Introduction modusgate s WebQuarantine is a web application that allows you to access and manage your email quarantine. This user guide walks you through the tasks of managing your emails using the WebQuarantine application. The tool bar at the bottom of this user guide enables you to show/hide the table of contents, create custom bookmarks on select pages, print the document, and select text from the document to copy/ paste. Logging in To login to WebQuarantine: 1 Open your Internet browser and enter the address (URL) as provided by your email administrator. 2 Enter your Email Address and Password. 3 (Optional) Select a Language from the dropdown menu. The language you choose will apply to both the WebQuarantine display and the Quarantine Reports (if used by your organization). 4 (Optional) Check to enable Remember me. 5 Click Login. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 1
The interface The main interface is composed of a quick access icons, the email list and an email content panel. Manage lists The WebQuarantine loads your email list and allows you to build the block and trust sender lists: Button Description Refresh: Refreshes the message list. Block Sender: Prompts you to add senders to the blocked list. See Blocked Senders on page 4. Trust Sender: Prompts you to add senders to the trusted list. See Trusted Senders on page 5. Search: Searches the message list for the requested search text. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 2
Manage your quarantined mail The Quarantine view provides the name of the sender, the subject of the messages and any attachments. Scroll down the email messages to see each message contents in the lower panel. Click on one of the headings to switch between ascending and descending sort orders. Click select a message in the list when applying Message actions. To select multiple messages click Shift/Ctrl + click, or click + drag. Message actions Check to select the messages in the message list and click one of the following icons: Icon Description Release Messages: Releases a message that was previously quarantined (false positive). Released messages are sent to your Inbox. Release and Report Messages: Click this option too release the message and report it to Vircom. A copy of the message is sent to Vircom for the purpose of changing the filters to prevent it from quarantined again. Note 1: You can only release or release-and-report one message at a time. Note 2: Messages that contain dangerous content, such as attachments, viruses or phishing, cannot be released. Click to add false positive messages (senders email address), to the Trusted Sender list. This prevents future messages from this email address from being quarantined. Click to add the senders email address, to the Blocked Sender list to ensure that all future messages from this email address are automatically quarantined. Empties the folder and purges the entire Quarantine content. Deletes the selected message and permanently removes it from Quarantine. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 3
Message categories Quarantined spam is filtered into 8 categories which makes identifying their content easier. Additional categories include Virus, Phishing and Forbidden Attachment. A forbidden attachment is a type of file that your system administrator has identified as a possible threat. Blocked Senders You can add and manage email addresses and domains in your Blocked Senders List: In Preferences, choose how you want messages from blocked senders to be handled: Delete message immediately Block message into Quarantine Tag and let message pass through: messages are delivered to your Inbox with a tag or label in the subject line identifying it as coming from a blocked sender. This option is useful if you use rules in your email client (e.g. Outlook, etc.) to filter messages based on subject contents. In Add a sender In the Email: field, enter an email address (e.g. Jeff@abc.com), or In the Domain: field, enter a domain name (e.g. abc.com) Click Add to enter the address All email addresses from abc.com will always be blocked (unless you have specific email addresses from this domain in your Trusted Senders List) Use the Blocked Senders List to select and delete an entry. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 4
NOTE It might take a few minutes for the changes to take effect.your email administrator may also add addresses to the Blocked Senders List. These addresses will appear under the Server Blocked Senders List and cannot be deleted. Trusted Senders You can add and manage email addresses and domains in your Trusted Senders List: In Add a sender In the Email: field, enter an email address (e.g. Jeff@abc.com) Click Add to enter the address Email addresses from abc.com will always be delivered to your Inbox (unless you have specific email addresses from this domain in your Blocked Senders List) Use the Trusted Senders List to select and delete an entry. NOTE It might take a few minutes for the changes to take effect.your email administrator may also add addresses to the Trusted Senders List. These addresses will appear under the Server Trusted Senders List and cannot be deleted. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 5
Account Options Click on your email address displayed to the right side of the onterface to drop-down a list of account, email and report options. Preferences This page enables you to set your display preferences Language: sets the preferred language for both the WebQuarantine interface and the Quarantine Reports. Time Zone: Sets the time zone to display message arrival according to your local time. If you travel, you can change this setting so that your message time stamp reflects the new time zone. Number of Messages Displayed per Page: Enter the number of messages to be displayed per page. Settings and Email Filtering Select More to display the email filtering options. You can turn the email filters on or off and modify the scanning level used to check incoming email for spam, viruses and forbidden attachments. NOTE icon. You might not have permission to change some settings; blocked items are indicated by a lock COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 6
Spam Preferences: configure how WebQuarantine handles email identified as spam: Delete message immediately: you will never be able to review messages identified as spam Block message into Quarantine: you will be able to view the content and, optionally, release the message to your Inbox Tag and let message pass through: you will receive quarantined email with a message in the subject line identifying it as possible spam Spam Filter Level: Disabled: spam filtering is turned off Normal: provides basic spam filtering; traps the most commonly-seen messages Strong: advanced spam filtering; is slightly more aggressive than the Normal level Extreme: will block the most messages, but can occasionally result in false positives Virus Preferences: configure how WebQuarantine handles email containing viruses ( these options may be blocked by your system administrator): When a message is filtered: Delete message immediately: you will never be able to review messages identified as spam Block message into Quarantine: you may be able to view the content (in text form only); links and other dangerous content are not clickable COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 7
Virus Scanning Level: Normal: turns virus filtering on Disabled: turns virus filtering off Notifications This feature will send notification messages when email contains a virus. Use this feature with caution because viruses are spread by hijacking email addresses found in victims address books, so the sender address listed in the From: field may not be the actual sender of the message. Due to this issue, the notification features are often blocked. Senders receive notification: advises senders that they sent an email message containing a virus Recipients receive notification: advises recipients that they have an email message containing a virus in their Quarantine Phishing Messages with phishing content are treated like viruses: they can only be quarantined or deleted. Only Administrators can release these messages. Phishing Scanning Level: Disabled: filtering is turned off Normal: provides basic filtering; traps the most commonly-seen messages Strong: advanced filtering; is slightly more aggressive than the Normal level Extreme: will block the most messages, but can occasionally result in false positives Forbidden Attachments A forbidden attachment is a file type that could pose risks to the system. For example, a file with a.vbs extension is commonly used to spread computer viruses via email. Forbidden Attachments are defined by the email administrator. Like viruses and phishing, messages containing dangerous attachments can only be quarantined or deleted. Scanning Level: Disabled: filtering is turned off Normal: provides basic filtering; traps the most commonly-seen messages Strong: advanced filtering; is slightly more aggressive than the Normal level Extreme: will block the most messages, but can occasionally result in false positives NOTE You can change the scan level but you cannot define which file types are considered forbidden. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 8
Language Filter Preferences: Delete message immediately Block message into Quarantine Tag and let message pass through: messages are delivered to your Inbox with a tag or label in the subject line identifying it as possible foreign language spam Spam categories Scroll down the Settings page to set the spam categories and languages. Foreign Language Selection Select the foreign languages to block and configure what will happen to the filtered email. Select language content to block: Scroll down the list of languages Click on >> to add language(s) to the Blocked Languages list Click on << to remove language(s) from the Blocked list The accuracy of this filter depends on the amount of text in the message body: a higher number of characters (e.g. more than 256) ensures better accuracy. Adding Unrecognizable to the blocked list may cause false positives. Aliases You can create alternative names for your email account. For example, you can create a Sales alias for your email account and all mail addressed to Sales@abc.com will be delivered to your Inbox. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 9
Aliases Enter the name of the alias in the Alias field (e.g. Sales) Click on Add Select the name(s) to delete and click Delete Quarantine Reports WebQuarantine can be configured to email you Quarantine Reports at regular intervals (typically, once a day). The Quarantine Report is delivered to your Inbox. You will only receive a Quarantine Report if you have messages in Quarantine at the time the system generates the reports. The settings here allow you to control how often the report is sent and what it contains COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 10
: Set Report Schedule: Never send report: disables the report feature Send every: use the dropdown menus to select the frequency of the report (in weeks, days, hours) Select Report: If your administrator has created quarantine report themes, you can select them from this setting Set Report Content: Select to receive All quarantined items or Only new items since last report Select items to be reported: By default, all message types are reported: Spam, Phishing, Statistics, Viruses and Forbidden Attachments Spam probability levels: (used to help highlight messages that may likely be considered False Positives): Low = messages need your attention (these are probably spam but may contain false positives) Medium = good probability of spam High = very high probability of spam COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 11
Show these message details in report (as column headings): The selectec items will appear as column headings Select from: File Types (e.g. spam types, phish, virus, attachment types), Date, From, Size and Expiry The image below shows the Quarantine Report that gets sent to your email Inbox:. The report contains the same message controls as WebQuarantine: Release, Release and Report, Trust or Block Senders, Delete and Delete all (or Empty). Logoff Click Logoff to exit the WebQuarantine application. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 12
Glossary Alias An alternative name for a mailbox (not a forwarding address). Example: mail can be sent to John.Smith@abc.com or the alias Johnny@abc.com. Auto-Reply An email message that is automatically sent in response to email received. BCC Blind Carbon Copy. Recipient(s) in this list on an email are not displayed and are not visible to the direct or carbon-copied recipient(s) of an email. Blacklists / Blocked List List of email addresses or domains from which messages are not accepted. Browser Application that allows you to access the Internet. Examples are Internet Explorer, Chrome, Firefox, Opera and Safari. CC (Carbon Copy) CCd recipients of an email message are not the primary recipients and their involvement is usually for informational purposes only. Content Filtering Email scanning of plain text for key phrases and the percent of HTML, images and other indications that the message is spam. Domain A group of computers on a network that share a common address (e.g. abc.com). False Negative Spam that has not been detected by a spam filter and is delivered to your Inbox as legitimate email. False Positive Occurs when legitimate mail is incorrectly identified by a spam solution and is not delivered to a mail inbox. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 13
ISP Internet Service Provider. A company that provides access to the Internet. Phishing A scam that uses spam to deceive people into disclosing their credit card numbers, bank account information, passwords and other sensitive information. Phishers often masquerade as trustworthy or well-known businesses. Quarantine Contains mail that has been blocked because of suspicious content, viruses or forbidden attachments. Quarantine Report A report of the email messages that have been quarantined because of suspicious content, viruses or forbidden attachments. Server A computer that provides services to other computers. Examples include mail servers (access to email software) and Web servers (access to the Internet). Spam Unsolicited, bulk email. Also known as junk mail. Spoof In the context of network security, a spoofing attack is a situation in which a person or program successfully masquerades as another by falsifying data. An example is phishing, where phishers spoof legitimate Web pages (such as a bank's). Trusted Sender List List of email addresses or domains from which all messages are accepted, unless the message contains a virus threat. URL Universal or Uniform Resource Locator. An Internet address used by Web browsers to access a specific site. Example: www.google.com. COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 14
Virus Any piece of code that replicates and executes itself. Viruses usually deliver a piece of malicious code that carries out a destructive operation on the host machine. Whitelists See Trusted Sender List on page 14 COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 15
COPYRIGHT 2014 BY VIRCOM INC. ALL RIGHTS RESERVED. 16