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Mail Manager User Guide

Table Of Contents

Introduction.
Scope.
Abbreviations.
Intended Audience.
Assumptions.

1.1.        Mail Manager Home page.
1.2.        New Mail Account Configuration.
1.2.1.     Change password for an account
1.2.2.     Delete user account
1.3.        Mailing List Management
1.3.1.     User Interface for Create mailing list
1.3.2.     User Interface for Edit mailing list
1.3.3.     User Interface for Delete mailing list
1.3.4.     User Interface for Administer list
1.3.5.     User Interface for Edit moderators.
1.4.        Security Control: SpamGuard and Quaranteen.
1.4.1.     Quaranteen
1.4.2.     SpamGuard

Introduction
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 This document mainly gives a complete description of the domain user functionality.

Mail Manager comprises of the following 9 functionalities:

·         Create New mailing list

·         Delete mailing list

 

For more specifics of these modules please refer to the related sections.

Scope
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The scope of the document confines to the following:

·         Functionality of domain user.

Abbreviations
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Intended Audience
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·         Mail Manager Onsite team

·         Mail manager End Users

Assumptions
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·         Browser support: IE 5.0 and above, Netscape 4.3 and above, MAC browser and Mozilla.
       Anytime in this page you see 'yourdomain.com' replace it with your domain name.
       The email will not work until you have changed the name servers and or your new domain 
       has been registered for about 24 hours.

1.1.         Mail Manager home page
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Top of Page

 

User can see two panes on home page.

1. On left pane we can have following links

·         Home – To display Home page.

·         New Address – For creating new accounts.

·         New list – For creating new list.

·         Edit list – To change settings for existing list.

·         Delete list – To delete a existing list.

·         Edit Moderators – For adding/removing Moderators for list.

·         Administer list – For administering the list.

·         Quaranteen – For Anti virus support.

·         SpamGuard – For Spam control

 

2. On right pane User can view the settings for all existing accounts.

1.2.           New Mail Account Configuration
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Click on New Address link on Mail manager page.
The User Interface for a new mail account creation in a domain will be as follows:

 

 

User can see Max limit on Home page as Addresses Max: 100

 

1.2.1.     Change password for an account
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                    Click on Change password link for particular user account.

                    

·         User can change password for the account by entering new password and clicking on Change button. Password should be of minimum 6 characters. No special characters are allowed.

 

1.2.2.     Delete user account
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·         After clicking on particular account link on left pane you get this page.

·         User can delete an account by clicking on Delete link as highlighted in screen shot.

1.3.           Mailing List Management
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There are five screens for the mailing list functionalities. These screens are Create mailing list, Edit mailing list, Delete mailing list, Administer List and Edit moderators.

1.3.1.     User Interface for Create mailing list
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Click on New List link on Mail manager page.
The User Interface to create a new mailing list is as follows:

 

1.       Subscriber only list – All the subscribers of the list will receive the mails

Sent to list. For e.g. mail to mailto:list1@devel,mailmanager.alabanza will be sent to all subscribed users of list1.

2.       Newsletter – Foreign subscriptions are restricted with this type of list. Subscribers can only receive mails from the list. Maintainer of the list receives posting to the list.

3.       Moderated list – All the moderators of the list will receive the mails sent to list and approve the postings. For e.g. mail to mailto:list1@devel.mailmanager.alabanza.com will be sent to all the moderators of list1. Maintainer of list is the default moderator. Users can add/remove moderators to list.

1.3.2.     User Interface for Edit mailing list
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                   Click on Edit List link on Mail manager page.
                   The User Interface for a Edit mailing list will be as follows:

 

·         User can edit Maintainers Email address. Enter new address in address text box and click on Save Changes button.

·         User can edit Maintainers password by entering new password in password field

             and clicking on Save Changes button.

·         User can change the list type by selecting new list type and saving the changes.

·         User can subscribe new users to list by entering user address and clicking on Subscribe button.

·         User can unsubscribe existing users from list. One can select multiple users from list and click on Unsubscribe button.

1.3.3.     User Interface for Delete mailing list
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                   Click on Delete List link on Mail manager page.
                   The User Interface for Delete Mailing List will be as follows:

 

 

The selected List will get deleted after user confirms the operation.

 

1.3.4.     User Interface for Administer list
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                   Click on Administer List link on Mail manager page.
                   The User Interface for Administer Mailing List will be as follows:

 

 

1.Email List of Subscribers – If user selects first radio button and clicks on Submit       Request button, Maintainer of selected list will be mailed list of subscribers for the selected list.

2.Email List log – If user selects second radio button and clicks on Submit request button, Maintainer of selected list will be mailed log for the list.

3.Wipe List log - If user selects third radio button and clicks on Submit request, the log for selected list will get deleted.

4.Search list for a near match – Maintainer of selected list will be mailed, list of all subscribed users satisfying the matching criterion. For e.g. if user enters “suh” as matching criterion and clicks on Submit Request button, list of all subscribed users satisfying the criterion like suhas1, suhas2 will be sent to Maintainer.

  

1.3.5.     User Interface for Edit moderators
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                   Click on Edit Moderators link on Mail manager page.
                   The User Interface for Edit Moderators List will be as follows:

 

 

·         This Link is visible only when domain has at least one moderated type of list.

·         Moderators will get all the postings for list to approve.

             List subscribers get these mails only when Moderators approve the mails.

·         User can add to moderators list by entering new moderator’s address and clicking on Add button.

·         User can remove the existing moderator by selecting it in list and clicking on Remove button. User can select multiple addresses to be removed.

   

1.4.           Security Control: SpamGuard and Quaranteen

1.4.1.     Quaranteen
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   Go to your domain control panel via http://yourdomain.com/menu  and install Quaranteen.
After about 10 minutes it can be accessed via the Mail Manager.

Click on Quaranteen link on Mail Manager page.

The User Interface for configuring the Quaranteen will be as follows:

 

·         Turn On Quaranteen: To switch On/Off Quaranteen. If user unchecks this check box, no Quaranteen rules will be applied to mails. If user checks this box then all the mails to this domain will get filtered as per rules set.

·         Enter extensions of attachments to be blocked: The list of file extensions, which will be considered as suspected by the Quaranteen software (Sanitizer).  For e.g. if user enters a extension as doc, xls and clicks on Add Block button, these extension will get added to Blocked Extension list. Now any mails with attachment as doc or xls will get blocked.

·         Blocked extensions: Display currently blocked extensions. User can see all the extensions added by him.

·         Enable Virus-scan for windows executables: To enable/disable the sanitizer to automatically scan the windows executables. All the windows executables in attachment of mails will be scanned. If it is detected as a virus mail, the mail will be blocked. Administrator gets a warning mail for the same.

·         Enter administrator’s e-mail address: The E-mail address to which the virus infected mail warning will be sent along with the mail contents. No attachment is sent to administrator.

·         Virus infected mails will be stored to: File name with relative location to keep the virus infected mails. For e.g. if user enters a string as user1/virus then all the virus infected mails will get directed to /Home/owner/user1/virus file. All the directories get created if it does not exists.

·         User can set a security level, which is basically a rating for processing the mails.

For e.g. User can select security level as Lenient, Normal, Strict and Very strict from combo box.

Every mail is evaluated by Quaranteen utility and a score is set for every mail.

For the above choices we have following scores.

Lenient – 200, Normal- 100, Strict- 50, Very strict- 5

Whenever a score for the mail exceeds specified score it will be blocked.

 

Quaranteen Manager

HELP NOTES: (Quaranteen can be configured in the Mail Manager section.)
  • 'Turn On Quaranteen'
    • When 'Turn On Quaranteen' is checked, one of four things will happen to an e-mail. First, if the e-mail has an attachment that could be executed on Windows, then the program will rename the attachment. This e-mail will arrive at its regular destination. Second, if the name of an attachment matches the name of a very well known virus in the virus database, then the attachment will be renamed and the e-mail will be placed in the 'Emails with known issues' file. Third, the 'Blocked extensions' feature explained below will be activated. Four, if the e-mail does not match any of the conditions above, then the e-mail will remain unchanged and will arrive at its regular destination.
      • NOTE: After reviewing the attachment and deeming it safe, you may rename the file to it's former name to run it.
    • NOTE: To change the setting, check or uncheck, and then click on 'Save Settings'.
  • Enter extensions of attachments to be blocked ( For example: exe,doc )
    • Enter a filename extension, click on 'Add Blocked', and then click on 'Save Settings' to add that extension to the Blocked Extensions list.
  • Blocked extensions
    • Any e-mail with an attachment that ends in an extension listed here will be stored in the 'Emails with known issues' file and a warning will be sent to the administrator's e-mail address. Select one or more of the extensions, click on 'Remove Block', and then click on 'Save Settings' to remove them from the list.
  • Enter administrator's e-mail address
    • When the program determines that an e-mail is problematic, it will send a warning message to this address.
  • Emails with known issues will be stored to file
    • When the program determines that an e-mail is problematic, it will store that e-mail in this file.
    • To change the name of the file, you need to highlight the text in the field, enter the new filename, and then click on 'Save Settings'. You can also indicate directories. The directories and filename must be made up of alpha characters, the underscore, or the dash. No other special character can be used, e.g., the period. Once you make the change, make sure to click on 'Save Settings'.
      • Valid Examples:
        • virus_mail
        • mail/virus_mail
      • Invalid Examples:
        • domain-mail/virus_mail.txt
        • mail/virus.txt
  • To empty the contents of the file, click on the 'Empty' link.
  • HINT: You can store e-mails that the program has determined to be problematic to your -mail directory, and then create a user in your mail manager that matches the name of the 'Emails with known issues' file. This will allow you to retrieve an e-mail that you know is not problematic.
  • Select security level
    • Select the level of tolerance the program uses to determine whether an e-mail is problematic. To change this, click on the menu, select the level, and then click on 'Save Settings'. Please note that this program does not offer full virus protection. For protection against viruses, it will be necessary to acquire a virus protection program for your mail client.

 

 

1.4.2 Spam Guard Configuration
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 Go to your domain control panel via http://yourdomain.com/menu  and install Spamguard.
 
After about 10 minutes it can be accessed via the Mail Manager.

Click on SpamGuard link on Mail Manager page.

 

 

 

·         Turn On SpamGuard: To enable the user to switch On/Off SpamGuard. If user unchecks this check box no rules will be applied for mails.

·         Block E-mail address: To block the E-mail addresses. All E-mails from these addresses will be automatically deleted. No warning will be sent to administrator.

·         Blocked E-mail addresses: Displays currently blocked e-mail addresses. User can select multiple addresses to be removed and click on Remove Block button.

·         Block words: To block the critical words. All mails having these words either in subject or message body will be automatically deleted. For e.g. if user enters word like “gamble”, then any mail having “gamble” word in its subject or message will get deleted. No warning mail will be sent to administrator.

·         Blocked words: Displays currently blocked words. User can select multiple words from list to be removed.

·         Spam words: To provide Spam words in email, which will be treated as spam (Bad) words.

·         Non-Spam words: To provide non-Spam words in email, which will be treated as good words.

·         Spam mails will be stored to:  File name with location to keep the spam mails.

·         Spamprobe software will use spam words and non-spam words as input for applying the Anti-Spam rules on emails.

SpamGuard Manager

HELP NOTES: (SpamGuard can be configured in the Mail Manager section.)
  • Turn On SpamGuard
    • When this is checked, the rules for blocked and Spam e-mails are activated. To check or uncheck, make sure to click on 'Save Settings' after you make the change.
  • Blocked E-mails
    • Based on the rules below, the program will take e-mails that contain words that you indicate as unwanted, and either delete the e-mails or store them in the 'blocked mails' file.
    • Block E-mail address
      • Enter an e-mail address, click on 'Add Block', and then click on 'Save Settings' to add that e-mail address to the list of Blocked Addresses.
    • Blocked addresses
      • Any e-mail from an e-mail address in this list will be blocked. Select one or more of the addresses, click on 'Remove Block', and then click on 'Save Settings' to remove them from the list.
    • Block words
      • Enter a single word, click on 'Add Block', and then click on 'Save Settings' to add that word to the list of Blocked Words.
    • Blocked words
      • If there is an occurrence of any word on this list in an e-mail, then that e-mail will be blocked. Select one or more of the words, click on 'Remove Block', and then click on 'Save Settings' to remove them from the list.
    • Blocked mails will be stored to file
      • If you want the blocked e-mail to be deleted, then leave this field blank. If you leave this field blank, then all blocked e-mails will be deleted. To make the field blank, you need to highlight the text in the field, press delete on your keyboard, and then click on 'Save Settings'. To empty the contents of the file, click on the 'Empty' link. NOTE: To delete all blocked e-mails, you need to make sure this field is blank, not merely empty the file of its contents.
      • If you do not want the blocked e-mail to be deleted, then you need to enter a filename. You can also indicate directories. The directories and filename must be made up of alpha characters, the underscore, or the dash. No other special character can be used, e.g., the period. Once you make the change, make sure to click on 'Save Settings'.
        • Valid Examples:
          • blocked_mail
          • mail/blocked_mail
        • Invalid Examples:
          • domain-mail/blocked_mail.txt
          • mail/blocked.txt
    • HINT: You can store e-mails that the program has blocked to your -mail directory, and then create a user in your mail manager that matches the name of the 'blocked mails' file. This will allow you to retrieve an e-mail that you know is not Spam.
  • Spam E-mails
    • The program will determine whether an e-mail is Spam based upon a scoring system that uses the lists of Spam and Non-Spam words. The more Spam words in an e-mail, the greater potential for the program to mark the e-mail as Spam. Conversely, the more Non-Spam words in an e-mail, the greater potential for the program to not mark an e-mail as Spam.
    • To add to either the 'Spam words' or 'Non Spam words' list, type phrases into the appropriate text box. The program will consider each line in the text box as a phrase. Then click on 'Save Settings'.
      • For example, if you enter 'God is great' on one of the lines, the program will search for every instance of 'God is great' in an e-mail and not just for a single instance of any of those words. For example, if an e-mail had 'God is awesome', the program will not take that phrase into consideration because it does not exactly match the phrase, 'God is great'.
    • Execute SpamGuard Command
      • SPAM: If you have a file with Spam e-mails, choose 'SPAM' from the drop down menu, enter the filename to the right, and then click on 'Save Settings'. This will teach SpamGuard which e-mails it should consider as Spam.
      • GOOD: If you have a file with good e-mails, choose 'GOOD' from the drop down menu, enter the filename to the right, and then click on 'Save Settings'. This will teach SpamGuard which e-mails it should consider as non-Spam.
      • REMOVE: If SpamGuard is marking a good e-mail as Spam, then create a file with that good e-mail, choose 'REMOVE' from the drop down menu, enter the filename to the right, and then click on 'Save Settings'. This will remove that e-mail from the database of e-mails that SpamGuard considers to be Spam.
    • Spam mails will be stored to file
      • All e-mails the program marks as Spam will be stored in the file listed here. You can also indicate directories. The directories and filename must be made up of alpha characters, the underscore, or the dash. No other special character can be used, e.g., the period. Once you make the change, make sure to click on 'Save Settings'.
        • Valid Examples:
          • spam_mail
          • mail/spam-mail
        • Invalid Examples:
          • domain-mail/spam_mail.txt
          • mail/spam.txt
      • HINT: You can store e-mails that the program has determined to be Spam to your -mail directory, and then create a user in your mail manager that matches the name of the 'spam mails' file. This will allow you to retrieve an e-mail that you know is not Spam.
      • To empty the contents of the file, click on the 'Empty' link.