Installation guide for ChoiceMail Enterprise Edition When Installing On The Same Server As: Microsoft s Exchange 2000 & 2003 Mail Servers May, 2004 Version 2.5.2
Table of Contents Page Downloading and Running the ChoiceMail Enterprise Installer 3 Configuring the ChoiceMail Enterprise Servers 10 Setting up user accounts in ChoiceMail Enterprise 16 Configuring your Microsoft Exchange 2000 Mail Server AND Starting the ChoiceMail Enterprise Servers 21 Logging into ChoiceMail Enterprise Via Web Browser 27 Entering in your Usercode and Key into ChoiceMail Enterprise 35 ChoiceMail s Administrative Login Guide 38 Troubleshooting ChoiceMail Enterprise 51 ChoiceMail Enterprise Technical Support (321) 206-6175 2
Downloading and running the ChoiceMail Enterprise Installer Please visit this URL to download the installer. You might find it convenient to save it on your desktop so you can find it more easily. A. http://www.digiportal.com/files/download/cmenterpriseinstaller.exe CMEnterpriseInstaller.exe Screen 1 1. Click Next 3
Screen 2 2. Enter your name and the company for which ChoiceMail Enterprise is being installed. Click Next. 4
Screen 3 3. This is a confirmation screen. If any of the information is incorrect simply click Back other wise click on the Next button to proceed. 5
Screen 4 4. This is the default area where ChoiceMail will install, if you wish to have ChoiceMail installed on another drive, i.e. for back up purposes, click on Browse and choose the desired location. Once you have made your selection click Next button to proceed. 6
Screen 5 5. This is a confirmation screen letting you know that you are about to install ChoiceMail Enterprise. Click Next to proceed or Back if you need to make more changes 7
Screen 6 6. This shows you the status and progress of the installation of ChoiceMail Enterprise. Screen 7 Screen 8 7. You should see two instances of Services installed successfully, however, they may have flashed by very quickly. Click OK as each one comes up. 8
Screen 9 8. Click Finish to complete the installation of ChoiceMail Enterprise. Screen 10 9. Click Yes to configure ChoiceMail Enterprise. You can also access ChoiceMail s Control Panel by clicking on the shortcut on your desktop. Configure ChoiceMail Enterprise.lnk 9
Screen 1 Configuring the ChoiceMail Enterprise Servers 1. This is the main ChoiceMail Enterprise Control Panel. A. Click the upper Server Setup under ChoiceMail Server. 10
Screen 2 2. This is the General Tab and these are the default settings. Normally you will not need to change anything on this dialog. 11
Screen 3 3. This is the Options Tab: Except for the items listed below please use the current Default settings. A. POP Server Mailbox Default Path: I. If you wish to change the location of where ChoiceMail stores the users mailbox simply click on the folder with the magnifying glass to brows for the new location. B. SMTP Settings: I. Domains for which mail is accepted: i. You MUST list ALL domains for which you are accepting mail i.e. yourdomain.com or yourdomain.net etc. Simply click the Add button and this screen will appear: ii. Type each domain name one at a time. Just the domain name i.e. choicmaildemo.com and click OK 12
Screen 4 4. Advanced Tab: All settings should be the Default settings. A. Access control i. Change Access Permissions: All settings should be the Default settings. 5. Now click OK at the bottom of this screen Setup screen to save your settings. 13
Screen 5 6. This is the main ChoiceMail Enterprise Control Panel. A. Click on the lower Server Setup under Outgoing Mail Server (SMTP) 14
Screen 6 7. This is the Outgoing Mail Server Setup screen A. Server port = 30 B. Domain = your companies domain name C. Fully qualified domain name = If you control your MX Records: this will be mail.domain.com where domain = your companies domain name. If you have an Email feed from your ISP the Fully qualified domain name will most likely be: yourmachinename.domain.com. 1. How do you know which one you have? You will need to do an nslookup. a. Open a command prompt b. After the > type: nslookup Hit the Enter key c. After the > type: set type=mx Hit the Enter key d. After the > type: your domain name Hit the Enter key e. If at the end of the first line you see: mail.yourdoman.com you have control of your MX records. f. If at the end of the first line you see: information about your ISP and at the end of the second line you see: machinename.yourdomain.com you have a Mail feed. D. DNS servers = These should already appear if not please fill them with your ISP s DNS The following settings should NOT be changed unless you consult DigiPortal first. These settings represent the Optimization of ChoiceMail s SMTP server for sending out Challenge Messages. E. Delay between mail transport attempts = between 15 minutes F. Maximum transport attempts period = 3 hours G. Maximum transport attempts (0 = no limit) = 3 H. Maximum transport threads = 64 I. Don t send undeliverable registration request notifications = Checked 8. Click on OK to save your settings 15
Setting up user accounts in ChoiceMail Enterprise Screen 1 1. Click on User Management to set up an account in ChoiceMail. 16
Screen 2 2. Click on the Add button to create a new User. Screen 3 3. Type in a username for this account. This will be the username that this user will need to type in when he/she accesses ChoiceMail. We recommend that you use the same username as their email username. 17
Screen 4 4. Your Username should already present on this screen but please fill in the following: A. Password: We recommend that the password and username be the same as what the end user has set up in their email program. B. Enabled: = Checked C. Force user to change password on logon. = your preference D. Access Level = Administrator if you are responsible for configuring ChoiceMail. Most other employees will be set up as Regular User E. Type one email address per line. = Leave this blank for now. For testing purposes send yourself an email, this is to check to see if ChoiceMail is running and passing emails to your email server with out any problems. Once that has been determined we can add in your email address and ChoiceMail will start protecting your account. F. POP 3 Email addresses = Not used in this version so please leave it blank 18
Screen 5 5. Click OK at the bottom of this screen to save your settings. 19
Screen 6 6. Click on Close. 20
Configuring your Microsoft Exchange 2000 Mail Server And Starting the ChoiceMail Enterprise Servers 1. You will need to access your Microsoft Exchange System Manager. 21
2. Exchange System Manager: A. Expand Servers and click on your mail server B. Expand Protocols C. Click on SMTP D. Right click on Default SMTP Virtual Server E. Click on Properties 22
3. General Tab: A. Click on the Advanced button B. Click on the Edit button 23
C. Change the TCP Port to 26 and click OK and OK again. 4. You will need to Stop and then Start the Default SMTP virtual server by accessing your Microsoft Exchange System Manager. 24
5. You are now ready to start both ChoiceMail Servers by clicking on the button for each server. 25
6. With the ChoiceMail servers running please send yourself a test message or if possible have someone outside your network send you an email and then check your email program to confirm that you have received it. This test is used so that you know that regardless of who is protected everyone else can still receive their email just as they did before ChoiceMail. 26
Logging into ChoiceMail Enterprise via web browser 1. Bring up a web browser and type in the IP Address or Machine Name where ChoiceMail Enterprise has been installed i.e. http://exchange:8080 or http://192.25.25.3:8080 (8080 = the default HTTP Server Port used by ChoiceMail, if you have changed this for any reasons such as a port conflict then use the port number to which you changed it.) 2. Enter in your Username and Password that you created in ChoiceMail when setting up your account under the section called: User Management. 27
3. All Users who log into ChoiceMail Enterprise will be greeted with this page; by default they will see their list of Unknown Senders. 28
4. To have ChoiceMail start protecting your email address: A. Click on the Email Addresses link on the left hand side of the screen. B. Type in your email address in the field provided. C. Click on Add to include this email address. (You MUST also enter in all aliases you own that resolve to this email address). D. Click OK at the bottom of the screen to save your settings; you will be transported back to the Senders Page. 29
5. ChoiceMail will now protect the email address(s) that you have entered and you should start to see messages appear in your Unknown Senders view. You may now send your self a test message or have someone you know send you a test message. 30
6. These are the sequence of events that take place when someone sends you an email and they are not on one of your White Lists. A. The sender is sent a Challenge Message: 31
B. The sender will click on the link: Click here to verify your identity in the email and a web page will appear asking them for specific information: Note that this webpage can be replaced by a webpage that looks like your own home page please contact our sales team for information on vanity pages. 32
C. The Sender will see this confirmation screen once they click on: Send My Request 33
D. By default ChoiceMail will Automatically approve senders who respond to a challenge. What this means is, if the sender fills out the challenge and sends it back, ChoiceMail will do the following: I. Forward the original email message from the sender to your email server to be delivered to the recipient. II. Send notice to the email recipient stating why the message was accepted III. Send a notice to the Sender that the original message was delivered. Example of the notice sent to the Recipient: Example of the notice sent to the Sender: 34
Entering in your Usercode and Key into ChoiceMail Enterprise After you have purchased ChoiceMail Enterprise you will need to enter in the Usercode and Key that we provide you, here are the steps you will need to follow: 1. Bring up the ChoiceMail Control Panel A. By clicking on the shortcut on your desktop or B. Start Menu -> All Programs C. DigiPortal Software Applications -> Configure ChoiceMail Enterprise D. Click on About 2. Click on Enter License 35
3. Enter in the Usercode and Key that we have provided you and then click on the OK button. 4. Click on Click here to close to close window. 36
5. We recommend that you run ChoiceMail Enterprise with the Control Panel Closed. Click on the Red X in the upper right hand corner of the screen to close the ChoiceMail Enterprise Control Panel. 37
ChoiceMail s Administrative Login Guide ChoiceMail provides you with an Administrative Login from which you can control Global settings and administer User Accounts all through a web interface. This gives you the ability to establish a company wide white list, black list or permission rules all of which will be applied to every users account and it will supersede that users individual settings, plus the user will never see these rules in their login. For example if you decide that your company is not going to receive mail from the xyz.com domain just add that domain to the Global Black list. It won t matter if a user has xyz.com on their white list they will never receive mail from that domain. Of course the system works the same in reverse, you can add domains to the Global White list and you don t have to worry about users either not having that domain on their accepted white lists or blocking it. Just like the web address you used to log into ChoiceMail as you were setting it up, you will use the same address however we will be adding /admin_login.html, so it should look something like this: http://choicemailserveriporname:8080/admin_login.html If you changed the HTTP server port connection in ChoiceMail from 8080 to some other port then use that other port in place of 8080 in the URL. 38
Screen 1 1. ChoiceMail s Administrative Login Screen: Your User Name and Password is exactly the same as the one you used when you first logged into ChoiceMail. When originally setting up your account in ChoiceMail you should have chosen your Access Level to be Administrator, if you are not able to access the next page please go back and make sure that you have set yourself as an Administrator and you have the correct Username and Password. 39
Screen 2 2. This is the Global Black List and White List screen. From this screen you can view either the email addresses that you have on your Global Black List (X) or the email addresses that you have on your White List (a). 40
Screen 3 3. From the Approve another global sender screen, you can continue to build your White List by typing in an individual s email address and either enters in their name or description. This isn t the most efficient way of building a White List but you are able to add in individual accounts if you like. 41
Screen 4 4. The Reject another global sender screen is much like the screen above but this is where you would enter in email addresses that you wish to Black List. It is important to note that there is no way to upload a Black List to ChoiceMail because there is no need. ChoiceMail will block everything that either isn t on a White List or for which a Permission rule hasn t been written to let it in. We DO NOT recommend that you add email addresses to the Black List unless you know the actual source of the email. Almost all spam email addresses are bogus and rarely repeated and adding them to ChoiceMail will not decrease the amount of Unknown Senders you receive 42
Screen 5 5. To add a domain to the Accepted domains list simply type it into the box and click Add. Please keep in mind that you should be careful about adding domains to your accepted list because this does expose that domain to abuse if a spammer uses one of these domains to gain access. However most personal or company domains are probably safe so if your company does business with another entity on a regular basis just enter in their domain and all email from their company will pass through ChoiceMail with out a Challenge. 43
Screen 6 6. Permission rules allow you to either let mail in or keep mail out based on content. Because ChoiceMail already blocks all mail coming in if not on one of your White Lists, permission rules are often used to create exception where mail is allowed through without being challenged. Many times the sales department of a company would like to cut down on the number of potential customers being challenged yet still be protected from spam. To do this it is a good idea to try to create a permission rule that looks for key words that may appear in a typical email from a potential customer. 44
Screen 7 7. For example to create a new rule for the sales department: A. Rule Name : Simply type in a name for your rule, in this case Sales Rule B. Rule Condition: Is where you tell ChoiceMail in what part of the email to look, in this case we have chosen the Subject line. C. Next you need to type in what words or phrases you would like ChoiceMail to look for in the subject line. We have chosen Price Quote, Widgets and Sales Catalogue. As you can see each word or phrase MUST be entered on a separate line. 45
D. Rule Condition Logic: This is where you tell ChoiceMail if all the words or phrases must be present in the email or just some, we have chosen to Match any of the conditions where if one of the words or phrases. E. Rule Action: Once ChoiceMail has determined that at least one of the words or phrases is present in the Subject line, we need to tell ChoiceMail what we want to do with the email; in this case we have chosen to accept the email. So this email will pass through ChoiceMail on to its intended recipient with out the sender ever being sent a challenge message. F. Automatically Respond to Sender: You can choose to create a message that will be sent to the sender letting them know that their message has been received. Here we have already created one that sends out a Thank you note to the sender. G. To save your rule simply click OK at the bottom and your rule will be in place. Screen 8 8. Your rules will appear here and as you add new ones you can move them around based on which order you would like ChoiceMail to consider them. 46
Screen 9 9. You can create many Global Notifications and assign them to the various rules that you have created. Simply type in a Name for the notification and click on Add. Next type in the text you would like to send back to the sender. 47
Screen 10 10. By clicking on Show Preview you can see the message that will be sent back to the original sender. In this case this message will be attached to our Sales Rule and if an email comes in that matches our rules conditions this notice will be sent back. 48
Screen 11 11. If you would like to create a Global White List you can export everyone s contact lists to a.csv file and import it here. So rather then just importing an individuals contact list just to their ChoiceMail account where only they will receive the benefit of it, import all users contacts lists here and everyone will start out with a much larger list. This is also beneficial in that if you have a customer who deals with more then one person in your company you do not have to worry about them getting multiple challenge messages every time he sends an email to someone new within your company. 49
Screen 12 12. The Spam-O-Meter shows you the total amount of spam and valid messages that are being sent to the users that are set up in ChoiceMail. Screen 13 13. Account settings lets you change the amount of time of inactivity you are permitted before ChoiceMail logs you out of the web interface. 50
Trouble Shooting ChoiceMail Server Not Installed : 1. If you see this ERROR or Outgoing Mail Server not installed, this simply means that during installation one of the servers was not installed. To rectify this please do the following: i. Double click on the Hard Drive where you installed ChoiceMail Enterprise, by default this will be the C: drive unless you have chosen another location. ii. Double click on Program Files iii. Double click on DigiPortal Software iv. Double click on CM Enterprise v. Find a file called and then double click on it. vi. You should get 2 notices that Service uninstalled successfully. vii. You may have to click OK as each one comes up. viii. Find a file called installsvc.cmd and double click on it. ix. You should get 2 notices that Service installed successfully x. You may have to click OK as each one comes up. 51
ChoiceMail Server Will Not Start: 2. If clicking the Play button for ChoiceMail server displays Start Pending and then Stopped the typical cause is a port conflict. i. Under ChoiceMail Server click on Server Setup. ii. General Tab: Change HTTP Server Connection -> Listen on Port to 81 or 85 iii. Click OK to save your settings. 52
iv. Restart the ChoiceMail Server 3. If clicking the Play button for ChoiceMail server displays Start Pending and then Stopped the typical cause is a port conflict. i. Double check to make sure that the TCP port in your Exchange server is set to 26, if it is not, ChoiceMail Server will NOT start. For instructions on how to check this, please return to: Configuring your Microsoft Exchange 2000 Mail Server on page 19. ii. Restart the ChoiceMail Server 53
Outgoing Mail Server (SMTP) Will Not Start: 2. If clicking the Play button for Outgoing Mail Server (SMTP) displays Start Pending and then Stopped the typical cause is a port conflict. i. Click on your Start Menu ii. Click on Control Panel iii. Double click on Administrative Tools iv. Double click on Services v. Find and double click on Microsoft Simple Mail Transport Protocol vi. Right click and choose Properties. vii. Click on STOP. viii. Click on Start Type and choose Disabled ix. Click on Apply and then OK x. Restart the Outgoing Mail Server (SMTP) Challenge Messages Are Not Being Sent Out 3. If you are able to receive mail but people are saying that they are not getting Challenges then you need to first check your Unknown Senders list. i. Log into ChoiceMail via your web browser ii. Click on the Senders link on the left hand side of the screen iii. Click on the? icon at the top of the screen so that all of your unknown senders appear. iv. Look at the list of unknown senders do you see this icon?: v. If you do, you need to check to make sure that ChoiceMail s Outgoing Mail Server (SMTP) is Running. 54
vi. If ChoiceMail s Outgoing Mail Server (SMTP) is running then the next probable cause is that ChoiceMail can not resolve the Email Address which means there probably is a problem with the DNS servers you have entered into ChoiceMail. vii. You should double Check with your Internet Service Provider to make sure that you have at least one of their DNS servers listed in ChoiceMail. viii. Bring up ChoiceMail s Control Panel by either clicking on the Shortcut to it: or clicking on your Start Menu -> All Programs -> DigiPortal Software Applications -> Configure ChoiceMail Enterprise. ix. Stop the Outgoing Mail Server (SMTP) and then click on Server Setup under Outgoing Mail Server (SMTP) 55
x. Double check the DNS Servers with your ISP. xi. If that has not solved your problem make sure that you do not have ChoiceMail or one of its ports blocked in your firewall. If you need assistance please call Technical Support at: 321-206-6175 56