Mail Assure

Email Level User Guide

Last Updated: Tuesday, January 8, 2019 ------------- ©2018

CONTENTS

Introduction 1

Accessing Mail Assure 1

Using the Log Search 2

Managing the Spam Quarantine 4

Spam Report Email 6

Searching and Restoring from the Archive 9

Archived Email - Bulk Export 9

Managing the Incoming Whitelist and Blacklist 10

View Whitelisted/Blacklisted Senders 10

Add a Sender to the Whitelist or Blacklist 10

Using Webmail when your Mail Server is Down 12

Incoming Delivery Queue 12

Compose Email 12

Network Tools 14

SMTP Tab 14

Manage your Email User Profile 17

Introduction
This Email Level User Guide describes how you can access the Mail Assure application as an Email
Level user - and then go on to perform a variety of tasks including searching for and reporting on
specific mail and viewing the spam quarantine.

Accessing Mail Assure

Using the link supplied by your administrator, log into the application using your email 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.

Click on the links in the Navigation panel to expand menu items - and navigate to the relevant
section within the application.

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Using the Log Search
The Log Search feature allows you to search for, view and report on incoming and outgoing mail
that you have sent or received in the previous 32 days.

1. To search logs for incoming mail select Incoming > Logs .

Alternatively, to search logs for outgoing mail select Outgoing > Logs .

2. Use the Query Rules panel to filter your search. Add more queries by clicking on + New rule
and select from the filter options available
3. Click Show Results to run your search.
A list of emails matching your specified filters is displayed at the bottom of the page, with
information on each individual email including sender, delivery status etc.
Using the dropdown to the left of each email, you can perform various actions depending
on the message classification. For example, if an email has been placed in the quarantine,
you can view, release, release and train, and remove using the dropdown menu to the left of
the email.

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Alternatively, click in the Subject column to open the Mail Preview page where you can
also perform the same actions on the message and view the message content.

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Managing the Spam Quarantine
Access the Spam quarantine to view incoming messages that have been blocked and stored as
spam.

As well as being able to access quarantined messages from the Log Search (described in Using
the Log Search), you can also access them directly from the Spam Quarantine:
Select Protection > Spam quarantine.

The Log Search page is displayed, listing all messages that have been quarantined:

In this page you can:

n Search for a quarantined message - Use the Query Rules filter at the top of the page.
n Empty spam quarantine - Click on the Empty spam quarantine button at the top right of
the page.

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n Perform actions on individual emails - Use the dropdown to the left of each email to choose
from the following actions:
n Remove from quarantine - Remove messages from the system completely.
n Release from quarantine - Allow messages to be delivered to the recipient.
n Release and train from quarantine - Allow messages to be delivered and train the
system to recognize future messages from this sender as not spam.
n Download quarantined message
n Telnet SMTP test
n Sender callout
n Recipient callout
n Whitelist sender
n Blacklist sender
n Whitelist recipient
n Blacklist recipient
n Delivery history
n Compose Reply
n View email
n Change action for messages like this
n Export as .CSV
n Preview quarantined message content - By clicking on the message link in the Subject
column the Mail preview page opens displaying the message. In this page you can view
the message in plain text or the original HTML format. You may also be able to perform the
following actions:
n Release quarantined messages - Allow messages to be delivered to the recipient.
n Release and train messages - Allow messages to be delivered and train the system to
recognize future messages from this sender as not spam.
n Remove messages.
n Download the message in .eml format

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Spam Report Email
If you want to send a spam report to your email address you can configure this from the Log
Search. You can choose to send the report straight-away, or you can schedule the report to be
sent hourly, daily, weekly or monthly.

1. To set this up, go to Incoming > Logs .

2. In the Classification section, select 'spam' to search for spam.
3. Select Start search to run the search - all matching spam emails are listed.
4. Select Email me this report.
5. Select when you want the report delivered:
n Right away
n At given date - Select date and time you want the report to be emailed
n Repeat - Select the name of the report, and the time and frequency the report
will be sent (hourly, daily, weekly or monthly).

All repeat reports that you create are known as Email Scout Reports and are
listed in the page accessed by clicking the Email Scout Reports button.

6. In the Subject field enter the subject you that you wish to see in the subject line of the
email.
7. In the Sender field, enter the name you wish to see as the sender of the email.
8. Click Save.

The email you receive contains a list of emails that match the report filters.

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The subject line may contain a link. When clicked this will open a web page in your browser
containing the message content which can be viewed in Plain text or Raw (which displays the
message headers):

The Available Actions dropdown has the following options:

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 n Blacklist Sender
n Release
n Whitelist Sender
n Remove
n Release and Train - Releases the email for delivery and trains the system to recognize this
message as NOT spam in the future
n Unsubscribe - unsubscribe from receiving this spam report

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Searching and Restoring from the Archive
If you need to restore an email from your Archive, it is recommended that you use the Log Search
facility described in Using the Log Search.

1. Select Incoming > Logs .

2. Use the filters available to search for specific messages.
3. Select the Return only archived messages option.
4. Click Start search.
All matching archived messages are listed at the bottom of the page.
If you want to preview the message, click in the Subject column to open the message in the
Mail preview page.

Archive users are able to preview every email in the delivery logs. Non-Archive users
will only be able to preview quarantined emails.

5. Click on the dropdown to the left of the message and select Redeliver to redeliver the
message to your mailbox or Download to download the individual message in a zipped
archive.

Archived Email - Bulk Export

If you want to perform a bulk export of Archived messages:

1. Select Archiving > Export.

2. Specify the Date range.
3. Enter the destination email address in the Destination email field.
4. Click Export.
All archived emails from the defined date range will be emailed to the destination email
address as individual files in a zip archive.

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Managing the Incoming Whitelist and
Blacklist
Use the Whitelist to list trusted email addresses. Incoming mail from whitelisted senders (which
may normally be identified as spam) will always be allowed. Conversely, use the Blacklist to block
incoming mail from known spammers.
You can whitelist/blacklist email addresses and domains.

View Whitelisted/Blacklisted Senders

To check which whitelist/blacklist rules are set up in your system:

1. Select Protection > Sender whitelist - incoming or Protection > Sender blacklist -
Incoming.
2. Click on Show Results to display all listed senders.
3. To filter for specific whitelisted/blacklisted addresses, use the Query Rules panel to filter
your search:

Add a Sender to the Whitelist or Blacklist

1. Select Protection > Sender whitelist - incoming to access the Whitelist or Protection >
Sender blacklist - Incoming for the Blacklist.
2. Click on + Add whitelist sender or +Add blacklist sender to open the relevant popup:

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3. Choose which address you want to apply by selecting from the following Sender Flags :
n Apply to Envelope Sender - The SMTP Envelope from address
n Apply to From: Address - The MIME message address
n Apply to both

It is recommended that you select Apply to both. This will whitelist/blacklist

the sender address at SMTP and email header level. For example, if a
spammer tries to change the sender email address in an email, the system will
be able to check the before and after address.

4. In the Address field, enter the email address or domain you want to whitelist/blacklist.
5. Click Save.

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Using Webmail when your Mail Server is
Down
If you are having problems with your local mail environment and mail cannot be delivered to your
mailbox, you can use the system's continuity functionality to continue working. There are two
features available that allow you to do this:

n Incoming Delivery Queue

n Compose Email

Incoming Delivery Queue

The Incoming Delivery Queue stores emails that are not being accepted by the destination server
(your mail server administrator should be able to check why these emails are not being accepted).
The system stores these messages and attempts to re-deliver queued messages automatically for
14 days.

1. Select Incoming > Incoming delivery queue. to display a list of queued messages.
2. If you need to, use the filters to search for a specific email.
3. Click on the dropdown to the left of a message or click in the Message ID column to view
or reply to a message:

Compose Email
Use the Compose Email feature to send emails when your mail server is down.

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1. Select Continuity > Compose email.

2. Entered the recipient, subject and message content and click on Send Message.

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Network Tools
The Network tools page allows you to test mail transfer using various tools:

n Ping - tests the reachability of hosts

n SMTP Tab
n Traceroute - Displays the route and transit time for connections between servers in the
cluster and a specified destination
n Dig - Used to query Domain Name System (DNS) servers. You can query a specific name
server or leave blank to use the Control Panel's default name server.
You can access this page from the Admin, Domain and Email Level Control Panels from
Continuity > Network Tools .

SMTP Tab
Use the SMTP tab to test mail transfer using the SMTP protocol with the following checks:

n Sender callout - If you are seeing problems with sender verification, you can see exactly
what the sender's mail server responds with when the address is checked.
n Recipient callout - If you are seeing delivery problems, you can see exactly what the
destination's mail server responds with when the recipient is specified.
n Open relay check - You can see whether a mail server appears to be an "open relay",
accepting mail for any destination.
n Catch-all check - You can see whether a mail server appears to be a "catch-all" for a
specified domain, accepting mail for any address at that domain.
n Telnet test - You can check the full SMTP delivery process to a destination, to see exactly
how the destination responds in answer to each of the SMTP commands, and the final
message content. The tool will go as far as the information provided. If a recipient is not
provided, then the connection will end after "MAIL FROM", and if a message is not provided,
then the connection will end after "RCPT TO". If you have a message in the DATA section,
this will send an email to the specified recipient.
To test deliverability issues from a specific server in the cluster, or IP assigned to a server,
select the relevant IP. If left blank, then one of the control panel IPs will be used.
You can access this page from the Admin, Domain and Email Level Control Panels from
Continuity > Network Tools .
The following fields/options are available:

Field/Option Description
Hostname You must either enter a server
hostname here or enter the Envelope
sender for any checks to run.

EHLO Name of the EHLO/HELO that you

want to use in the SMTP
transaction.

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Field/Option Description
Envelope Sender Enter the envelope sender to initiate a
sender callout.

Envelope Recipient Enter the envelope recipient to initiate

a recipient callout.
Using the Catch all option you can see
whether a mail server appears to be a
'catch-all' for a specified domain,
accepting mail for any address at that
domain.

Data If you want to send data to the

envelope-recipient e.g. the content of
the SMTP transaction and not just a
callout.

Timeout, per SMTP command How long you want the SMTP
commands to last (e.g. for slower
mta's there may be a need to set
this higher before it times out)

Interface Choose what IP you do the verification

from. For example, if you want to do a
sender verification check from a
certain IP, choose the IP address from
those available. If it is the default , then
it uses the interfaces server
IP/hostname
(master.antispamcloud.com).

Prefer TLS Try to use STARTTLS to perform the

test over a secure connection.

Data only for Exchange servers Some versions of Microsoft Exchange

do not support doing a sender or
recipient callout in the usual manner. If
you select this option and the server
appears to be a Microsoft Exchange
Server, the tool will send a suitable test
message in DATA. You should
generally use this when doing a
'callout' check, but be aware that if the
recipient is valid they will receive the
test email message.

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 Field/Option Description

If Data only for Exchange

servers is unchecked, Default
message is unchecked and
there is nothing in the data part
then no DATA is sent.

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Manage your Email User Profile
The User Profile page allows you to manage your profile settings.

From the Email Level Control Panel, select My Settings > User profile.

The User's profile page is displayed:

From this page you can perform the following tasks:

n Change your password - You need your old password in order to do this.

If LDAP authentication is configured, this option will not be available.

n Enable/disable the feature preview option which shows upcoming system features.

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 n Configure two step authentication - This enables a two step login process which entails
entering a code as well as your username and password. Download the necessary app on
your phone to generate the code you need:
n Download Google Authenticator (Android/iPhone/Blackberry)
n Download Authenticator (Windows Phone)

n Enable email notification when your account is accessed from a new location or IP
address.

After making any changes, click Save.

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