more information on the classifications used to describe why a message was rejected or temporarily rejected, see Incoming Rejection Classifications. Remove Messages from Quarantine 1. Select Incoming - Spam quarantine. 2. To remove a single message, select Remove from the dropdown to the left of the message. 3. To remove multiple messages, place a tick in the box alongside each message you want to remove and select, Remove from the --select action-- dropdown at the bottom of the page - and click Apply. The message(s) will be removed from the system completely. Remove and Blacklist Quarantined Messages This facility is only available from the Domain Level Spam Quarantine. 1. From the Domain Level Control Panel, select Incoming - Spam quarantine. The Spam quarantine page is displayed, showing all quarantined messages for this domain. 2. Click on the dropdown to the left of the message and select Remove and blacklist. 3. To remove and blacklist multiple messages, place a tick in the box alongside each message and, from the --select action-- dropdown at the bottom of the page, select Remove and blacklist

76 The message(s) will be removed from the system completely and the sender will be blacklisted so that future messages from this sender will be rejected. Manage Quarantine Filter Settings In this page you can enable/disable your quarantine and manage your quarantine filter settings for incoming s. Important - If you choose to disable your quarantine, all s detected as Spam will be delivered to your server unfiltered. In the Domain Level Control Panel, select Incoming - Filter settings. The Filter settings page for your domain is displayed: The following settings are available: Setting Manage list of domains and IP addresses with disabled SPF, DKIM, and DMARC checks Quarantine enabled Description This link opens a page which allows you to disable SPF, DKIM and DMARC checks for specific domains, IPs or subnets - so that if, for example, an SPF check fails for any of the specified domains or sender IPs, the system will continue to process the message. Enables/disables the quarantine. Important - If you choose to disable your quarantine, all s detected as Spam will be delivered to your server unfiltered. Quarantine threshold Beneficial to train threshold Every message that has a combined score above this setting will be classed as spam and will be quarantined. Every message which breaches this combined scoring threshold will be considered unsure. Messages with a score below this threshold will be delivered

77 Setting Sender checks Description SPF (Sender Policy Framework) - This is a common check that allows the sender to indicate which IPs are allowed to deliver for the sender domain. We advise keeping this enabled to block Spam. DKIM (DomainKeys Identified Mail) - Lets an organization take responsibility for a message that is in transit. The organization is a handler of the messages, either as its originator or as an intermediary. Their reputation is the basis for evaluating whether to trust the message for further handling, such as delivery. DMARC (Domain-based Message Authentication, Reporting & Conformance) - An authentication protocol that builds on SPF and DKIM by adding a reporting function that allows senders and receivers to improve and monitor protection of the domain from fraudulent . Skip maximum line length check Beneficial to train notation There are strict regulations on allowed line length in s which are automatically enforced by the software. Some applications or badly developed scripts do not adhere to the official specifications thereby exceeding the maximum allowed line length. This check can be disabled by ticking this box but we advise keeping it enabled to block Spam. Text added here is prepended to the subject line of all messages classed as unsure

78 Setting Quarantine response Description When an inbound message is detected as spam and quarantined, the response you send to the recipient can be Rejected or Accepted. The default and advised setting for incoming mail is 'Rejected'. Manage Domains and IPs with Disabled SPF, DKIM and DMARC Checks The Manage list of domains and IP addresses with disabled SPF, DKIM, and DMARC checks page allows you to disable SPF, DKIM and DMARC checks for specific domains, IPs or subnets - so that if, for example, an SPF check fails for any of the specified domains or sender IPs, the system will continue to process the message. In the Domain Level Control Panel, select Incoming - Filter settings and click on the Manage list of domains and IP addresses with disabled SPF, DKIM, and DMARC checks link at the top of the page. The following page is opened allowing you to add domains according to check type:

79 Incoming Rejection Classifications In Mail Assure we use different classifications to describe why a message was rejected or temporarily rejected. Temporarily Rejected (4xx SMTP response) Messages which have been temporarily rejected, stay stored on the sending mail server. Legitimate mail servers always automatically retry delivery of such messages. Depending on the reason of the temporary reject, the message could get accepted at a subsequent delivery attempt. It's always possible to whitelist the sender to disable any checks and to ensure that the message will get accepted as soon as it's retried by the sending server. Greylisted Temporary rejection due to greylisting. This technology is only applied to new IP addresses which do not have a (good) reputation yet in our global systems. We do not apply "classical greylisting" so this should not cause any delays on your legitimate traffic. For new Local Cloud installations please allow up to 72 hours for the systems to "learn" about your traffic

80 Temporarily Rejected (4xx SMTP response) You have been denied authentication This means that you have used incorrect outgoing authentication details too often in a short period of time. To resolve this, use the correct authentication details and wait a few moments and try again. This is to protect against brute-force attacks on your SMTP credentials. Unable to verify destination address This means the destination server is unreachable or temporarily rejecting the traffic. You'll have to check the destination route set to ensure delivery is attempted to the correct server. The logs on the destination server should show why it is not accepting the delivery attempts. Unable to verify sender address This means the system was unable to verify the sender using a sender callout. You'll have to check the sender mail-server to verify why such callouts count not be done. When the sender verification option is used in the outgoing user settings, then each specific sender address must be verifiable like this. Internal error An internal error occurred, this should automatically resolve. If not, please contact support. Per-minute connection limit exceeded The sender has exceeded his/her per-minute limit. Too Many Connections Too many connections from the sending server. Ratelimited. Too Many Concurrent SMTP Connections There is a hard-coded limit of 10 concurrent SMTP connections per IP to protect the systems against attack. Please ensure that the sending mail server only opens up a maximum of 10 concurrent connections to avoid hitting this limit. Too many messages. Please wait for a while and try again. This indicates that the outgoing user has exceeded the maximum amount of messages configured for that outgoing user to be sent. In case the limits should be changed, they can be modified via Mail Assure for the outgoing user. These limits can be entirely disabled there as well. Mail for this domain cannot be accepted right now; please retry (Unable to handle in active connection.)

81 Temporarily Rejected (4xx SMTP response) Within a single SMTP connection, it is possible to deliver a message to different recipients. The SMTP protocol only allows you to either "accept" OR "reject" the , without distinguishing between the different recipients. In case one of the recipients has different filtering settings, we cannot "accept" or "reject" the message as the classification may differ perrecipient. In such case we return a temporary rejection, so the sending server will retry delivery individually for the recipients allowing to classify each message separately. Most SMTP servers retry immediately, and hence there will be no delivery delay. If all recipients are sharing the same filtering settings, the message will be immediately accepted for all recipients (or rejected) without this temporary reject. In case a delay is experienced, the sender can instead configure their server to either immediately retry (to prevent such delay), or to open a separate delivery connection for each recipient

82 Rejected (5xx SMTP response) Messages which have been rejected are blocked by the system. Generally these messages can be reviewed in the "Spam quarantine", from where they can be released. It's always possible to whitelist the sender to disable any checks and to ensure that the message will get accepted as soon as it's retried by the sender. Lines in message were longer than user maximum This means that line within the is longer than the set maximum. The RFC 5322 (SMTP 5321) specifies a maximum line length of 998. Normal clients always enforce this limit to avoid delivery problems. The problem should be resolved at the sender side, or the check can be disabled. Message had more parts than the user maximum (Too many MIME parts) This refers to the amount of MIME parts that a message contains. The default limit is set to 100. This can be de-passed and triggered with excessive amounts of attachments or other MIME parts. Sending server used an invalid greeting The sender has used an invalid HELO/EHLO. This could be either because an IP address is used for the HELO, or because the HELO contains an invalid character, for example : underscore (_). The RFC states that a FDQN (Fully Qualified Domain Name) MUST be used. Considered spam Our systems considered this message as SPAM and quarantined the message. Releasing the message from quarantine will report it as a classification mistake to correct our systems. SPF failure This means that the SPF (Sender Policy Framework) has been broken. If this is legitimate mail, then this could be due to a forwarding construction. Please see our SPF knowledgebase article for more information. Please note, releasing and training large amounts failed SPF messages, can result in the sending domain being skipped from further SPF checks. Pyzor Pyzor is a content related classifier based on collected/reported data from our datasets. Releasing the message from quarantine will report it as a classification mistake to correct our systems directly. Sending server is missing DNS records The sending server is missing MX records or A records. Please note that any DNS changes only take effect after the initially set TTL has expired. Destination address does not exist The destination server is rejecting the connection with a 5xx permanent failure. The logs on the destination server will show why the message was rejected. You'll have to resolve the problem on the destination server to ensure it accepts the . Recipient address rejected by destination The destination server is rejecting the recipient callout with a 5xx permanent failure. The logs on the destination server will show why the message was rejected. You'll have to resolve the problem on the destination server to ensure that recipient callouts can be used More details can be seen here. Phishing attempt detected Our systems detected a phishing attempt. Releasing the message from quarantine will report it as a classification mistake to correct our systems. Date header far in the past or future This classification means that the date header of the is more than the default 7 days in the past or future. Releasing this will only deliver the message to the recipient. This is something the sender will need to resolve

83 Rejected (5xx SMTP response) Bad header count (Message incorrectly formed) s should never contain duplicate headers such as "Subject" or "To". In case such duplicate headers are found, the message will be rejected until the underlying bug is fixed in the sending software. Blacklisted sending server The sending server has been blacklisted on the IP blacklist. Sending server listed on multiple DNSBL The sending server has been found on multiple blacklists. Releasing the message from quarantine will report it as a classification mistake to correct our systems. For a temporary override please see Sending server attempted too many invalid addresses The sending server has attempted to deliver to too many invalid addresses in a certain time period. Please retry again later. Blacklisted sender The sender was added to the custom sender blacklist. URLBL A URL within the has been listed on several blacklists. Releasing the message from quarantine will report it as a classification mistake to correct our systems. The rejection message contains more information about the responsible list. UCEPP A token was detected in the message that has been seen in recent spam (e.g. URL, IP, phone number, or other specific details). Releasing the message from quarantine will report it as a classification mistake to correct our systems. External Pattern Match The layout & format of the matches known spam s already listed. Releasing the message from quarantine will report it as a classification mistake to correct our systems. The rejection message contains more information about the responsible list. User-specified blackhole address A user specified /dev/null Address. This will not get delivered anywhere. Combined Score The "combined" result provides a weighted classification score of the different classifiers. Depending on the configured "quarantine threshold", the message will be rejected as spam or accepted. A quarantine threshold score of 0.9 is recommended. To be more tolerable for senders using a wrong HELO/PTR/IP configuration, a score of 0.91 can be set. The lower the quarantine threshold, the more messages will be quarantined as spam. The SMTP message returned for this classification is "High probability of spam" to the sender. Please ensure to release the message from quarantine if it's legitimate, this will adjust the scoring in our various databases. CRM114 CRM114 is a statistical content check. When a message gets blocked by this classifier on our systems, then this mean there has been a close match within the that corresponds to an already seen spam message. Releasing the message from quarantine will report it as a classification mistake to correct our systems. Subject contains invalid characters When a message is rejected with "550 Subject contains invalid characters" the subject will have non-ascii characters, which is not allowed by the RFC. To include non- ASCII characters in subjects, the subject is required to be properly encoded, for example with UTF-8. Any normal mail client will automatically handle that for you, so it's likely a bug in a custom written script that generated the invalid subject. The evidence header for this classification will show "Badly formed Subject header"

84 Rejected (5xx SMTP response) Tokens Global Tokens (Hosted cloud / Local Cloud) These are statistical content checks that are built based on data collected from all our clusters and clients worldwide. Releasing the message from quarantine will report it as a classification mistake to correct our systems.. Cluster Tokens (Local Cloud Only) This is similar to the global tokens, but based specifically on your Local Cloud traffic and reports. Releasing the message from quarantine will report it as a classification mistake to correct our systems. Sanesecurity We make use of certain datasets from Sanesecurity. To decode Sanesecurity signatures please check here. Safebrowsing In case your message has been rejected with "safebrowsing" in the rejection message, it means it has been (recently) listed by Google as hosting malicious files. Header is too long Mai Assure by default will reject s with excessive large header values, as this is a common indicator for non-legit s. Restricted characters in address In case your message has been rejected with "550 restricted characters in address" in the rejection message, it means that the recipient address contains a character that is not accepted by the system, for example: "&". You can control which characters are allowed for a domain on the "Domain settings" page. Relay not permitted In case your message has been rejected with "550 Relay not permitted!" in the rejection message, it means that delivery was attempted to the incoming filtering service on port 25 to a domain which has not (yet) been added to the filtering solution. To resolve this, please add the domain to the incoming filtering service. If you're trying to use the outgoing filtering service, please ensure to use the outgoing filtering service port 587 instead. Message submission is for authorised users only! This indicates you're attempting delivery via our outgoing filter on port 465/587 (default). If you're receiving this response to an incoming delivery attempt, your mail server is wrongly set up (and likely a misconfigured version of Lotus Domino). If you're trying to send outgoing , please ensure to provide a valid username/password to authenticate. Legitimate bounces are never sent to more than one recipient In case your message has been rejected with "Legitimate bounces are never sent to more than one recipient" in the rejection message, it means that the mail server was trying to deliver an to multiple recipients with an empty "MAIL FROM:<>" (returnpath). The SMTP RFC indicates that null sender s (bounces) can never be sent to multiple recipients, so there may be be a misconfiguration on the mailserver. Destination address is not configured This usually means that the filtered domain is using 'Local Recipients' and that specific address in not in their list of approved recipients. The content of this message looked like spam This indicates the message has been blocked based on our content scanners, as similar messages have been reported as spam. In case the message is legitimate, please ensure to release it from quarantine. This will update the statistical filters to prevent such issues in the future. Unrouteable address

85 Rejected (5xx SMTP response) This error occurs if there is a (permanent) network error delivering to the destination mail server. This issue is unrelated to the Mail Assure software and indicates a network problem. Possibly the DNS servers of the domain are broken, or they cannot be reached from the filtering server. Alternatively it's possible the destination hostname or IP does not exist, or is unreachable because of a permanent issue. You can check for DNS errors on the following page: Please contact your network administrator to investigate any networking issues. We do not accept mail from this address This error occurs if the sender has been manually added to the "Sender blacklist" for the receiving domain. We do not accept message/partial messages here Before people had a permanent internet connection, sending larger s was timeconsuming and often failed. Therefore older clients sometimes still break up large s into separate parts for delivery. This old feature is not used anymore nowadays, and imposes a severe risk as it makes detection of viruses impossible (as viruses would be split over separate s before being assembled again by the destination client). Please ensure to resolve your client settings to to split up larger s. DMARC - REJECT This error occurs if the sender's domain has a strict DMARC policy in place. If the sender's DMARC record is set to "REJECT" and the messages come from IP addresses that are not in the sender's SPF, then these are rejected and not quarantined. DMARC - Quarantine This error occurs if the sender's domain has a strict DMARC policy in place. If the sender's DMARC record is set to "QUARANTINE" and the messages come from IP addresses that are not in the sender's SPF, or have a failed DKIM, then these messages are quarantined. Whitelisting will not bypass this. Manage Local Recipients A domain's Local Recipients are all the valid recipient addresses (mailboxes) that send and receive mail that will be filtered by Mail Assure. For Mail Assure's business continuity feature to work (i.e. you can still send and receive mail when your mail server is down), you need to make sure that your local recipients list is up-to-date (ldap sync, sync with MSP Mail, or CSV upload/manual entry) and Use local recipients is enabled. If you don't do this, the lookup that checks if the recipient exists fails, and the system will temporarily reject the message. The message will not be queued and will be sent back to the sender's server with a temporary failure status. To access the Local Recipients page: In the Domain Level Control Panel, select Incoming - Local Recipients

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87 Upload Local Recipients To upload all your local recipients you can use the Upload CSV link at the top of the page which allows you to upload multiple recipients - or you can add them manually, one-by-one using the Add local recipient facility. Enable Local Recipients Enable this option to ensure all your local recipients can continue to send and receive mail when the mail server is down. In the Options section place a tick in the Use local recipients box. Manage Domain Aliases If you have multiple domains, you can make use of the domain aliasing option. Any sent to the domain alias will be delivered to the same user on the main domain. In the Domain aliases page you can add and delete aliases for this domain. When you add a domain alias and switch the MX records to activate the filtering for this alias domain, mail directed to user1@alias.ext will be filtered and delivered to user1@maindomain.ext. If, however, in the Domain Settings page, the Direct delivery for and domain aliases option is selected, the system will attempt direct delivery to the alias. To add a domain alias: 1. In the Domain Level Control Panel, go to Incoming - Domain aliases. The Domain aliases page is displayed. 2. To search for a specific alias, use the Query Rules panel to set up your search filters

88 3. Click on Show Results to show all matching aliases. 4. Using the dropdown to the left of each alias, you can choose to edit or remove the alias. 5. To add an alias, click on Add domain alias to open the Add a New Domain Alias dialog 6. Enter the domain alias in the Alias field and click on Add. Domain aliases do not have separate access to the Domain Level Control Panel. Since all SMTP traffic to the domain alias is rewritten to the main domain, any changes/lookups on the main domain will simply include the alias domain traffic as if it was sent directly to the main domain. If you are searching for a specific sent to a domain alias using the Log Search, the recipient will therefore show as user@maindomain. Manage Address Aliases address aliases primarily exist in the interface to consolidate multiple addresses so their spam can be managed by one person. For example, sent to user1alias@domain.xyz will be filtered and delivered to user1@domain.xyz. Adding an Alias 1. In the Domain Level Control Panel, go to Incoming - Address Aliases

89 2. In the Add an address alias panel, enter the address you want to create an alias for in the address field. 3. In the address alias field enter the alias you want to use. Tip - If you want to catch all mail at this domain and direct it to a single address, when adding an alias, use '*' in the address alias field and the address you want it rewritten as in the top ' address' field. Note that you cannot use wildcards in the address alias, other than a single '*'. For example, the alias address 'user*' means the alias address 'user*@domain.ext', NOT all addresses that start with 'user'. Configure Domain Settings In the Domain Level Control Panel, select Incoming - Domain settings. The Domain settings page is displayed with the following settings: Primary Contact for that domain notifications From address Enable logging of invalid recipients Direct delivery for and domain aliases - When selected, this means that when aliasing is in use, s will be delivered to the alias address, instead of the original one. This applies to both and domain aliasing. The Log Search still shows the message for the original address. Rejected Local Part Characters - When the system detects any of these characters in the local part of a recipient's address in an incoming , the will be rejected. Timezone Automatically Enable Daily Scout Reports - If enabled, an Scout Report is automatically sent to every mailbox in the domain at the times specified (up to three times daily). The report lists all quarantined messages of which the filter was least certain and has an option to release any wrongly classified messages. Reports will not be sent if there are no such messages. You can schedule the report to arrive up to three times daily at specified times. Users who receive the report can choose to unsubscribe from the reports from within the message. If the domain has a catch-all set up on the mail server, the auto-enable option is unavailable - to prevent invalid reports being sent to invalid addresses. Rejected Local Part Characters The Rejected local-part characters page allows you to list the characters that will not be accepted in the local part of an address (the text before symbol e.g. <localpart>@domain.xyz). If any of the listed characters is detected, the message will be rejected and not quarantined. In this page you can also test the settings you have configured:

90 Manage Destination Routes The Edit route(s) page displays destination mail server route(s). Delivery is attempted to each of the destinations from the lowest priority to the highest. Destinations with identical property values are attempted in random order and do NOT have deliveries spread across them. From here you can: Add a route Check Routes for Open Relays Carry out a Telnet test for a route by clicking on alongside the route. To access this page, go to Incoming - Edit route(s) in the Domain Level Control Panel. Features Preview - Destinations With Features Preview enabled you can access the Destinations page which improves upon and replaces the Edit routes page: At the domain level, select Incoming - Destinations (preview)

91 In this page you can: Add, edit and delete destination routes Perform a Connection check, Catch all check or Open relay check - From the dropdown to the left of the route select Connection check, Catch all check or Open relay check as required, to open the Network tools page. The SMTP tab is displayed with the check running. You can use any of the other checks available in the other tabs as required. See Network Tools for more info. View Domain Statistics (Incoming) This page displays incoming statistics of your domain's traffic over a specified time-frame. In the Domain Level Control Panel, go to Incoming - Domain statistics:

92 Statistics displayed include: Spam ratio of spam s to all filtered s and the following metrics: Not Spam messages; Unsure messages; Spam messages blocked; Viruses blocked; Whitelisted and Blacklisted etc

93 You can also view the same domain statistics for outgoing traffic - from Outgoing - Domain statistics, see View Domain Statistics - Outgoing

94 Report Spam If you find some spam is not being blocked by the filters, you can upload the s to the Mail Assure training system. This allows the system to gather valuable information on the nature of the s and helps to reduce future spam from reaching your mailbox. s that bypass our filters are automatically excluded from the training system, e.g. if a sender/recipient is whitelisted. You can report spam in the following ways: In Mail Assure using the Train Spam feature Using the Outlook add-on Using the Thunderbird add-on In MailApp Apple OSX using the SpamReporter tool Forward as attachment Via IMAP Via Browser-based Client To report as NOT spam in Mail Assure use the Train Not Spam feature. Train Spam 1. In the Domain Level or Level Control Panel, select Incoming - Train spam. 2. In the Train spam page, drag and drop or browse for and upload messages you want the system to treat as spam. Messages can be in.eml or.msg format. Important - The s should be in.eml or.msg format and must contain the full headers. Train Not Spam Use the Train not spam page to train the filter to recognize specific messages as NOT spam. 1. In the Domain Level Control Panel, select Incoming - Train not spam. 2. In the Train spam page, drag and drop or browse for and upload messages you want the system to treat as NOT spam in the future

95 Important - The s should be in.eml or.msg format and must contain the full headers. Report Spam Using the Outlook Add-on You can use the free Outlook client add-on to report spam s (in.msg format) which have not been blocked by the system. With the release of Microsoft Office 2010, Microsoft introduced 64-bit versions of the applications. If you have 64-bit Windows installed, it is likely that you also have the 64-bit version of Office. In order for the Outlook add-on to work, you should install the correct version that matches your Outlook version. For Outlook 2007 you should use the 32-bit version. Microsoft Outlook 32-bit add-on Microsoft Outlook 64-bit add-on Check your Microsoft Office version In any Office application open the File menu, and then select Help. Version information is displayed. Please be aware that the Outlook add-on is a legacy feature and may not be compatible with newer versions of Outlook. Install the add-on The download consists of two files. A setup.exe and an installation.msi file. The setup.exe file is to be used if your workstation is missing any of the requirements needed to run the.msi file. This includes a copy of Net Framework 4 and relevant runtime files. If you get any errors relating to a newer version of an installation on the workstation, simply run the.msi file directly. 1. Download the relevant.zip file according to your Office version. 2. Unzip the file to a temporary location. 3. Proceed to run the extracted msi file. If you are using Microsoft Windows Vista or 7, run the file with administrator privileges. To do this, right-click on the downloaded icon and choose Run as Administrator. 4. In the first page of the Setup Wizard, click Next. If the installer shows an error relating to missing requirements, quit the installation and run the setup.exe file. 5. Choose the location you wish to install the program (the defaults are ok). 6. If you want this add-on for your user account only, choose Just for me, otherwise click For Everyone. Click Next. The Disk Cost button shows you the disk space availability on the PC. 7. Click Next on the following screen and confirm the installation. Your add-on will start to install

96 8. Once installed, restart Microsoft Outlook. Your add-on will be visible in the Add-ins tab. 9. If you are unable to see the add-on after installation, go to Options, and then check to see if the Report Spam option is added as a COM. If not you can go to COM Add-Ins, check ReportSpam and click OK. 10. To report spam, select the message that passed the filter that you wish to report, and then click the Report Spam button. 11. The message will then be reported and moved to the Trash folder. Report Spam Using the Thunderbird Add-on Mail Assure provides client add-ons to report spam which is not blocked by Mail Assure. If you are using Thunderbird you can also use the free Mozilla Thunderbird client add-on to report spam. This version is currently supported by Mozilla Thunderbird versions 3.0 and above. To install the Thunderbird add-on 1. Save the download to your local machine. 2. Open Thunderbird. 3. Click Tools > Addons. 4. Click the dropdown box in the top left corner, and click on Install addon from file. 5. Navigate to your downloaded Thunderbird add-on. 6. Click Ok. 7. Once the add-on has been installed, restart Thunderbird. If you are upgrading your installation, please remove the old installation before installing the new one. Report a Spam Message using Thunderbird 1. Select the message from the overview. 2. Right click and choose Report Spam. The message will be reported to us, and moved directly to your trash folder. For this to work, the s must contain our headers as well as the standard headers. If you are unsure, then you can see the headers by clicking "Ctrl + U" to view the source. The following is needed to report the message correctly: X-Filter-ID: X-BRANDNAME-Class: X-BRANDNAME-Evidence: X-Recommended-Action: Report Spam Using MailApp for Apple OSX To report spam to the Mail Assure systems and databases from Apple OSX use the SpamReporter tool:

97 Make sure your Mail.app is closed before installing the application. Install the SpamReporter tool 1. Download the.dmg file to your system. 2. Double-click on the SpamReporterV3.1.dmg to mount the disk. 3. Start the installation by double clicking on the.app file. 4. Once the installer has finished, restart your mail client (Mail.app). Report Spam using the Mail App 1. Select the message(s) you wish to submit. 2. Click on the Mail menu at the top left of the screen. 3. Select Services from the list and choose SpamReporter_v3. 4. Follow the on-screen instructions to complete the submission. Remove SpamReporter app from OSX Device 1. Close the Mail.app program 2. Remove the folder '~/Library/Services/SpamReporter.workflow' Report Spam - Forward as Attachment If your client is not supported, you can report spam by forwarding the spam (s) as an attachment to spamreport@spamrl.com. All messages attached in.eml,.msg, or winmail.dat format will be processed by the system. You can also report non spam via the same method using not-spam@spamrl.com. Report Spam via IMAP You can report spam via our special IMAP system using Thunderbird and Outlook. Configure Thunderbird to Access the IMAP Quarantine 1. In Thunderbird (Windows), click on the Extra menu and select Account Settings. In Thunderbird (Linux), click on the Edit menu and select Preferences - Account Settings. 2. The Account Settings page is displayed. Click on Account Actions and select Account. 3. In the Mail Account Setup dialog, enter your name; your or domain username in the address field; your password (the password corresponding to the username entered in the address field) and click on Continue. 4. Click on Stop while the application starts the auto-configuration

98 5. In the Mail Account Setup dialog change the Incoming option from POP3 to IMAP and click on Advanced config. 6. In the Server Settings page, enter: Server Name: quarantine.antispamcloud.com. Username: <yourdomainname.com> (replace with your own domain name without Port: 993 Connection Security: SSL/TLS Authentication Method: Normal password Password: Use the password you have set for the domain user Uncheck Check for new messages on startup and Check for new messages every... minutes

99 7. Click to open the Synchronization & Storage tab and uncheck Keep messages for this account on this computer. 8. Click OK. You should now be able to use IMAP quarantine and training direct from your Thunderbird client. Configure your IMAP Account in Microsoft Outlook Use the following settings in Outlook: IMAP hostname: quarantine.antispamcloud.com IMAP Port: 993 IMAP username: Either domain username or username (these need to exist in Mail Assure first) IMAP Password: The password for the above username

100 Report Spam via Browser-based Client Using a browser-based client, you can report spam to Mail Assure. If you can view the whole source of the , you can report spam this way using a simple script that pushes the message to our systems. The following Browsers are compatible (Windows/Linux/OSX): Firefox - the Greasemonkey add-on is required Chrome Currently the script will only work for: Google Mail (Google Apps) Horde RoundCube OWA (Exchange Online) If you have other browser-based clients you would like to include, please contact your Account Manager. Install Add-on and Script 1. Install and enable the Greasemonkey add-on. 2. Download the script. This link should automatically download and install the script. If the script does not download and install: a. Open the file, select all, and copy to your clipboard. b. Click on the Greasemonkey icon in Firefox and select New User Script > Use script from Clipboard. 3. Once the script is installed, please verify that the Greasemonkey icon is enabled in Firefox. Reporting from Browser-based Client 1. Log in to your mail client with your preferred browser. 2. Select the message you wish to report. 3. View the source of the message. 4. A Report Spam button should appear on the page on the right. (If using OWA - this will show in the pop-up box when viewing the source). 5. Click Report Spam. 6. If successful, a pop-up will appear confirming that the message was sent. 7. Close window. The script will not move, delete or change the message in any way. It will simply send the headers and body content to the Mail Assure training servers. Clear Callout Cache - Incoming In the Clear callout cache page you can manually clear the domain s incoming callout cache and the outgoing callout cache. This tool is especially useful after changing the domain routes, DNS records and for removing the good/bad responses from the destination mail server

101 1. In the Domain Level Control Panel, select Incoming - Clear callout cache. 2. To clear the callout cache for the domain, click on Clear. Configuring LDAP mailbox sync The following tasks allow you to set up Mail Assure to synchronize with your domain's mailboxes and aliases on LDAP: Set up LDAP configuration details LDAP Sync Preview Set up Custom LDAP Mapping Rules Set up LDAP configuration details In order to synchronize a domain's mailboxes and aliases with LDAP, you need to add your LDAP server connection details at the Domain Level for each domain. 1. At the Domain Level, select Incoming - LDAP mailbox sync to display the Configuration tab. 2. In the Connection settings section, enter the Host. This is the hostname or IP address that points to your LDAP server e.g. exchange.domain1.com and the Port (the default ports are LDAP (389), LDAPS (636)). If you want to use TLS to connect, tick the checkbox. 3. In the Login settings section, enter the Username / bind DN and Password of the username that can access the LDAP server. 4. Enter the Base DN e.g. dc=domain1, dc=com 5. Choose how often you want the filtering server to check the LDAP server for changes, from the Sync every dropdown: None 4 hours 12 hours Day 2 days 5 Days 6. Click on Show advanced settings. 7. Use the Filter field to narrow the list of directory entries that should be synchronized with the LDAP server. 8. In the Overrides existing records fields, select: Allow updates - If you want the sync process to copy the latest data from the server for existing accounts. Allow deactivations - If you want accounts to be removed from the Mail Assure Control Panel when they no longer exist on the LDAP server. 9. Click Save. 10. If you want to view what changes will be made in the next sync, click on the Save and Test button

102 LDAP Sync Preview The LDAP Syn Preview page allows you to preview LDAP sync changes (e.g. mailbox/aliases added, removed and updated) and perform a manual LDAP sync immediately or at a scheduled time. 1. In the Domain Level Control Panel select Incoming - LDAP Mailbox Sync. 2. Click on the Preview button to open the LDAP Sync Preview dialog. A summary table shows the number of mailboxes and aliases that will be added, removed or updated when the sync is performed. If you want to run the sync manually, click on the Save & sync now button at the bottom of the page. If you want to schedule the sync at a later time, click Save & sync later to save the sync settings in the previous LDAP mailbox sync page and run the sync at the scheduled time. Set up Custom LDAP Mapping Rules The Default Mapping tab in the Incoming - LDAP Mailbox Sync page includes the most common methods of linking LDAP attributes to Control Panel mailboxes or aliases. However, you can also define your own set of custom rules to link LDAP attributes to your mailboxes or aliases. 1. In the Admin or Domain Level Control Panel, select Incoming - LDAP Mailbox Sync. Click on the Mapping tab. 2. Click Add mapping to open the Add a new mapping dialog. 3. Choose the Type of mapping - either mailbox or Alias. 4. Select the Domain you want to map. 5. In the Attribute field enter the LDAP Attribute name e.g. mail 6. Enter the Regular expression you want to use to find matches for the attribute you entered. 7. In the Formatter field, enter details. 8. Click Save

103 Outgoing Filtering From the Outgoing Filtering area you can carry out a variety of tasks related to the filtering of your outgoing mail. View Outgoing Bandwidth Overview - View graphical representation of outgoing bandwidth usage as a total and per domain. Displays data in the same way as the Incoming Bandwidth overview (see View Incoming Bandwidth Overview. Manage Identities - Manage the identities that you have previously set up in the Manage outgoing users page. For example, if you see an identity is sending a lot of Spam, you can lock it from here while you investigate the issue. Manage Outgoing Users - Set up the authenticating users that will allow the outgoing Mail Transfer Agent (MTA) to authenticate mail through the Mail Assure outbound filter. Generate Outgoing Report - Report on outgoing mail sent from your domains in the last hour, 6 hours, 12 hours, 24 hours or 7 days. Outgoing Blacklist Filtering Rules - View existing and create new rules to always block specific outgoing mail from your domains. Outgoing Log Search - Filter on outgoing mail and report on the data available. Generate DKIM Certificate - Add special DKIM signature to your headers. Manage Outgoing Settings - Add the domain administrator's contact and the address to which abuse reports are sent. Clear Callout Cache - Outgoing View Domain Statistics (Incoming) View Outgoing Bandwidth Overview To view the incoming bandwidth usage per domain: 1. In the Outgoing panel, click on Bandwidth overview. 2. Specify the Date range in the fields provided and click on Show. 3. The total bandwidth usage amount for all domains is shown along with the individual usage per domain - in the form of a pie chart and a table. Manage Identities In the Manage identities page, you can manage the identities that you have previously set up in the Manage Outgoing Users page. For example, if you see an identity is sending a lot of Spam, you can lock it here while you investigate the issue. You can manage identities from the Admin level or the Domain Level. From the Domain Level you manage identities specific to the logged in domwin. 1. In the Admin or Domain Level Control Panel, select Outgoing > Manage identities. 2. Use the Query Rules panel to set up and save search filters for the identities you have set up in your domains. 3. Use the Customise dropdown to choose which columns you want to show in your results. You must select at least one column from the following:

104 Domain User Identity Lock time Reason Locked Automatic unlocks 4. Click on Show results to display the matching results. 5. The identities are listed. Click on the dropdown to the left of an identity to choose from the following tasks: Lock - If you select this, the identity will not be able to relay any s until it is unlocked manually. Unlock - Select this to unlock the identity. Tip - You can enable automatic locking of identities. This means that if an identity sends approximately 5 spam messages in 10 minutes, it will be locked automatically. You can configure this in the Outgoing User Settings page: Go to Outgoing > Manage Users and select Edit from the dropdown alongside the user. The Outgoing User Settings page is displayed. Select Yes in the Lock identities automatically dropdown. See Manage Outgoing Users for more information on locking. Reset the count of automatic locks - Resets the automatic lock counter back to 0. Manage Lock Templates When an outgoing user or identity is automatically locked, an notification is sent to the Admin. In the Lock templates page, as the Admin user, you can assign a specific lock template that will be applied to the notification that is sent to you (or your Sub-admin(s)) when an outgoing user/identity is automatically locked. You can add a new template manually or you can import templates from a CSV file. Manually Add Lock Template 1. In the Admin Level Control Panel, select Outgoing > Lock templates. 2. There are two tabs available: Admin - As an admin user, you can create your own custom template that will be sent to you when an identity/outgoing user is automatically locked. Defaults - Displays all existing default templates 3. In the Admin tab, click on + Add lock template to open the Add a new lock template dialog

105 4. Select the Admin user you want to apply the template to (the logged in Admin is displayed by default but any sub-admins that you have created under you are listed here too). 5. In the Name field, enter the name of the template. 6. Enter the Subject of the lock notification. 7. In the Body box, enter the plain text body of the In the HTML body box, add the HTML version of the to be sent out. 9. Click Save. In the Body and HTML body fields, you can use the variables listed on the right. These variables will be replaced with the relevant content when the is sent. To make things easier when creating a new template, copy an existing template and tweak as required. Manage Outgoing Users Authentication for outgoing mail is set up in the Manage users page. In this page you choose how the outgoing Mail Transfer Agent (MTA) will authenticate to send mail through the Mail Assure outbound filter. There are three types of user: Authenticating IP or range (e.g. a smarthost) - Any connections from the IP or IP range are considered authenticated and do not require SMTP AUTH. Authenticating user - Uses the username@domain and selected password for SMTP AUTH. Authenticating domain - Uses the domain name and selected password for SMTP AUTH. You can manage Outgoing Users from the Admin Level and Domain Level Control Panels. When accessed from the Domain Level the outgoing users are specific to the logged in domain. In the Admin Level or Domain Level Control Panel, go to Outgoing > Manage Users. The Manage Users page is displayed. Tip - We recommend using the Authenticating domain option, entering the username and password you have, then all mail to that domain is going to route through the connector regardless of what IP address it comes from

106 All users set up for all your domains are listed here. Use the search field at the top of the page to find a specific user. You can perform the following tasks: Add an Outgoing User Edit an Outgoing User Add an Outgoing User 1. Click on Outgoing > Manage user. 2. In the Add a user panel, choose which type of user you want to add by selecting the relevant tab (Authenticating IP or range, Authenticating user or Authenticating domain (see Manage Outgoing Users for a description of each)). 3. Enter the user details and click on Add & Configure. The Outgoing User Settings page is displayed:

107 4. Configure the following user settings:

108 Password - Set the password for the username authenticated outgoing user (not applicable for IP outgoing users). Identification Method - Choose from: envelope sender, authentication user or Header as the identification method: Envelope Sender Authentication User Header Use this if your system enforces the envelope sender (or MAIL FROM value). The outgoing user s authentication details. This is the best choice when you are providing unique usernames and passwords for each outgoing user, rather than using a smarthost system. If you choose this option, you are able to add any number of identification headers that we should search for in the message. For example, you might have a system that adds an X-Client-ID header, which uniquely identifies each of your end users. For each header, you may choose to either use the entire header value as the identity, or you can provide a regular expression that extracts out a part of the value to use. You may also choose to have our software remove the header after we have found the identity, if you don t want this to be available to the recipient of the message. We strongly recommend that an identity Header is set for all outgoing traffic. This makes monitoring and taking action against spammers much easier. Automatic lock - When enabled, and when the system detects that the user has sent approx 5 spam messages in 10 minutes, the user will be locked automatically. The user cannot send mail until they are unlocked (the administrator can do this from the alert sent or from the Manage Outgoing Users page. We recommend that you do not enable the Automatic lock if you are using IP authentication within a smarthost. Lock Identities Automatically - This spam prevention, when enabled and the system detects that the identity has sent approx 5 spam messages in 10 minutes, the identity will be locked automatically. The identity cannot send mail until they have been unlocked. The identity can be unlocked from the Manage Identities page. User and Identity Lock timeout - The amount of time an outgoing user or identity will be unable to send messages. This only applies to if you are using the Automatic User Lock or the Automatic Identity Lock. Maximum unlocks by timeout - The maximum number of times the user will be automatically unlocked after the time-out value has passed. After this has been depleted, the user will have to be manually unlocked. Enable outgoing connection limits - Enable or disable limits on outgoing connections whether spam or not, to prevent bulk mailing. Limit per month - The amount of outgoing connections that can be opened per month. Limit per week - The amount of outgoing connections that can be opened per week. Limit per hour - The amount of outgoing connections that can be opened per hour. Limit per minute - The amount of outgoing connections that can be opened per minute

109 DKIM Selector- Choose the selector you wish to use at domain level. Use the default or add one that has been generated using the Generate DKIM Certificate tool. Once you have created the certificate you need to add the TXT to your DNS. Maximum number of recipients per day - The maximum number of recipients the user can send s to daily. Invalid Recipient limit - The limit for sending s to invalid recipients (not applicable at Domain Level). Maximum days to retry - The maximum number of days the message will be retried for delivery (this applies to messages stuck in the delivery queue) (not applicable at Domain Level). Quarantine Response When an outbound message is detected as spam and it goes into the outbound quarantine the response you send back to the sender can be Rejected or Accepted. If 'Rejected', legitimate senders will receive a bounce message when their mail gets blocked and quarantined even though the message is stored in the quarantine. If 'Accepted' the SMTP response would be Accept and the message would still be blocked and shown in the quarantine but the sender will not receive a bounce message and will not know that the message is in the outbound quarantine. The administrator will be notified that there are messages in the outbound quarantine in the Abuse Report by entering the Adminstrator's contact address in the Outgoing > Settings page in the Domain Level Control Panel (see Configure the Abuse Report Address). Alternatively, use the Scout Reports to create a schedule report with details of outbound quarantine content. Tip - Administrators may use this option to prevent the sender receiving notifications when messages are quarantined. For example, they may want to review a rejected message before releasing it. Message archiving for senders - Enabled/Disabled If enabled, all outgoing messages from the outgoing user will be archived. Edit an Outgoing User 1. Go to Outgoing > Manage users. 2. Click on the dropdown alongside the user you want to edit and select Edit. The Outgoing User Settings page is displayed. 3. Edit the user settings as necessary. For details of each setting see Add an Outgoing User. 4. Click Save when finished. Generate Outgoing Report Report on outgoing mail sent in the last hour, 6 hours, 12 hours, 24 hours or 7 days. This report displays the total number of outgoing messages per domain - and also the number of messages grouped by either identity, envelope sender or from header. You can access this facility from the Admin and the Domain level Control Panels. When accessed from the Domain Level, the settings are specific to the logged in domain: 1. Go to Outgoing > Outgoing reports. The Outgoing reports page is displayed. 2. Enter the domain name of the domain you want to report on. Add more domains by using the Add another domain button

110 If you are accessing this page from the Domain Level, the logged in domain is already displayed in the Domain field. 3. From the Period dropdown, choose from: 6 hours 12 hours 24 hours 7 days 4. Alongside Classification, select which mail you want to include - either Accepted, Rejected or All. 5. In the Group by dropdown, select how you want your mail grouped in the report output: By identity, envelope sender or from header. 6. Click on Show to generate your report. The report details are displayed at the bottom of the page. Tip - You can also access the Outgoing reports facility from the Domain Level Control Panel - where you can report on the domain you are logged into. See Generate Outgoing Report - Domain Level. Outgoing Blacklist Filtering Rules In the Outgoing Blacklist Filtering Rules page you can view all blacklist filtering rules that have been set up for your domains' outgoing mail and you can also add new ones. Outgoing mail that matches any of the rules will always be blocked. The rules are based on Python's regular expression (regex) syntax. (For more information on regular expressions, see regex101.com). You can access this page at the Admin Level and the Domain Level. View Outgoing Blacklist Filtering Rules Add an Outgoing Blacklist Filtering Rule View Outgoing Blacklist Filtering Rules View all the Blacklist Filtering Rules that, when applied to a domain, will always block matching outgoing mail. 1. In the Admin Level or Domain Level Control Panel, select Outgoing > Blacklist filtering rules. The Outgoing blacklist filtering rules page is displayed. There are three tabs:

111 Domain Rules - Rules that apply to a specific domain. You can add new rules in this tab - see Add Outgoing Blacklist Filtering Rule. Default Rules - Displays the default rules that apply to all domains using default settings (where no changes have been made at Domain level to filtering settings, Whitelist, Blacklist, Quarantine Threshold etc.). Global Rules - Displays all rules that apply to all domains regardless of default settings. All existing rules are displayed in the table. 2. Use the Query Rules panel to filter existing rules and click on Show Results to display all matching results. In this page you can: Add rule - Using the Add rule link - for details see Add Outgoing Blacklist Filtering Rule. Import rules from CSV - Using the Import rules from CSV link above the Query Rules panel. Export rules as CSV - Using the Export rules as CSV link above the Query Rules panel. Add Outgoing Blacklist Filtering Rule 1. In the Admin Level or Domain Level Control Panel, select Outgoing > Blacklist filtering rules. The Domain Rules tab is displayed in the Outgoing blacklist filtering rules page. 2. Click on Add rule: The dialog that is displayed here depends on whether you have enabled or disabled the 'Use advanced custom filtering rules' option in the User profile page. For more information, see Manage Your Admin User Profile or Manage Your Domain User Profile. If the option is Inactive you will see the 'Add a new simple blacklist filtering rule' dialog:

112 If this is Active, you will see the 'Add a new advanced blacklist filtering rule' dialog:

113 3. Choose from the following filters:

114 Field/Option Simple page Rule name Match Advanced page Domain Rule name Priority Description Add the name of this rule Use the Match fields to structure your rule If you are accessing this page at the Admin Level you need to choose the domain you want to apply the rule to from those available in the Domain dropdown. (When you are accessing this page at the Domain Level, the system applies the rule to the logged in domain). Enter the name you want to give this rule in the Rule name field. In the Priority field enter a number to represent the priority given to the rule. Rules are evaluated by Priority from the lowest number to the highest number, until one matches or all rules have been checked. All Whitelist rules are checked before Blacklist rules. Header name Regular expression If you want to restrict the check to a particular header, enter the Header name. You may enter a regular expression here, if required. Enter the regular expression for the rule in the Regular expression field. Tip - Use the Cheatsheet panel on the right of the page for examples of how to build your regex. Match Flags Choose what you want the rule to match. The following options are available: The following flags are available:

115 Field/Option Description i (ignore case) m (^ and $ match start and end of line), s (. matches newline) x (allow spaces and comments) 4. Click Save when finished. Temporary Log The Temporary Log feature (currently in Preview mode) allows you to view logs for outgoing mail which has not completed processing but may already have been delivered. These files do not show up in the standard Log Search because this would slow down the search significantly. 1. You can access this from the Admin or Domain Level Control Panels by selecting Outgoing - Temporary log (preview). 2. Click on Show Results to show all temporary logs or use the Query Rules panel to filter your search. Outgoing Log Search The Outgoing Log Search works in the same way as the Incoming Log Search but logs all outgoing messages over the past 30 days. Available from the Domain level and level Control Panels, from Outgoing - Log Search

116 Tip - Using the Outgoing Log Search you can filter outgoing messages that have been rejected and quarantined and then go on to release or release and train these as required. For more information about the filters and actions available, see View Incoming Log Search. Generate DKIM Certificate DKIM adds a special DKIM Signature to the headers. This signature contains a hashed value of the content (both important headers and the body). When a server that is checking for DKIM receives an , it will do the following: 1. Retrieve the public key from the DNS of the sending domain. 2. Use the key to decrypt the signature. 3. Verify the content. The exact actions a mail server takes when it discovers an invalid signature depend on the configuration of that server. To generate a DKIM certificate: 1. In the Domain Level Control Panel, select Outgoing - Generate DKIM Certificate. 2. Enter the DKIM selector and click on Generate and save new private/public pair. You now need to save this in your DNS as a TXT record. Manage Outgoing Settings In the outgoing Settings page you can set the administrator's contact for your domain. In the Domain Level Control panel, select Outgoing - Settings. The address configured here is the one to which abuse reports are sent when outbound messages are blocked, see Configure the Abuse Report Address

117 Configure the Abuse Report Address An ARF (Abuse Reporting Format) report is an format abuse report which is generated every time an outgoing sender's message is rejected. The report is sent to the Admin contact entered in the Domain Level, Outgoing - Settings page. When using the Outbound filter, it is highly recommended that you set this up to identify spammers in your network. 1. In the Domain Level Control Panel, select Outgoing - Settings. 2. In the Administrator's contact field, enter the address to send the abuse reports. 3. Click Save. The address that is configured should be an address that has no inbound filtering, and not a "fre " address as these can often cause problems in receiving the reports. It is also possible to use other methods of monitoring the outbound spam, if using ARF reports is not possible. For example you may use using API's, CSV reports and/or IMAP. Important - When spammers are reported in your network, either via ARF reports or other means, ensure that these problem sources (senders, scripts, etc) are dealt with promptly. Clear Callout Cache - Outgoing In the Clear callout cache page you can manually clear the domain s incoming callout cache and the outgoing callout cache. This tool is especially useful after changing the domain routes, DNS records and for removing the good/bad responses from the destination mail server. 1. In the Domain Level Control Panel, select Outgoing - Clear callout cache. 2. To clear the callout cache for the domain, click on Clear. View Domain Statistics - Outgoing This page displays statistics of your domain's outgoing traffic over a specified time-frame

118 In the Domain Level Control Panel, go to Outgoing - Domain statistics: Statistics displayed are described in View Domain Statistics (Incoming). Setting up Your SMTP Hostname Use the following settings to configure your outbound mail flow: Global server: smtpout.mtaroutes.com EU-only server: smtpout-eu.mtaroutes.com US-only server: smtpout-us.mtaroutes.com Available Ports: 587 Security: TLS Setting up SPF SPF (Sender Policy Framework) is used to restrict which mail servers are allowed to send for your domain name. An example of an SPF would be : example.com. TXT "v=spf1 -all" SPF records are TXT records placed into a domain's DNS settings. Forwarding s can sometimes break the SPF. If this is the case we recommend using SRS (Sender Rewriting Scheme - To Set up SPF For clients on our hosted platform, who use our outgoing product, we recommend using the following SPF record: "v=spf1 include:spf.mtaroutes.com -all"

119 If SPF checking is turned on in a domain's Filtering Settings, this causes a hard fail of SPF records that don't match - and the message is quarantined. You can control whether SPF/DKIM/DMARC are enabled in the Filtering Settings for a domain. You can also manage a list of domains and IP addresses with disabled SPF, DKIM and DMARC. SPF checking will prevent any targeted spoofs. If required, you will need to add any intentional spoofing to your SPF records or whitelist the sender (whitelisting the sender is a last resort as this can also be spoofed). If you are using other sources for outbound filtering, you need to make sure you modify the SPF record appropriately. The above is only suitable if all outbound filtering is handled by Mail Assure

120 Exchange Online (Office 365) Configuration and Setup To set up Mail Assure to work with Microsoft Exchange Online (Office 365), follow the instructions covered in these three tasks: Configure Inbound Filtering with Exchange Online (Office 365) Configuring Outbound Filtering with Exchange Online (Office 365) Configure Mail Archive / Journaling with Exchange Online (Office 365) Configure Inbound Filtering with Exchange Online (Office 365) In order to configure inbound filtering for Exchange Online / Office 365 follow these steps: Add the domain in the Mail Assure web interface Create a partner connector and rule in Exchange Online to accept filtered mail Change the MX record to point to the Mail Assure inbound servers Add the domain in the web interface 1. Log in to the Mail Assure control panel as an administrator. 2. Click on Add Domain. 3. Enter the domain name and click Continue. 4. Use the auto-detected route if it is correct, otherwise enter the correct Destination route(s) for the domain. 5. Click Add. Create a partner connector and rule in Exchange Online to accept filtered mail 1. Log in to the Exchange Admin Center. 2. Click on Mail Flow > Connectors and click on + button. 3. Choose Partner organization as the From and Office 365 as the To, then click Next. 4. Give the connector a name and click Next. 5. Choose Use the sender's IP address then click Next. 6. Add the following Mail Assure delivery IP ranges: / / / /24 7. Ensure that Reject messages if they aren't sent over TLS is ticked and click Next

121 8. Verify the settings and click Save. 9. Click on Mail Flow > Rules. 10. Under Rules, click on the + button and choose Bypass spam filtering Enter a rule name (e.g. Disable filtering for Mail Assure). 12. Choose Apply this rule if... > Senders IP Address is in any of these ranges or exactly matches. 13. In the specify IP address ranges dialog, add the following Mail Assure delivery IP ranges: / / / / Ensure that Do the following... is set to: Modify the message properties > Set the spam confidence level (SCL) > Bypass spam filtering. 15. Click OK. 16. Click Save. Change MX record for the domain to point to inbound servers The default records are: Hostname Value mx1.mtaroutes.com mx2.mtaroutes.com mx3.mtaroutes.com mx4.mtaroutes.com 40 To use US only routing, replace mxn with mxn-us and for EU routing use mxn-eu. Configuring Outbound Filtering with Exchange Online (Office 365) Follow these two steps: Create Outbound User in Mail Assure Set up a Transport Rule in Exchange Online Create Outbound User in Mail Assure 1. Log in to the Mail Assure control panel as an administrator. 2. Click on Overview then click on the domain in question. 3. Click Manage Users in the Outgoing section. 4. Select the Authenticating Domain tab and ensure that the domain you are using with Exchange Online is shown. Enter a secure password and click Add

122 5. Once the domain is added, click on the downward-facing arrow and select Edit. 6. Ensure that Re-authentication permitted is ticked. 7. Click Save. Set up a Transport Rule in Exchange Online 1. Log in to the Exchange Admin Center. 2. Click Mail Flow > Connectors. 3. Click on + and add a connector From > Office 365 to Partner Organization. 4. Select Only when I have a transport rule set up that redirects messages to this connector. 5. Select Route messages through these smart hosts and enter smtpout25.mtaroutes.com. 6. Ensure that Always use Transport Layer Security (TLS) to secure the connection (recommended) and Issued by a trusted certificate authority (CA) are selected. 7. Validate the connector (e.g. by using no-reply@swmailassure.com as the recipient) and Save. 8. Click on Mail Flow > Rules. 9. Click on the + (plus button) and choose Create a new rule Enter a name for your rule (e.g. Route outbound via Mail Assure. 11. Click More Options. 12. Set Apply this rule if... to The sender's domain is Specify the domain entered in the previous step. 14. Set Do the following... to Redirect the message to > The following connector and select the connector created earlier. 15. Save the rule. Configure Mail Archive / Journaling with Exchange Online (Office 365) Enable Archiving of Inbound/Outbound Mail Enable Journaling of Internal Messages Enable Archiving of Inbound/Outbound Mail 1. Log in to Mail Assure as an admin or domain user: If you log in as the domain user, the Domain Level Control panel is displayed on login. If you log in as an admin user, go to Domains > Overview and click on the domain you want to enable archiving for. The Domain Level Control Panel is now displayed. 2. Click on Archive > Status > Enable to enable inbound and outbound archiving for all users on the domain. 3. If required,navigate to Archive > Archived recipients to restrict the users whose mail will be archived

123 4. Make a note of the global journaling address if you want to enable journaling. If the address ends with '@MX-record-hostname' please Enable Journaling of Internal Messages 1. Log in to the Exchange Admin Center. 2. Navigate to Compliance management > Journal rules. 3. Enter a valid address to receive journal failure alerts. 4. Click on the + (plus sign) and create the journal rule as follows: Send journal reports to: Enter the global journal address noted in Enable Archiving of Inbound/Outbound Mail (above). Name: Give the rule a meaningful name If the message is sent to or received from: Choose [Apply to all messages] Journal the following messages: - Select Internal messages only if the domain uses inbound/outbound filtering - Select All messages if the domain is archive-only

124 Archive Mail Assure's Archiving facility allows you to back up all of your organization's mail and access it easily if needed. It also allows you to maintain legal compliance. To use the system's Archiving features you must first ensure that your domain has been added to the system and the Archive product has been enabled for your domain. What do you want to do? View Archive Usage per Domain Enable Archiving on a Domain Search Archive Export Archived Messages Manage Archive Settings Manage Archived Recipients Export Archived Messages View Archive Usage per Domain In the Admin Control Panel, under Archive, click on Usage. In the Usage page, your domains are listed, showing the status of the Archive product: Available - The Archive is available for this account. Enabled - The Archive is activated for the domain, however this does not imply that there has been any activity. See Enable Archiving on a Domain. Active - If active, the domain is actively using the Archive product. In the Storage used column, you can see how much storage is being used by the Archive for each domain. Click on the refresh icon to see the up-to-date storage used

125 Enable Archiving on a Domain 1. From the Admin Control Panel, click on Overview in the Domains panel. 2. Click on the domain you want to enable archiving for. The Domain Control Panel is now displayed. 3. Alternatively, you can access the domain level control panel directly by logging in to Mail Assure with your domain login - see Domain Level Control Panel. 4. In the Archive panel, click on Status. 5. Click Enable. The Archive is now enabled and a list of parameters and values is displayed. Search Archive Before you can search your Archive it needs to be enabled, see Enable Archiving on a Domain. You can search your own message archive when logged in to the Level Control Panel as an user or you can search your domain's archived messages from the Domain Level Control Panel. To search your archived messages:

126 1. In the Domain Level Control Panel or the Level Control Panel, select Archive > Search. 2. First you need to index the messages before you can search them in the Archive. In Archive > Settings, you can choose the archive indexing options. If you select everything, the index creation will take longer due to the amount of data to parse. If you limit your selection e.g. headers, html and text, then it will take a lot less time to index your messages. For more information, see Manage Archive Settings. 3. Enter the Date range you want to use. 4. In the Number of days available field you are specifying the amount of time that the archive search can be performed on the index. After this number of days, a new index will need to be created. The shorter amount of time you enter here, the less time the index creation will take. The maximum number of days you can store an index for is 7 days. 5. Click on Create index. Once the index is built, the available archive search filters are displayed. 6. In the Query field, enter your search query. 7. From the Mode dropdown, select which mode you want to use (All, Any, Boolean or Phrase). 8. Choose whether you want to search incoming messages or outgoing messages or both by placing a tick in the boxes provided. 9. Click on Start search. The search results are displayed at the bottom of the page:

127 If you are logged in as the domain user for the domain, or as an admin user whose access to view/export Archive messages is restricted (in Webinterface users - Manage admins by activating Protection for archived messages), you will not be able to view message content. If you click on a message in the Archive search results you will be prompted to go through an authentication process in which you can authenticate as an user by logging in with your credentials. Only then will you be able to see your own message content - and not that of any other user. Tip - It may be faster to use the incoming/outgoing Log Search if mail was sent/received less than 30 days ago. See View Incoming Log Search and Outgoing Log Search. Manage Archive Settings In the Archive Settings page you can manage archive settings for your domain including how many days to store s and what parts of the message you want to index. 1. In the Domain Level Control Panel, select Archive > Settings. 2. If you want to remove stored s after a set amount of days, select Expire messages and enter the number of days in the Number of days to store field

128 The maximum number of days you can set is 10,000. If you disable the expire feature, messages are stored without limit. 3. In the Indexing options panel, select which contents you want to index from those available: Message headers - Searches for text in the header name or value of the message. For example, searching for messages that have a X-Campaign header, or that have a particular name in the CC header. HTML - Searches the HTML version of the message. Most messages will include both HTML and plain text versions of the message text. Because some messages do not have both HTML and plain text versions it is recommended to keep this option enabled. Text - Searches the plain text version of the message. Because some messages do not have an HTML version, or the text cannot be extracted from the HTML you should nearly always leave this option enabled. Images (via OCR) - Searches text contained within an image. When messages containing images are received, the images will be processed via OCR and any text found will be added to the index. Attachments/Documents (.doc) - Searches for text in a Microsoft Word document (Office 2003 and earlier).doc attachment. Attachments/Documents (.docx) - Searches for text in a Microsoft Word document (Office 2007 and later).docx attachment. Attachments/Documents (.pdf) - Searches for text in an unencrypted PDF document attachment. The text content of the pdf as well as some meta-data (e.g. author and subject) will be added to the index, but images are not processed with OCR. 4. Click on Update. View Archive Status In your Domain Level Control Panel, click on Archive - Status. The following Archive information may be displayed: Status - Enabled or disabled for the domain Space used - Archive mail Number of days s are stored Soft quota Hard quota Global journal address Global Journal Address This is a custom address available for each domain which allows you to set up Journaling without the MX records pointing to the filtering server. You can use this in your Journaling setup directly, without having to configure anything in the Archived Recipients

129 If you are using Mail Assure Filtering, the address will be automatically populated with the MX record. Manage Archived Recipients Enable and set up journaling for archived recipients in your domain (this only apples to messages archived by the incoming filter, not the outgoing filter): Enable Journaling for Archive Recipient Enable Journaling for Archive Recipient To set up journaling you need to configure both Mail Assure and also your mail server. The following describes the steps you need to take to set up Journaling in Mail Assure and Microsoft Exchange: Configure Journaling in Mail Assure 1. Enable journaling and enter the journaling address in the Archived Recipients page: In the Domain Level control panel for the relevant domain, go to Archive > Archived Recipients. Because the journaling address uses the <domainname>, it is treated as an internal address. Therefore, you need to perform the following on your mail server: 2. Create this journaling address as a contact on your mail server so that messages to that address will be routed externally - see Step 1 - Add New External Mail Contact for Journaling Address. 3. Set up a journaling rule on your mail server to send journaling reports to that address - see Step 2 - Add New Journal Rule. Configure Journaling in Microsoft Exchange 2010 Step 1 - Add New External Mail Contact for Journaling Address. Step 2 - Add New Journal Rule. Step 1 - Add New External Mail Contact for Journaling Address 1. Select EMC - Recipient Configuration - Mail contact. 2. Right click and select New Mail Contact. 3. Select New Contact. 4. Select Specify the Organizational unit and choose <root domain>/users. 5. Edit External address and add your journaling address, for example: journal@domainname.com 6. Complete the rest of the details as required. Step 2 - Add New Journal Rule 1. Open EMC - Organization Configuration - Hub Transport - Journal Rules. 2. Right click and select New Journal Rule. 3. Select the mail contact you added in step 1 to Send Journal reports to address. 4. Select Internal Scope

130 5. Select Journal messages for recipient and select the Dynamic Distribution Group for this domain. Export Archived Messages There are two ways to export archived messages: Using the Archive - Export facility - Available to Domain Level users only. Using the new Log Search (Preview) - Available to Admin, Domain and Level users. Export archived messages using the Archive - Export facility This page is only available at the Domain Level, where you can choose to export archived messages in your domain. 1. At the Domain Level, go to Archive > Export. 2. Enter the Date range. 3. Click on Export. 4. Next you need to authenticate that you are the user to whom the archived messages belong. Click on Proceed to authentication and enter your password in the log in panel. Click Submit. 5. The Export page reappears. Click on Export. All the archived s from that period are downloaded in a zip archive. Export archived messages using the Log Search (Preview) Use the Log Search (Preview) to download your archived s at Admin, Domain or level. You must have Features Preview active in your User's profile page to access the Log search (Preview). 1. Select Incoming - Log Search (Preview). 2. In the Query Rules panel, select In archive and make sure the Yes button is selected alongside to include this in your search:

131 3. Click on Show Results to display all matching messages. 4. Select the messages you want to download by ticking the checkbox to the left of the message or use the Select all / Deselect all buttons at the top of the search results. 5. At the bottom of the search results, select Download archived message and click Apply. A zip folder containing the messages is downloaded

132 Branding From the Private Label panel you can customize the branding of your system using our branding management, OAuth configuration and Protection Report template features: What do you want to do? Manage the branding of your system. See Branding Management. Set up your private brand login / Oath Settings. See Configure OAuth Settings. Manage your Protection Report templates. See Manage Protection Report Templates. Branding Management You can fully customize your system with your own branding requirements. Branding options include logos, custom headers, web interface, customized protection reports & copyright notices. In the Private Label panel select Branding Management. The Edit brand page is displayed:

133 The following settings can be managed: Hostname - Add your own hostname here. If you wish to change this and have your own custom URL, you must create a CNAME for this on your DNS server. This hostname will show up in the Protection reports. You can redirect clients to login via your own links and any system messages e.g. password reset messages, will show this custom hostname. Brandname - Customise the brandname. This is displayed in the bottom left of all Mail Assure application pages. Branding Logo - Customise the logo that is displayed in the Login screen, the Protection reports and the top left corner of the Dashboard/Control Panel. Favicon - Customise the icon displayed in the browser address bar alongside your custom URL

134 HTTPS SSL certificate - In this section you can choose the option to 'Generate and manage a TLS certificate for me via Let's Encrypt'. This means that you will not need to go through the lengthy manual set up process which involves generating a CSR, requesting a certificate (and any intermediate certificates) from a Certificate Authority (CA) and uploading to the system. The system will do this automatically for you including renewing certificates when required. Colour schemes for Admin, Domain and Level Control Panels. Hide Header - Select this if, for privacy reasons, you do not want to show the raw header transactions from the filtering servers. Reset - Reset branding back to the system defaults. Configure OAuth Settings In order to be able to connect with OAuth, a brand should be set. Configure your credentials to enable OAuth on your Control Panel: 1. Click on Private label > OAuth Settings. 2. The Private brand login / OAuth page is displayed. 3. Your service provider should be able to provide the following information to enter here: Enable OAuth Provider URL Client ID Client Secret Token Endpoint Autorization Endpoint User info endpoint User identification method - Select Verified Jwks Uri Use Nonce validation - Select Yes. 4. Click Save. Manage Protection Report Templates Protection Report Templates are set up by language. When you choose to generate a Protection report, the template used depends on the language selected in that particular report. For example, if you generate an On-demand Domain Report in English, the English version template is used. In this page you can edit existing Protection Report Templates and create new ones in a different language. To access the protection report templates: Click on Private Label > Protection Report Templates. The Protection report templates page is displayed and lists all the reports in the languages available. You can perform the following tasks:

135 Edit a template - Click on the Edit icon to make changes to a template. Copy an existing template to create a new template in a new language - Click on the Copy icon alongside the template you want to copy. Create a new template for another language - Click on the Create new report template link at the top of the page to create a new template. Tip - Use the Protection Report Template Notes at the bottom of the page for guidance. You can add a new logo to your Protection Reports in the Branding Management page

136 Server From the Server panel you can perform a variety of server-based tasks. What do you want to do? View Control Panel API Calls Manage Server Settings Manage Notifications Templates View API Calls History View Control Panel API Calls 1. Click on Server > Control Panel API Calls to open a web page describing all the API calls used by the system. 2. Click to expand groups to see API Calls in that group. 3. Click on an API call to see details

137 Manage Server Settings The settings page contains a number of configurable settings including: the default settings for your purchased products; the administrator's contact details; the date and time format and timezone; chosen languages etc. In the Admin Level Control Panel, click on Server > Settings. The following options/settings are displayed: Available Products Displays which products are available. You can choose to auto-enable each product for new domains that are created by ticking the box alongside the product. Server Settings 1-click Log In Script - Download a sample script which shows how to integrate the one-click log in feature into your own systems (e.g. custom control panel), allowing users to log in without the need for them to enter their password. Administrator s contact - Administrator's address Support URL Accepted method by Support URL - GET/POST Parameter name to send username value to Support URL Parameter name to send value to Support URL Logout URL Timezone Date and time format Default language - The language used in the application Available languages - Languages that will be available to users from the Default languages dropdown Force secure (HTTPS) connections Default Items per page - The number of items in search results tables per page. notifications From address notifications Reply-To address APS to Control Panel access message Default MX Hostnames The default MX hostnames listed here are used by the MX Verification Tool to verify whether all of your domains have the correct MX records configured. See Change Your MX Records for instruction on how to enter the correct ones in your domain provider's DNS control panel. Change Your MX Records To route incoming for your domain through the Mail Assure filtering cloud you need to update the MX records in your domain provider's DNS settings. Prior to changing the MX records, you should check your records' TTL value. We recommend a maximum value of '3600' in order to propagate any DNS changes faster. Higher TTLs can lead to spam not being filtered by our nodes, until the previous record expires, when the TTL is reached

138 1. In your domain provider's DNS control panel add the following records: mx1.mtaroutes.com (priority 10) mx2.mtaroutes.com (priority 20) mx3.mtaroutes.com (priority 30) mx4.mtaroutes.com (priority 40) 2. Remove the original MX records. Some DNS control panels require you to use a trailing dot (.) after the hostname. Please check with your DNS provider if this is the case for you. Removal of old MX records is required to make sure all s are filtered through the Mail Assure cloud, as spammers actively try different MX records (such as the highest numbered priority) to bypass spam filters. DNS changes may take some time before they are picked up by the DNS resolvers world-wide, so may continue to deliver directly to the original MX records without filtering for some time depending on the TTL value set on the DNS server. You can check using the Log Search if the message has passed through the Mail Assure filtering nodes. To check that your system is using the correct MX records, use the MX Verification Tool. To Access the Log Search: 1. In the Admin Level Control Panel, select Domains > Overview. 2. Click on the relevant domain to display the domain's Dashboard. 3. In the Incoming panel, click on Log search. For instruction on how to use this page, see View Incoming Log Search. Manage Notifications Templates This page lists all available notifications templates for notifications sent out from the Control Panel. If required you can edit any of these - and restore them to their defaults if necessary. In the Admin level Control Panel, go to Server > notifications templates to open the notifications template page:

139 Edit an Notification Template Click on the dropdown alongside the template you want to edit and select Edit. The generic template settings are displayed at the top of the page followed by the subject and body for each language available:

140

141 In the generic settings at the top of the page, you can choose to customize the 'From' address of the notification. You can also make any changes to any of the different language notifications where required. Once you've made your changes, click on Save at the bottom of the page. View API Calls History You can view your API calls history at the Admin Level and the Domain Level. At the Admin Level you can see all API calls for all your domains. At Domain Level you can see the call history for the logged in domain. 1. In the Admin Level or Domain Level Control Panel, click on Server > API calls history. 2. Input the Date range of the logs you want to see. 3. From the API method dropdown, select the method you want to view. 4. Enter the relevant Domain (if you are accessing the page from the Domain Level, your domain will be displayed here and cannot be changed). 5. Optionally enter the Client username to show specific results. 6. Click on Start search to display matching results:

142 Protection Reports Mail Assure's Protection Reports are digests listing the incoming spam messages that have been quarantined. These reports are available to Domain and Admin users from the Domain Level Control Panel. One of the reports, the Periodic user report, is also available to users from the Level Control panel. The following reports are available: On-demand Domain Report - Allows you to send a report for the specified day or week to the address you specify. Periodic Domain Report - Sends a daily digest of all the previous day's blocked messages for all the domain's users. Periodic User Report - Sends each individual domain user an overview of the previous day's messages that were quarantined for that user. You can manually add users, import a CSV file of multiple users or enable it for all recipients. Access the Protection reports from the Protection reports panel. What do you want to do? Set up the On-demand Domain Report Set up the Periodic Domain Report Set up the Periodic User Report at Domain Level or Level Manage Domain Report Actions including enabling actions that can be performed on s listed in Protection reports. On-demand Domain Report Reports on spam and virus messages blocked in the specified timeframe. Allows you to send a report for the specified day or week to a particular address. 1. In the Domain Level Control Panel, click on Protection Reports - On-demand Domain report

143 2. Enter the date you want the report to start being sent and the frequency of the report. 3. Enter the address of the report recipient. 4. If you want to include a table of messages that were rejected but not quarantined, enable the Include extra spam table option. 5. Click on Send. Periodic Domain Report The Periodic Domain Report sends a daily digest of all the previous day's blocked messages for all the domain's users. 1. In the Domain Level Control Panel, click on Protection report - Periodic domain report. 2. The Periodic Domain Report page is displayed: 3. To enable the report tick the Report enabled box. 4. In the Recipient address field, enter the report recipient(s) address - separate multiple recipients with a comma. 5. From the Report Frequency dropdown, select Daily or Weekly. 6. Select the Language you want the report to be in. 7. For the report Format select either HTML or PDF. 8. Select the Include extra spam table option if you want to add a table of messages that were rejected but not quarantined to the report. 9. If you want the report to be sent even when no messages have been quarantined in the set period, select Send report with no quarantined messages. 10. Once you've made your changes, click on Update. Periodic User Report Sends recipient(s) an overview of the previous day's messages that were quarantined

144 You can set this up at the Domain level where you can manually add users, import a CSV file of multiple users and enable the report for all recipients. You can also set this up at the Level for the logged in recipient. Access this report from the Domain Level or Level Control panel by selecting Protection Reports - Periodic User Report. What do you want to do? Add Report Recipient Manually at the Domain Level Enable Periodic User Report at the Level The following shows the report at Domain Level: Add Report Recipient Manually at the Domain Level 1. In the Domain Level Control Panel, select Protection report - Periodic user report. All existing report recipients are listed in the Periodic user report page

145 2. Click on Add a recipient to open the Enable for recipient page: 3. In the For address field, enter the local part of the user you want to report on. Because you are logged into a domain, the domain part of the address is already there

146 4. In the Send to field, enter the address you want to send the report to. 5. From the Report Frequency dropdown, select Daily or Weekly. If you would prefer to report on this data more frequently, you can use the Incoming/Outgoing Log Searches to create an Scout Report. This report can be set up to report on the same data more frequently - at your own specified times. See Create and Log Search Report. 6. Select the Language you want the report to be in. 7. For the report Format select either HTML or PDF. 8. Select the Include extra spam table option if you want to add a table of messages that were rejected but not quarantined to the report. 9. When finished, click on Enable to activate your report. Once a user is added to the list they receive a welcome with a confirmation that their quarantine is enabled. They start receiving reports containing blocked messages daily or weekly (depending on the Report Frequency chosen) and they also have a link they can use to create a Mail Assure web interface account if needed. Tip - users logged into the Level Control Panel can set up the Periodic user report for their own quarantined messages. Enable Periodic User Report at the Level Set up and send yourself a report containing an overview of your previous day's quarantined messages. 1. In the Level Control Panel, select Protection report - Periodic user report. 2. If the table is blank, you have not already set this up. To set this up, select Add recipient. 3. The Enable for recipient page is displayed

147 4. In the Send to field, enter where you want your report to be sent. 5. From the Report Frequency dropdown, select Daily or Weekly. 6. Select the Language you want the report to be in. 7. For the report Format select either HTML or PDF. 8. Select the Include extra spam table option if you want to add a table of messages that were rejected but not quarantined to the report. 9. Click on Enable to activate the report and close the dialog. The report is added to the table:

148 Using the dropdown to the left of the report, you can choose to Edit, Disable or Remove the report. Manage Domain Report Actions 1. In the Domain Level Control Panel, go to Protection report - Domain report actions: 2. Select from the following which options you wish to be available to users in the Protection report. Settings will apply to the Domain Level report and any user reports that do not have custom settings: Release - Release the message from the quarantine Release and train - Release the message from the quarantine and train the system to recognize as not spam Whitelist and release - Whitelist sender and release from quarantine for delivery to the recipient. Blacklist and remove - Blacklist sender and remove the from the system. 3. Click Update to save your changes

149 Restrictions Restrict which s are allowed based on attachment type and file size. Manage Attachment Restrictions Manage Size Restriction Manage Attachment Restrictions The Attachment restrictions page allows you to configure which attachments to allow and which to block. In the Domain Level Control Panel, select restrictions - Attachment restrictions the Attachment restrictions page is displayed:

150

151 The following restrictions can be configured: Restriction Blocked Extensions Description Messages that have an attachment with any of the selected extensions will be rejected. You can add new extensions to those listed using the Add new extension feature. Disallowed release extensions users will not be allowed to release messages that contain attachments with the selected extensions. You can add extensions to this list using the Add new extension feature. Restriction options Block password-protected archive attachments - If enabled, blocks messages with password protected attachments like zip files. Block potentially unwanted attachments - If enabled, rejects attachments that are considered dangerous or unwanted. For example, compressed executable files (e.g. UPX packers), password tools, network tools, peer-to-peer clients, remote access applications, system tools, spying tools and documents containing scripts. Block attachments that contain hidden executables - If enabled, ZIP, TAR, GZIP, BZIP2 and 7Z archives (other than those compressed with deflate64) are checked and the message will be rejected if the archive appears to contain an executable

152 Restriction Additional restrictions Description Message link size limit (in bytes) - This option restricts the amount of data that is downloaded per message. Links in messages to executable files that would be blocked as attachments are followed and the content is checked against an anti-virus database. Maximum MIME defects - Messages that are sent with standard clients have no defects, whereas spam messages are often generated with poorly developed software and have many defects. Normally we reject messages with defects but if you have a need to receive defective messages, you may set a limit or disable this check. If the defective messages come from a single sender, it would generally be better to either convince the sender to fix their software or whitelist that sender. Scanned link extensions If the Message link size limit is set (above), then links in messages to files with the selected extensions will be scanned for viruses and other malware. Manage Size Restriction You can add extensions to this list using the Add new extension feature. In the size restriction page you can set the maximum accepted size for incoming and outgoing s

153 1. In the Domain Level Control Panel, select restrictions - size restriction: 2. Enter the size limit (under 2048 MB) or select No limit if you do not want to limit the size of s. 3. If you have set a limit, select the preferred Action for oversized messages - either quarantine or reject. 4. Click Update to save your changes

154 Whitelist / Blacklist You can use Mail Assure's Whitelist to list addresses from which incoming mail (which would usually be identified as spam) will always be allowed. Conversely, use the Blacklist to block incoming mail from known spammers. You can do this from the Admin Level, Domain Level and Level Control Panels: At Admin Level you can manage sender and recipient whitelisting and blacklisting for all your domains. At Domain Level you manage sender and recipient whitelisting and blacklisting for the logged domain. At Level you can manage your own sender whitelisting and blacklisting. You can perform the following tasks: Manage Sender Whitelist - Whitelist incoming mail from specific senders. Manage Recipient Whitelist - Whitelist incoming mail to specific recipients. Manage Sender Blacklist - Blacklist incoming mail from specific senders. Manage Recipient Blacklist - Blacklist incoming mail to specific recipients. Admin and Domain users can also access the Sender Blacklist for outgoing mail. See Manage Outgoing Sender Blacklist. Manage Sender Whitelist Incoming mail received from senders listed in the whitelist will always be allowed. In the Admin Level, Domain Level or Level Control panel, select Whitelist/Blacklist > Sender whitelist. The Sender Whitelist page is displayed:

155 There are three tabs available: Sender Whitelist - Domain - This tab allows you to manage the sender whitelist for your domain. You can add, import and export. Sender Whitelist - Admin - Anything applied on this tab applies to all domains underneath this one. You can add, import and export. This tab is only displayed at the Admin Level. Sender Whitelist - Default - In this tab you can view/export any default whitelist senders set up at the super admin level. If you are accessing as an user there are no tabs - just the main page. In the Domain and Admin tabs, the following options/fields are available: Option/Field Add whitelist sender Import senders from CSV Export senders as CSV Query Rules Description Click to add a sender to the whitelist. See Add Sender to Whitelist. Drag and drop or select.csv file for upload to the Sender Whitelist Export all your listed senders as.csv file The Query Rules panel allows you to search for existing whitelisted senders. Once you have set up your query rules, click on Show Results to display all matching senders. If you do not use any of the Query Rules, clicking on Show Results will display a list of all whitelisted senders. Add new query rules as required using the + New rule link. Group results by Columns to be displayed Show results Choose if you want to group results by Domain, Local-part, Sender flag, Address or leave the default No grouping. Customise which columns you want to be displayed. Displays matching results When you click on Show results to display matches you can perform the following actions on individual or multiple existing whitelisted senders: Edit Remove Export as.csv

156 Add Sender to Whitelist 1. Click on Add whitelist sender to open the dialog: 2. If you are accessing this from the Admin Level, the Domain dropdown is displayed. Select the relevant domain. 3. If accessing from the Domain Level the Local-part field is displayed. Specify the local-part of a particular recipient here, or leave blank to apply to the whole domain. 4. Choose which address you want to apply by selecting from the following Sender Flags: Apply to Envelope Sender - The SMTP Envelope from address Apply to From: Address - The MIME message address Apply to both 5. In the Address field, enter the address of the sender you want to whitelist. 6. Click on Save to add the sender to the whitelist. Manage Sender Whitelist - Level Incoming mail received from senders listed in the Sender Whitelist will always be accepted into the mailbox of the logged in user. 1. In the Level Control Panel, click on Whitelist/Blacklist - Sender whitelist. 2. Click on Add whitelist sender. 3. The Add whitelist sender dialog is displayed: 4. Choose which address you want to apply by selecting from the following Sender Flags: 5. Apply to Envelope Sender - The SMTP Envelope from address Apply to From: Address - The MIME message address Apply to both 6. In the Address field, enter the address or domain you want to whitelist. 7. Click Save

157 Any messages sent from this whitelisted sender will now be accepted into the logged in user's mailbox. Manage Recipient Whitelist Incoming mail sent to recipients listed in the Recipient Whitelist will always be allowed. Be careful which recipients you whitelist. This is generally not intended for normal mail recipients as this will allow ALL mail to reach the recipient's mailbox unfiltered. This is primarily used for addresses, addresses or any address that should not have filtering (for example, an address used to send outbound abuse reports to). This can be used when you want to filter a whole domain, but some users have no filtering (they are upselling). These users should be added to the recipient whitelist so that all including spam is delivered. In the Admin Level or Domain Level Control panel, select Whitelist/Blacklist > Recipient whitelist. The Recipient Whitelist page is displayed: There are three tabs available: Recipient Whitelist - Domain - This tab allows you to manage the recipient whitelist for your domain. You can add, import and export. Recipient Whitelist - Admin - Anything applied on this tab applies to all domains underneath this one. You can add, import and export. This tab is only available at the Admin level. Recipient Whitelist - Default - In this tab you can view/export any default whitelisted recipients set up at the super admin level. In the Domain and Admin tabs, the following options/fields are available:

158 Option/Field Add whitelist recipient Import recipients from CSV Export recipients as CSV Query Rules Description Click to add a recipient to the whitelist. See Add Recipient to Whitelist. Drag and drop or select.csv file for upload to the recipient whitelist Export all your listed recipients as.csv file The Query Rules panel allows you to search for existing whitelisted recipients. Once you have set up your query rules, click on Show Results to display all matching recipients. If you do not use any of the Query Rules, clicking on Show Results will display a list of all whitelisted recipients. Add new query rules as required using the + New rule link. Group results by Columns to be displayed Show results Choose if you want to group results by Domain, Local-part, or leave the default No grouping. Customise which columns you want to be displayed. Displays matching results When you click on Show results to display matches you can perform the following actions on individual or multiple existing whitelisted recipients: Edit Remove Export as.csv Add Recipient to Whitelist You can do this from the Admin and Domain Level Control Panels. 1. Select Whitelist/Blacklist > Recipient whitelist and click on Add whitelist recipient to open the dialog. 2. If accessing from the Admin Level, select the domain that the recipient belongs to. 3. Enter the local-part of the recipient's address. To whitelist all recipients (ie. filter no mail) enter * in the Local-part field. 4. Click Save. The recipient is added to the whitelist

159 Manage Sender Blacklist Incoming mail received from senders listed in the Sender Blacklist will always be blocked. In the Admin Level, Domain Level or Level Control panel, select Whitelist/Blacklist > Sender blacklist. The Sender Blacklist page is displayed: There are three tabs available: Sender Blacklist - Domain - This tab allows you to manage the sender blacklist for your domain. You can add, import and export. Sender Blacklist - Admin - Anything applied on this tab applies to all domains underneath this one. You can add, import and export. This tab is only displayed at the Admin level. Sender Blacklist - Default - In this tab you can view/export any default blacklisted senders set up at the super admin level. If you are accessing as an user there are no tabs - just the main page. In the Domain and Admin tabs, the following options/fields are available: Option/Field Add blacklist sender Import senders from CSV Export senders as CSV Description Click to add a sender to the blacklist. See Add Sender to Blacklist Drag and drop or select.csv file for upload to the Sender Blacklist. Export all your listed senders as.csv file

160 Option/Field Query Rules Description The Query Rules panel allows you to search for existing blacklisted senders. Once you've set up your query rules, click on Show Results to display all matching senders. If you don't use any of the Query Rules, clicking on Show Results will display a list of all blacklisted senders. Add new query rules as required using the + New rule link. Group results by Columns to be displayed Show results Choose if you want to group results by Domain, Local-part, Sender flag, Address or leave the default No grouping. Customise which columns you want to be displayed. Displays matching results When you click on Show results to display matches you can perform the following actions on individual or multiple existing blacklisted senders: Edit Remove Export as.csv Add Sender to Blacklist 1. Click on Add blacklist sender to open the dialog:

161 2. If you are accessing this from the Admin Level, the Domain dropdown is displayed. Select the relevant domain. 3. In the Local-part field, you can specify the local-part of a particular recipient here, or leave blank to apply to the whole domain. 4. Choose which address you want to apply by selecting from the following Sender Flags: Apply to Envelope Sender - The SMTP Envelope from address Apply to From: Address - The MIME message address Apply to both 5. In the Address field, enter the address of the sender you want to blacklist. 6. Click on Save to add the sender to the blacklist. Manage Sender Blacklist - Level Incoming mail received from senders listed in the Sender Blacklist will always be rejected. In the Level Control Panel, click on Whitelist/Blacklist - Sender blacklist. The Sender Blacklist page is displayed: Add Sender to Blacklist You can add multiple senders to the blacklist by uploading a CSV file or you can add senders manually. To add a sender manually: Enter the Sender address or domain in the Sender field and click on Add. Manage Recipient Blacklist Incoming mail sent to recipients in the Recipient Blacklist will always be blocked. In the Admin Level or Domain Level Control panel, select Whitelist/Blacklist > Recipient blacklist. The Blacklist recipients page is displayed:

162 There are three tabs available: Recipient Blacklist - Domain - This tab allows you to manage the recipient blacklist for your domain. You can add, import and export. Recipient Blacklist - Admin - Anything applied on this tab applies to all domains underneath this one. You can add, import and export. This tab is only available at the Admin Level. Recipient Blacklist - Default - In this tab you can view/export any default blacklisted recipients set up at the super admin level. From the Admin Level Control Panel you will see all three tabs. From the Domain level you will only see the Domain and Default tabs. In the Admin and Domain tabs, the following options/fields are available: Option/Field Add blacklist recipient Import recipients from CSV Export recipients as CSV Description Click to add a recipient to the blacklist. See Add Recipient to the Blacklist. Drag and drop or select.csv file for upload to the recipient blacklist Export all your listed recipients as.csv file

163 Option/Field Query Rules Description The Query Rules panel allows you to search for existing blacklisted recipients. Once you have set up your query rules, click on Show Results to display all matching recipients. If you do not use any of the Query Rules, clicking on Show Results will display a list of all blacklisted recipients. Add new query rules as required using the + New rule link. Group results by Columns to be displayed Show results Choose if you want to group results by Domain, Local-part, or leave the default No grouping. Customise which columns you want to be displayed. Displays matching results. When you click on Show results to display matches you can perform the following actions on individual or multiple existing blacklisted recipients: Edit Remove Export as.csv Add Recipient to the Blacklist You can do this from the Admin and Domain Level Control Panels. 1. Select Whitelist/Blacklist > Recipient blacklist and click on Add blacklist recipient to open the dialog. 2. Click on Add blacklist recipient to open the dialog: 3. If accessing from the Admin Level, select the domain that the recipient belongs to

164 4. Enter the local-part of the recipient's address. 5. Click Save. The recipient is added to the blacklist. Manage Outgoing Sender Blacklist Outgoing mail sent from senders listed in the Sender Blacklist will always be blocked. In the Admin Level and Domain Level Control Panel, select Whitelist/Blacklist > Outgoing sender blacklist. The Outgoing Sender Blacklist page is displayed: There are two tabs available. The Domain senders tab allows you to manage the blacklist senders for your domain(s). The Default senders tab allows you to view/export any default blacklist senders set up at the super admin level. In the Domain senders tab, the following options/fields are available: Option/Field Add blacklist sender Import senders from CSV Export senders as CSV Description Click to add a sender to the blacklist. See Add Outgoing Sender to Blacklist Drag and drop or select.csv file for upload to the Sender Blacklist. Export all your listed senders as.csv file

165 Option/Field Query Rules Description The Query Rules panel allows you to search for existing blacklisted senders. Once you've set up your query rules, click on Show Results to display all matching senders. If you don't use any of the Query Rules, clicking on Show Results will display a list of all blacklisted senders. Add new query rules as required using the + New rule link. Group results by Columns to be displayed Show results Choose if you want to group results by Domain, Local-part, Sender flag, Address or leave the default No grouping. Customise which columns you want to be displayed. Displays matching results When you click on Show results to display matches you can perform the following actions on individual or multiple existing blacklisted senders: Edit Remove Export as.csv Add Outgoing Sender to Blacklist 1. Click on Add blacklist sender to open the dialog:

166 2. If you are accessing this from the Admin Level, the Domain dropdown is displayed. Select the relevant domain. 3. In the Local-part field, you can specify the local-part of a particular recipient here, or leave blank to apply to the whole domain. 4. Choose which address you want to apply by selecting from the following Sender Flags: Apply to Envelope Sender - The SMTP Envelope from address Apply to From: Address - The MIME message address Apply to both 5. In the Address field, enter the address of the sender you want to blacklist. 6. Click on Save to add the sender to the blacklist

167 Webinterface Users The system's Webinterface users are users who have been set up with login credentials so they can access Mail Assure. There are three different types of webinterface user: Admin - Admin users can access the Admin Level Control Panel and from here can also access the Domain and Level Control Panels. The Admin user can manage other Admin users as well as Domain and users. Domain - The Domain user for a domain can access the Domain Level Control Panel. The Domain user can manage users. - users can access their Level Control Panel. They cannot manage any users. What do you want to do? Manage Admin Users Manage Domain Users Manage Users Manage Permissions Manage Admin Users Only Admin users with the appropriate access rights can add and manage other Admins. In the Admin Level Control Panel, click on Webinterface users > Manage Admins. The Manage Admins page is displayed:

168 In this page you can carry out the following tasks: Add - Add an Admin or add multiple Admins by uploading a CSV file. See Add an Admin User. View overview of bandwidth usage per Admin. The dropdown alongside each Admin user provides the following options: Edit - Edit the Admin Delete - Delete the Admin Login as user - Log into the system as this Admin Enforce 2FA - Enforce 2FA for this Admin. Move admin - Move this Admin to another domain Show sub-admins for this user - Show all Admins that this user has created (Admins created by an Admin or Sub-Admin become Sub-Admins of the user who created them). Add an Admin User To create a Admin user you must be an Admin user and have the permission to add other Admin users. 1. Log into Mail Assure. 2. In the Admin Level Control Panel, click on Webinterface users > Manage admins. You can add multiple users using the Upload CSV file link or add each user individually. 3. To add users individually, click on Add to open the New admin creation page. The following Fields/Options are available: Field/Option Username Description The user's username

169 Field/Option Password/Confirm password Status Allow sub-admins Allow actions on outgoing spam messages Allow control panel API usage Available products Protection for archived messages Description The user's password. The user's address. Active - Activates the user so they can access the system. Inactive - Inactivates the user so that they cannot access the system. Allow - The user can create sub-admins. Deny - The user cannot create sub-admins. Default - The user inherits the properties of the parent Admin user. Allows the user to act on outgoing spam messages found in the Outgoing Log Search e.g. Release, Train spam, Train not spam. Allows the user to execute any of the API calls listed in the Control Panel API Calls page - see View Control Panel API Calls. Choose which products the user can access (Incoming mail, Outgoing mail, Archiving) and whether they have access to the Private label area of the application in which branding can be customized. Active - The user will not be able to view/export archived message content unless they authenticate at level and are viewing their own messages. When Active, subadmins cannot over-ride this. Inactive - The user will be able to view/export all other user's archived message content

170 Field/Option Domain's Limit Description How many domains this admin can add. If you want to limit the number to two domains, then you can set the limit to 2, otherwise use 0 for unlimited domains. The limit is shared with your own limit. For example, if your license is of 20 domains, you cannot set the limit to 0 for a Sub-admin. You can set it to 20, however this means that you will be unable to add domains on your Admin account and all new added domains will be attributed to the Sub-admin account. 4. Enter the user details and click Save. Manage Domain Users Currently, only one user can be created per domain and only Admin users can manage Domain users In the Admin Level Control Panel, select Webinterface users > Manage Domain Users. The Manage domain users page is displayed:

171 If you already have a domain user per domain, you cannot add any others. If there are no domain users for a domain, click Add to add one or Upload CSV file - see Add a Domain User. Add a Domain User To create a user who can access their own Domain Level Control Panel, manage their own domain specific settings and use the system to view their domain's spam and access their s in the event their server is offline or unavailable: 1. Log into Mail Assure. 2. In the Admin Level Control Panel, click on Webinterface users > Manage domain users. You can add multiple users using the Upload CSV file link or add each user individually. 3. To add users individually, click on Add to open the New domain user creation page. 4. Select the domain you want the user to access/manage. 5. Enter the user's Password and address. 6. Ensure the Status is set to Active. 7. Click Save. Tip - To access the system, the Domain user must use their domain name in the Username field and the Password entered here when logging in. You can only create one Domain user per domain

172 Manage Users In the Admin Level or Domain Level Control Panel, click on Webinterface users > Manage users. The Manage users page is displayed. In this page you can carry out the following tasks: Set up LDAP authentication - See Set up LDAP Authentication. Add - Add an user or add multiple users by uploading a CSV file. View overview of bandwidth usage per user. The dropdown alongside each Admin user provides the following options: Edit - Edit the user. Delete - Delete the user. Login as user - Log into the system as this user. Enforce 2FA - Enforce 2FA (Two-Factor Authentication) for this user

173 Add an User To create a user who can access their own Level Control Panel, perform a log search, view their incoming delivery queue and Quarantine settings and access their s in the event the mail server is offline or unavailable: 1. Log into Mail Assure. 2. In the Admin Level or Domain Level Control Panel, click on Webinterface users > Manage users. You can add multiple users using the Upload CSV file link or add each user individually. 3. To add users individually, click on Add to open the New user creation page. 4. Select the domain you want the user to access/manage. 5. Enter the local part of the Username. (The domain is already entered). 6. Enter and confirm the Password. 7. Ensure the Status is set to Active if you want the new user's login credentials to work. 8. Click Save. Set up LDAP Authentication You can only set up LDAP Authentication for Level users from the Domain Level Control panel. 1. In the Domain Level Control Panel, select Webinterface Users - Manage Users. The Manage users page is displayed:

174 2. Click on LDAP authentication at the top of the page, to expand the LDAP section:

175 The following settings are available:

176 Setting Description Authentication mode AD - Windows Active Directory LDAP - Select this for LDAP authentication Domain controller Security protocol Bind DN Search base In the format server:port (must be open in firewall to accept connections). The type of security used on the connection - usually None or TLS. This is where Mail Assure should search for the username. This should be the folder or folder above, where all the users are contained. This is the LDAP/AD value which the service will look for at login time. i.e. if the user enters john@domain1.com, the service will send 'john' to the server for authentication. The value entered here should contain the value 'john' to be able to authenticate this user. If the was john.brown@domain1.com, the username would need to be 'john.brown' to work. The domain at login time is just to identify the domain's configuration to use, and the local part is what is sent to the server to authenticate. Note - Alias addresses will not work for login. 3. Once you have entered the required details, click on Save. Manage Permissions The Manage Permissions page allows you to manage Mail Assure access permissions for Domain and Users. If you are accessing the page from the Admin Level Control Panel, you can manage permissions for both Domain and Users. Alternatively, if you are accessing the Manage Permissions page from the Domain Level Control Panel you can only manage permissions for users

177 You can decide which features they can access from each of the panels in the Dashboard (e.g. Incoming, Outgoing, Archive, Server etc.) by enabling/disabling the GET, POST, PUT and DELETE actions alongside each feature as required, where: GET - View data POST - Create new entries PUT - Edit existing entries DELETE - Delete entries To access the Manage permissions page: In the Admin Level or Domain Level Control Panel, select Webinterface users > Manage permissions. Manage User Settings In the User Settings page you can manage the system's global user settings. In the Admin Level Control Panel, click on Webinterface users > User settings: Password Policies Configure your password policies for webinterface users. The following settings will be enforced when passwords for new users are first set or when users' passwords are updated: Minimum number of characters Minimum number of digits Minimum number of lowercase characters Minimum number of uppercase characters Minimum number of punctuation characters Allow spaces: Yes/No Allow common passwords: Yes/No Allow dictionary words: Yes/No Click on Save to save your changes

178 Others The Others panel contains a variety of miscellaneous tools: What do you want to do? Manage Your Admin User Profile Manage Your Domain User Profile Manage your User Profile Compose Network Tools Manage Your Admin User Profile When you are logged in as an Admin user, the User profile page allows you to perform the following: Change your password - You need your old password in order to do this. Change your address. Activate/inactivate the feature preview option - When activated you can see any new features which are in preview mode (not yet released). Activate/inactivate the advanced whitelist/blacklist custom filtering rules. By activating the 'Use advanced custom filtering rules' option you access the advanced page when creating a new custom whitelist or blacklist filtering rule. If this setting is Inactive the simple page is displayed. For more information, see Add an Incoming Whitelist Filtering Rule, Add an Incoming Blacklist Filtering Rule or Add Outgoing Blacklist Filtering Rule. Configure two step authentication. Enable notification when your account is accessed from a new location or IP address. From the Admin Level Control Panel, select Other > User profile

179 Manage Your Domain User Profile When you are logged in as a Domain user, the User profile page allows you to perform the following: Change your password - You need your old password in order to do this. Change the Domain user address

180 Activate/inactivate the feature preview option which shows upcoming system features Activate/inactivate the advanced whitelist/blacklist custom filtering rules. By activating the 'Use advanced custom filtering rules' option you access the advanced page when creating a new custom whitelist or blacklist filtering rule. If this setting is Inactive the simple page is displayed. For more information, see Add an Incoming Whitelist Filtering Rule, Add an Incoming Blacklist Filtering Rule or Add Outgoing Blacklist Filtering Rule. Configure two step authentication Enable notification when your account is accessed from a new location or IP address. From the Domain Level Control Panel, select Other - User profile

181 Manage your User Profile The User Profile page allows you to manage your profile settings. From the Level Control Panel, select Other - User profile. The User's profile page is displayed: From this page you can perform the following tasks:

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