MessageLabs. Spam Manager User Guide

Transcription

1 MessageLabs Spam Manager User Guide

2 Copyright and permitted use 2004, by MessageLabs Ltd. All rights reserved. This publication is the exclusive property of MessageLabs and may not be reproduced, distributed, copied or used in any way without the express permission in writing of MessageLabs. While every reasonable effort has been made to ensure the information in this guide is accurate and up to date MessageLabs can give no warranty as to its accuracy or completeness. All of the information in this document is subject to change without notice. Owner: Product Management Version: 1.5 September 20, 2004 Classification: Customer Restricted 10/1/2004 Page 2 of 12 Customer Restricted

3 Table of Contents Spam Manager Basics... 4 Register And Log In... 4 Manage Your Messages... 5 Set Up Notifications... 8 Changing Your Password... 9 Manage Multiple Addresses Troubleshooting /1/2004 Page 3 of 12 Customer Restricted

4 Spam Manager Basics What Is Spam? Spam is unsolicited bulk , or junk . The volume of spam is on the rise, and spam is becoming a significant problem for corporate IT administrators and an annoyance for end users, like you. How Are You Protected Against Spam? Your IT administrator has implemented an anti-spam service - powered by MessageLabs, the leading provider of security solutions for businesses worldwide - to protect your and eliminate spam messages. The anti-spam service scans your , looking for messages suspected of being spam, and redirects them to Spam Manager. Your anti-spam service is the most effective solution available. When it was initially implemented, your IT administrator tested and fine-tuned the service to ensure that it was customized specifically for your organization, for maximum accuracy. What Is Spam Manager? Spam Manager is your own web-based, password-protected personal area, where you can view your rejected messages and retrieve any that you do not believe to be spam. Messages are kept in Spam Manager for 14 days, unless you choose to delete them. After 14 days they will be deleted automatically. What Can You Do With Spam Manager? View and search for messages online (BUT NOT see attachments or embedded images). Delete messages. Release messages to your normal in-box. Manage Your Notification (if permitted by your administrator), Addresses and Password options. What Can You NOT Do With Spam Manager? You cannot reply or forward mails to other people. You cannot view any of the file attachments within a message. Register And Log In Once the anti-spam service has been activated, you will receive an automatic asking you to register. This will either be generated by your administrator or by the detection of a suspected spam message. How Do I Register? Click on the link to the registration page contained in the introductory . Click on the Send password button. A confirmation message containing your password and a link to the login page will be ed to your in-box. 10/1/2004 Page 4 of 12 Customer Restricted

5 How Do You Log In After Registering? Click on the link contained in the confirmation message, which will take you to the login page Enter your password. Store the confirmation message for future reference. Bookmark/Favourite the login page for easy future access. Is Online Help Available? Yes, Click on Need Help? on the top right of any screen to access an online version of this User Guide. Click Need Help? on any screen to access an online version of this User Guide Select Language Enter Address Enter Password Click to Log In Can I Work in a Different Language? Yes, you may select from the interface languages shown in the drop-down box at the top of any screen. Spam Manager will remember your choice of language. Manage Your Messages Once you have logged in, you can manage the messages that have been redirected to your Spam Manager account by viewing, releasing or detecting them. How Do I View Messages? If you would like to view the textual contents of a message listed in Spam Manager, click on the Sender. You will NOT be able to view attachments or embedded images. You may not be able view messages if your IT administrator has turned off this function. How Do I Release Messages? To release a message to your normal in-box, check the selection box to the left of the message and click the Release button. Mails which have been released are identified by the small arrow icon next to the title. 10/1/2004 Page 5 of 12 Customer Restricted

6 How Do I Delete Messages? To delete a message from your Spam Manager, check the selection box to the left of the message and click the Delete button. To delete all messages from your Spam Manager account click the Delete All button. Click on Release to release a message to your normal inbox Click on Delete to delete selected messages Click on Delete All to delete all messages Click on the sender to view a message How Do I Select Multiple s? You can release or delete multiple messages simultaneously, by checking multiple selection boxes to the left of messages. You can release or delete all messages shown on the current page, by checking the selection box at the top of the list, to the left of Sender. Select all messages Select multiple messages individually 10/1/2004 Page 6 of 12 Customer Restricted

7 How Do I Find A Specific Message? Select the Search tab at the top of the page, to find specific messages Enter a keyword in the search field and click Search You can search either by sender or message subject. Search tab Enter keyword to Search by sender or message subject Click to search How Do I View Search Results? All messages containing the search keyword will be displayed on the search results page Messages listed by Spam Manager can be reordered by date, subject or sender, by clicking on the appropriate column header to change the order. Re-order messages by sender, subject, date or size 10/1/2004 Page 7 of 12 Customer Restricted

8 How Do I Prevent Future Messages From A Specific Address Being Redirected To Spam Manager? Very occasionally, an that you wish to receive may be identified as spam, and redirected to Spam Manager. (A typical example is a mass-mailed newsletter that you may have signed up for.) To ensure that future messages from that address are not redirected to Spam Manager, you should request that your administrator add that address to the white list. (A white list is a list of addresses that your organization is happy to receive messages from, since it has been verified that messages from those addresses are not spam.) Options tab Manage Notifications Manage multiple addresses Change your password Set Up Notifications Where enabled by your organization, you will receive periodic notifications when there are suspected spam messages held by your Spam Manager By default this is set to daily notification. Notifications allow you to manage spam efficiently, as you are conveniently notified only when there are messages for you to review. If you do not receive a notification, then there are no messages for you to review. Notifications eliminate unnecessary logins to your Spam Manager. How Do I Set Up Notifications? Select the Options tab at the top of the page. Click on Notifications. Ensure that the box is checked to activate Notifications. Select how often you would like to receive Notifications. Click on the Save button. 10/1/2004 Page 8 of 12 Customer Restricted

9 Check box to activate notifications Select frequency of notifications Save changes Note: You will not be able to set up warning notifications if your IT administrator has turned off the notification function. Changing Your Password For you own protection, you can change your password as often as you like. We recommend that you change your password to something that is memorable the first time you go into your Spam Manager account. How Do I Change My Password? Select the Options tab at the top of the page. Click on Change Password. Enter your current password and new password. Re-enter your new password, for confirmation and security. Click the Change button. You will receive a confirmation message that your password has been successfully changed. Enter your old password Enter your new password Repeat new password Click to change 10/1/2004 Page 9 of 12 Customer Restricted

10 Manage Multiple Addresses In addition to your main address, you may already have alternate addresses (also known as aliases) that you use to send and receive mails within your organization (typical examples would be: For simplicity, you may want to review spam messages from all your addresses in one place. To do this, you need to add all your alternate addresses to your Spam Manager. How Do I Add An Alias To My Spam Manager? Select the Options tab at the top of the page. Click on Alternate Addresses. Fill in your additional address in the Add an alias field and click the Add button. For your security, you will receive a confirmation message to verify you are the legitimate owner of the address you added. Click on the link contained in the confirmation message, to complete the addition process. Until confirmed, the alternate address will be shown as pending for up to 30 days before expiry. How Do I Remove An Alias From My Spam Manager? Select the Options tab at the top of the page. Click on Alternate Addresses. All the addresses that are currently associated with your Spam Manager will be listed in the Current Aliases section. Highlight the address you would like to remove. Click the Remove button. List of current active aliases Highlight an active alias and click Remove to delete Fill in address you would like to add Click Add to add the address to your current active list List of pending aliases you have submitted but not confirmed yet 10/1/2004 Page 10 of 12 Customer Restricted

11 How Do I Know Which Address Spam Is Being Sent To? As long as you have at least one alias address set up you will see an additional column appear in your Summary view showing you the recipient address that the Spam was sent to. Troubleshooting I have not received an to register and log into my Spam Manager If you have not received any registration or login details, the most likely reason is that you have not received any suspected spam messages. However, if you would like to check if an account has been created for you: Go to the Login page. Click on Need A Password. Enter your address. Click on Send Password. If you receive an error message it means you have not received any Spam and therefore do not have a Spam Manager account yet. Need a Password link on Login page I have not received my password If you do not receive a password after registering on Spam Manager, simply request that another password be sent to you. Go to the Login page. Click on Need Password. Enter your address. Click on Send Password. The system is refusing to send me a password If you receive an error message when requesting a password, it is probably because you have not received any spam yet (so no account has been created for you). If you have any questions or problems, please contact your IT administrator. 10/1/2004 Page 11 of 12 Customer Restricted

12 I have released a message from Spam Manager but have not received it in my inbox The time it takes for a message to reach your inbox may vary depending on a variety of factors that are independent of our service such as Internet delays. Please wait for a couple of hours before trying to release the mail again. If the mail still does not reach your inbox contact your IT administrator. If you have any questions or problems, please contact your IT administrator. 10/1/2004 Page 12 of 12 Customer Restricted