ExchangeDefender. Understanding the tool that can save and secure your business

Transcription

1 ExchangeDefender Understanding the tool that can save and secure your business

2 OVERVIEW The purpose of this Startup Guide is to familiarize you with ExchangeDefender's Exchange and SharePoint Hosting. ExchangeDefender provides enterprise grade Exchange 2010 and SharePoint hosting services that are redundant, reliable and protected by ExchangeDefender. With generous amount of storage and full flexibility of all Exchange and SharePoint features combined with the control panel that any client can use, ExchangeDefender delivers a powerful communication and collaboration platform.

3 What is it? ExchangeDefender is an Internet-based message hygiene and business continuity network that can secure and save your business. It s features include: Antispam: Proprietary tempfail mechanisms keep obvious SPAM from clogging your users reports. Antivirus protection: Provides multithreaded protection using 6 different commercial antivirus engines as well as protecting you from viruses, trojans, malware, spyware and adware. It also Stops identity theft by blocking phishing and adding authenticity to your mail messages. Web file sharing: Secure and policy-controlled web file storage and sharing portal. Web filtering: Agent-based web filtering with over 80 site categories. LiveArchive: Always-on, realtime archiving powered by Exchange 2010 across 2 data centers. Encryption: Policy-based encryption rules to mandate encryption to/from addresses and domains. Archiving and compliance: Flexible, long-term archiving for 1-10 years. Reporting: Delivering a more accountable mail infrastructure with user, network and business KPI reports. all without any software to install or maintain, ExchangeDefender keeps your mail server protected and running.

4 How it works.

5 Logging In Where to access: Your ExchangeDefender login credentials should have been ed to you by your IT Solution Provider when your organization was protected by ExchangeDefender. Simply type in your address and your password to login. ExchangeDefender Admin Web Site To manage your ExchangeDefender service simply open a browser and point it to: This secure website is protected using the same level of encryption that your bank, credit card, and ecommerce sites rely on. If you encounter issues with your login credentials you can always request to have them ed to you. (You can also access this through the link on your BusinessCare MailGuard reports) Password Reminders To request a login credential reminder please click on Forgot your ID or Password? Link at: Provide your address and the system will you login credentials to access the site. If your address is not protected by ExchangeDefender you will have to contact your BlackKnight for further assistance. For security reasons, passwords cannot be ed to a different address or reset without access to your mailbox. This exchange defender admin portal allows you to complete tasks such as: Trust senders Blacklist senders Change the times for your daily reports Configure additional accounts. Access websharing

6 Dashboard Overview ExchangeDefender dashboard is the home screen for all ExchangeDefender applications. Based on the AJAX technology, the web site responds and behaves more like a desktop application and provides smooth transitions and faster load times. Across the top of the site you will see that navigation menu. You can access all of the sections of the ExchangeDefender service from here. On the left, you will see context navigation menus that will lead you to more advanced settings depending on what you are currently doing. Finally, the main section of the page takes up the majority of the web site and presents the most relevant data.

7 Your inbox: What to expect with your spam filtering: An is received to your account from BusinessCare MailGuard at a specific time of your choosing. This provides a list od messages caught by Exchange Defender which they have determined have a high probability of being spam. How to release s to inbox: Trust sender and deliver mail option available if you think Exchange Defender has made a mistake. (This takes a few mins to show in inbox.)

8 ExchangeDefender allows you to manage your own whitelist of senders that you never want screened for SPAM content. Whitelists and Trusted Senders ExchangeDefender constantly learns from your usage patterns and adjusts the SPAM scores for your individual mailbox so this function should be used only when you are certain that you wish to trust this sender. You can also see all of the domains that the organisation trusts and always permits direct access to your inbox.

9 Blacklists can be used to prevent mail from certain senders from entering your inbox. However, adding excessive blacklist entries will delay your delivery time as each sender is checked against the list. Note: Please enable blacklists at your own risk and use them sparingly Due to the way blacklists are implemented, once the message is processed by BusinessCare MailGuard the support team will have no way to assist you with missing messages. Because blacklist filtering is done on the gateway our ability to assist you with missing mail will be severely limited. Blacklists do not actually 'block' the message, they simply add the senders address to the SureSPAM quarantine (unless you have SureSPAM set to automatically delete). To get to Blacklists, open your exchange defender., then choose settings. Blacklists You can access blacklists via your exchange defender account: (You can also access this through the link on your BusinessCare MailGuard reports) To Blacklist an Type the address in the from box and ensuring it is to your account. Then click add entry.

10 Reporting Spam Some SPAM is getting through, where can I report it? Every now and then, a piece of junk mail will get through. It is just the nature of junk mail- It is always being changed to get by SPAM filters, and SPAM filters are always being changed to compensate for SPAM trends, advertised web sites, viruses and more. If a piece of you feel is SPAM ever makes it into your Inbox, make sure your ExchangeDefender profile is set to quarantine junk mail and that you have IP restrictions enabled as per ExchangeDefender documentation. You can forward your received SPAM messages to spam@ownwebnow.com. Our team will review it and eliminate the message from coming to your inbox in the future. Please do not forward multiple messages or forward as attachments, as those are automatically deleted. To increase the likelihood that the message gets processed, also include the SMTP headers in the report.

11 Do you have questions? We have answers! We have compiled a list of frequently asked questions for any issues that may arise. FREQUENTLY ASKED QUESTIONS

12 FAQ How do I let my employees interact with ExchangeDefender? Every employee in your organization can work with ExchangeDefender, just add them to the ExchangeDefender Portal their contact information is there in case we need to follow up. Adding users is simple, just select the New dropdown and click on Contact. What is the difference between Client and Client Admin roles? ExchangeDefender Portal is role based and each organization consists of Client and Client Admin Roles. Client role allows the user to open and manage their own support requests, site wide knowledge base articles and settings. Client Admin has an overview of all support requests, ability to place new service orders and manage existing contracts, invoices and accounts. Can I change my company name or address? While almost everything in the ExchangeDefender Portal is dynamic and customizable, company name and address are primary identifiers (keys) through which we link up invoices, accounts and contacts. If your company name changed you can update the DBA. If you have changed companies and now have a new employer you will have to ask the new company to create a contact for you. How can I link the Client Portal with my Autotask, ConnectWise or Shockey Monkey? ExchangeDefender and ExchangeDefender offer rich integration to Autotask, Connectwise and Shockey Monkey. You can download the documents for Autotask Integration here. For all other platforms, please open a support request.

13 FAQ I am unable to receive Out of Office responses from Exchange 2007 since we installed ExchangeDefender, what can I do? In order to follow RFC 2298 guidelines for Message Disposition Notification (MDN) in Exchange 2007, Microsoft removed address use in their automated OOF and NDR messages. Since spammers often use blank sender fields as a common practice ExchangeDefender will flag these messages as SPAM as well. Some SPAM is getting through, where can I report it? Every now and then, a piece of junk mail will get through. It is just the nature of junk mail- It is always being changed to get by SPAM filters, and SPAM filters are always being changed to compensate for SPAM trends, advertised web sites, viruses and more. If a piece of you feel is SPAM ever makes it into your Inbox, make sure your ExchangeDefender profile is set to quarantine junk mail and that you have IP restrictions enabled as per ExchangeDefender documentation. You can forward your received SPAM messages to **spam@ownwebnow.com**. Our team will review it and eliminate the message from coming to your inbox in the future. To increase the likelihood that the message gets processed, also include the SMTP headers in the report.

14 FAQ Why are my ExchangeDefender reports not arriving at the time I set in the control panel? ExchangeDefender can optionally send two reports per day: the Daily report and the Intraday report. The daily report includes the past 24 hours worth of SPAM that was identified by ExchangeDefender. The Intraday report only includes the SPAM that was identified since the last Daily report. You should never set your Intraday report to run before your Daily report. It is important to note that the times that you configure in the ExchangeDefender administrative portal are the times for which the report is to be generated. For example, if you select to receive a report generated for 4:00 AM, you will receive the past 24 hours worth of , from 4:00 AM from the previous day to the 4:00 AM today. The report will be generated and sent to you. It can take an hour or more for reports to get generated, so if you are trying to receive a report at a certain time, make sure you set the interval at least a few hours in advance. I've released a SPAM message from quarantine and it hasn't arrived in my inbox. Where is it? If you have released a SPAM message from the quarantine and it has not been received within 2 minutes, please consult your system administrator. In all our experience, we have been able to narrow down the issue to AntiSPAM software on the server, on the desktop and even on the firewalls that the IT staff was not aware of. The requirement for the deployment of ExchangeDefender is that all AntiSPAM tools be shut off. Otherwise, messages that we have quarantined will likely end up in the third party filters as well. Unlike antivirus, a layered AntiSPAM approach does not work.

15 FAQ We are not receiving SPAM and reports. They either don't arrive or don't arrive for everyone. Part of a proper ExchangeDefender deployment is to remove all antispam software between your user and ExchangeDefender. As many appliances, antivirus packages, servers and even client software now scan for SPAM and malware content, it is important to trust mail from quarantine@exchangedefender.com. Because your daily and intraday SPAM reports contain the full subject of all your quarantined junk mail, even the weakest of SPAM filters will typically move your SPAM reports to junk. We often see Microsoft IMF (Microsoft Exchange component) either bouncing or discarding reports and even Microsoft Outlook moving our SPAM reports directly to junk. If you have IMF running, please disable it. If you have Outlook on your desktop, please addquarantine@exchangedefender.com to your Safe Senders list. To do so, click on Tools > Options > Junk > Safe Senders > Add and enter our address. If none of the above works, check your ExchangeDefender configuration and make sure that the SPAM settings are configured to Quarantine and the reports are sent to Send Daily Report. If your mail rules are to "deliver" or "delete" SPAM messages, you will not be receiving a report because no was quarantined so there is no SPAM to report.

16 FAQ Why am I unable to send an to a user with address, it says it's being delayed by 3 hours? Yahoo.com has employed a "greylisting" style security system. This system works off the total number of s Yahoo receives from a specific domain within a specified time frame. Since all delivered by ExchangeDefender comes from the same domain their thresholds are surpassed by us every once in a while. A sample rejection would look like this: From: Mail Delivery Subsystem [mailto:mailer-daemon@outbound1.exchangedefender.com] Sent: Wednesday, September 16, :07 PM To: Your Client Subject: Warning: could not send message for past 3 hours ******************************************************** ** THIS IS A WARNING MESSAGE ONLY ** ** YOU DO NOT NEED TO RESEND YOUR MESSAGE ** ******************************************************** The original message was received at Wed, 16 Sep :07: from mail.abc.com [IP ADDRESS] Transcript of session follows Deferred -Since this is an automated system, Yahoo does not offer a system to "delist" a domain from this feature. This system works under the assumption that a legitimate sender (like us) will reattempt delivery and a spammer will not. Therefore, please rest assured that your will be delivered as soon as Yahoo allows it. To review Yahoo.com's help topic on this issue please click on this link: