Product Overview. Mimecast Training. Student Workbook V 2.3

Transcription

1 Product Overview Mimecast Training Student Workbook V 2.3

2 2014 by Mimecast Services Ltd. The information posted in this guide is for use by Mimecast customers only. Use of the guide is governed by the terms contained in the user s agreement with Mimecast. Information in this guide is subject to change without notice. The Mimecast name and logo are owned by Mimecast Services Ltd and its affiliates. All other names and marks are the property of their respective owners. 2

3 Table of Contents Chapter 1: Mimecast... 4 Chapter 2: User Applications... 6 Chapter 3: Track and Trace Chapter 4: Stationery Chapter 5: Reports Chapter 6: Policies Appendix: Knowledge Base and Resources

4 Chapter 1: Mimecast What is Mimecast? Mimecast delivers Cloud-based management services, including Security, Archiving and Continuity. By unifying disparate and fragmented environments into one holistic solution that is always available from the Cloud, Mimecast minimizes risk and reduces cost and complexity, while providing total end-to-end control of . Founded in the United Kingdom in 2003, Mimecast serves thousands of customers worldwide and has offices in Europe, North America, Africa, and the Channel Islands. About Us We re building an information bank - a safer and more useful place for businesses to put their human-generated data providing compliance and security for IT departments and productivity tools for end users. Mimecast is a single cloud platform for all your and information management needs. Mimecast helps organizations and businesses of all sizes to protect their users and data from security threats, and to archive all their human-generated data - from voice, through , to files and IM - in a compliant, cloud-based archive. While our archiving and security solutions can be purchased separately, and appear in their respective Gartner Magic Quadrants, what makes Mimecast unique is our platform. Massively scalable, and with industry-leading search performance, the Mimecast platform is innovative because it gives customers a single repository for all their unstructured information. When businesses entrust Mimecast with their security and their data, they get a powerful solution. A solution that meets their security, storage management and compliance needs today, and which will effortlessly scale to meet their aspirations for end user productivity and information management tomorrow. Removing complexity Mimecast was founded with the goal of simplifying the management of complex systems - removing the need for expensive point solutions managed on-site and replacing them with a single cloud-based application. Today, we continue to make our customers lives easier, by providing enterprise class security and archiving services for on premises, hybrid, or cloud-based messaging environments services that enhance both Microsoft Exchange and Office 365. As well as removing the need for on-site services and appliances, we take away the need for personal cloud applications and other tools that clutter the enterprise IT environment, and which add risk, complexity and cost. Custom-built from the ground up Unlike our major competitors, Mimecast products, services and platform have been built from the ground up over the course of a decade, rather than assembled through acquisition. This allows us to provide our customers with a seamless experience, unparalleled levels of integration, and of course a single point of contact for service and support. 4

5 Delivering the ultimate customer experience Customer experience is at the heart of Mimecast s approach to business. Going beyond the simple notion of customer service, we aim to provide a smooth, simple and enjoyable experience to our customers - from the first conversation through implementation and after-sales service, to the individual user s experience in Outlook or on a mobile device. Mimecast fact file Founded in 2003 by Peter Bauer and Neil Murray More than 8000 customers and 2 million end-users 9 offices in the US, UK, Australia and South Africa Over 500 staff 10 datacenters Winning awards and recognition internationally for technology and as a business 2013 marked fourth year in both the Deloitte Technology Fast and The Sunday Times Tech Track 100 Continuity Overview has become the most critical form of business communication, yet it s not always as reliable as it is important. Businesses can no longer afford outage for any length of time. Mimecast Continuity delivers always-on, seamless availability through automatic service failover and failback in near real-time during an outage. It integrates so seamlessly with Microsoft Outlook that your employees will just carry on using safely and securely whether the outage is planned or not. An essential part of your business continuity plan, Mimecast Continuity is the only cloud-based solution that steps in automatically to deliver to end users during planned and unplanned outages of your Microsoft service. Managed from a single administration console, and with no additional on-premise hardware required, Mimecast simplifies your network and reduces administration. Seamless integration gives users uninterrupted access to live from Outlook during an outage - plus direct access to 58 days worth of archived and up to 10 years when combined with Mimecast Archive. Flexible browser-based access through the Mimecast Personal Portal also provides calendar information. Security Overview As the range of threats has grown, systems for security and encryption have become ever more complex. Users demand ever higher levels of protection while at the same time expecting more business enabling functionality. Businesses are left spending significant amounts of money trying to secure systems, even in the face of industry consolidation and gateway commoditisation. Mimecast is bringing the value of the Secure Gateway back. Mimecast Security provides the most comprehensive, cloud-based risk mitigation available in the market today that s why we are critically acclaimed by Gartner and CRN as Security Vendor of the Year, and it s why we gained Visionary status in Gartner s Magic Quadrant for Secure Gateways Backed by stringent availability and security SLAs, along with flexible encryption options, it cuts cost and complexity, removing threats in the cloud to reduce your risks and improve overall server performance. It is also built to ensure you can meet data security and privacy obligations governing everything from health information to payment card processing information in s. Uniquely, Mimecast Security allows end users to manage their Secure Gateway, 5

6 as well as manage their safe and blocked senders list, or even report spam, all from directly within Microsoft Outlook. We protect against inbound and outbound -borne threats. This includes malware, spam, phishing, DHA & DDoS attacks, deliberate or accidental data leaks, outages, and social engineering attacks. Archiving Overview archiving is a critical requirement for every organization, but it s more than just storage for the sake of record keeping and compliance. The smart buyer goes for an archive solution that delivers much more. Mimecast Archiving cuts the cost and complexity of secure, accessible archiving. It gives your users instant access to every they ve ever sent or received and it gives you central control of retention policies. As much storage as you need, whenever you need it. No more backups. Our cloud-based platform stores all your internal and external in a highly secure and resilient archive, giving you as much space as you need. We charge by the number of users and offer a perpetual storage period, so you get predictable storage costs. We also retain data for all employees past and present. The result is Reduced costs to store A lighter load for your Exchange Server Greater productivity with staff able to access archived in real-time and without the need for technical support No more user deletion or employees hoarding s in PSTs Your business need never risk losing important data due to server, storage, budgetary, or mailbox constraints End user benefits Bottomless mailboxes for end users Personal archive access from MS Outlook via our standard MS Outlook interface 'Drag and drop' between Outlook and Mimecast archive Near real-time search Familiar personal folder structures presented in our secure webmail interface Personal archive access through mobile devices; Android, Windows Phone, iphone, ipad and BlackBerry Chapter 2: User 6

7 Applications Mimecast Personal Portal What is Mimecast Personal Portal? Mimecast Personal Portal is a webmail portal that allows you to search your personal Archive, manage your personal Permit/Block lists and quarantine queue, and continue to send and receive in the event of a mail server outage. Accessing Mimecast Personal Portal To access Mimecast Personal Portal from the website, click on the Log In button from the following URL: Within the Mimecast Personal Portal widget, select your region in the available field. Click the Continue button. On the next screen, enter your address and click Next. Enter your password, click Login. Select whether you are using a Cloud or Domain password. Mimecast Personal Portal Navigation Mimecast Personal Portal consists of a Navigation Menu on the left and the Contents Panel on the right. Each frame is independent, and may expand in height and width. Scroll bars will appear within the frame as required, to allow the full content of the frame to be viewed. 7

8 Depending on your purchased Mimecast service and the permissions assigned by your Administrator, additional features may become available. Mimecast Personal Portal Feature Exchange Folders Smart Tags Calendars File Archive Description Replicated folders from your Outlook and Exchange profile. This means that you can access the s and folders within Mimecast Personal Portal as you see them in your Outlook account even if these s no longer exist. Folders used to share data with multiple users. They can also be used to access files and documents that have been archived. This requires additional permissions to be provided to view these folders. Meeting information on your Exchange Server can be replicated to display on Mimecast Personal Portal. You will not be able to create or edit calendar items in Mimecast Personal Portal. Files that have been stored in Home Drives and Shared Drives. Online Inbox and Sent Items By default, your Online Inbox is displayed. The Online Inbox contains all received s, and the Online Sent Items contains all sent s. Select an to view the contents in a preview panel (which can be customized), or double click one of the messages to open it in a new menu. Right-click the to respond to the , e.g. Reply and Forward. Note: You cannot delete s from Mimecast. Exercise: Working with Mimecast Personal Portal 1) Log in to Mimecast Personal Portal 8 a) Open the URL in a web browser: b) Click the Log In button. c) Select Mimecast Personal Portal from the available options. d) Use the drop-down arrow to select the region, and click on the Continue link. e) Enter your user address and password. f) Note: This can either be a cloud or network password, depending on what has been configured - if unsure, confirm the details with your Administrator. 2) Read a) Once logged in to Mimecast Personal Portal, select Online Inbox from the navigation pane on the left (by default this page will be displayed). b) Click once on an message that is displayed in the list. This will show the show the contents of the in the preview pane. c) Right-click the message to list the options e.g. reply, reply all, forward. 3) Compose and Send a) Click the Compose link in the navigation pane on the left. b) Add a destination address (e.g. a personal account) in the To field - the address will be auto-completed if it is a recently used address.

9 c) Add a subject line, and content for the message. d) Add an attachment to the . e) Change the font size and type. f) Click the Send button to send the message. g) Did you receive the ? Did it look different to an sent from your regular application (e.g. Outlook)? If your company uses a policy that applies a disclaimer to outbound s, you will notice that this and any other policies are still applied. (Note: By default, your own address is BCC d, so you should also receive a copy of this sent item in your application.) 4) Archive Search a) Quick Search i) Enter a search word/s in the text box in the top middle of the page. ii) Click on the Search button. iii) This search will look for these word/s in all aspects of all s over the last 12 months. b) Archive Search Builder i) Click on the Search link in the navigation pane on the left. ii) In the Search Text field, enter a word/s that you would like to search for. iii) Make sure that the options are selected to search the Subject, Body and Attachments of s. iv) Change the Date Range as required. v) Click on the Search button. 9

10 Mimecast for Outlook Introduction to Mimecast for Outlook Mimecast Services for Outlook is a sofrware application that is installed within Outlook. Once installed users are able to access certain functionality based on the permissions your Administrator has configured. Mimecast for Outlook ensures that s continue to flow to Outlook automatically, even if your company server is unavailable. You will still be able to send and receive and conduct an Archive search, provided you have an internet connection. Exporting s To export s from your search, click on the Export button, and then select the destination folder. This will export all the s in your Search results to the destination folder that has been defined. Alternatively, select an from the Search results, and click on the Save button. The will be moved into Outlook and saved to the Mimecast Saved s folder, which is created as a subfolder under the Inbox. A pop-up window also confirms that the has been saved. 10

11 Spam Handling If you believe you have received a spam message, you are able to report it by clicking on the message, and then clicking on the Report Spam button on the Mimecast ribbon. Spam messages are those s that are not subscribed to, or explicitly allowed, so try and ensure that this is spam before you report it. When the Report Spam button is clicked, the is moved to the Deleted Items folder, and the sender is added to your personal block list. Mimecast will receive your reported example, but will not respond to the report. On Hold Messages Mimecast for Outlook provides access from within Outlook to manage your Personal On Hold queue, or if you have been given Overseer access, you can also manage your Moderated Hold Queue. Composing s When a new is created, the Mimecast ribbon also appears at the top of the screen. This menu provides a number of features depending on what your Administrator has enabled, and are described below. Note: The is not affected immediately after selecting the above options, but is instead modified once it has been sent. 11

12 Exercise: Mimecast for Outlook 1) Check your Account Settings a) Click on the Mimecast for Outlook Status Panel in the bottom left corner of your Outlook. This opens the Account Options page. b) Look at the Authentication Options section. Which method of authentication are you using to connect to Mimecast? (Look for Status: Validated under one of the 3 listed options.) c) Note: If using Network or Domain authentication, you will need to re-enter your network password after it has expired and you have reset it. 2) Archive Search a) Click on the Mimecast ribbon at the top of your Outlook screen. b) In the Archive Search section, click on the Search button to open the Search editor. c) In the text area, enter the text to search for. d) In the date section, click on the drop-down and choose a date range to search across. e) Click on the Search button to start the search. f) When the search results are returned, click on one of the s to display the content and options on the right of the page. g) Click the Save button. h) Check that the mail appears in the Mimecast Saved s folder in Outlook (a subfolder within your Outlook Inbox). Note: You are able to drag the from this folder to another folder if required. 3) Compose Mail a) Open a new in Outlook. b) Click on the Mimecast ribbon at the top of the Compose page. c) Click on the Attachment Strip and Link button - notice that it will now be highlighted. d) Attach 3 files of your choice (the total size needs to be over 1Mb). e) Send the to your external mail address. f) Log into your external mail account. g) Check that the attachment in the message has been stripped and instead a notification is sent which will allow you to download the attachments. h) Download the attachments. 4) Managing your Mailbox a) In your Outlook Inbox, click on an from an external sender. b) Right-click on the and view the options, e.g. Report Spam, Block Sender, Search Archive. c) If this is from an external sender that you no longer wish to receive s from, click on Block Sender, and then choose either Sender's Address or Sender's Domain. d) This adds the sender's details to your personal Block list. 12

13 Chapter 3: Track and Trace The Track and Trace menu option allows an Administrator to troubleshoot delivery. Track and Trace is typically performed by an Administrator when attempting to troubleshoot delivery. Normally this presents itself as an end user inquiring as to why an didn't arrive at its destination or was delayed; either inbound or outbound. This results in the Administrator accessing the Mimecast Administration Console to investigate. Using the Track and Trace feature in the Mimecast Administration console, Administrators are able to enter simple information and perform a search across multiple viewers and queues from a single place. The results provide information regarding the processing of the , as well as its current state. For example, if an was initially subjected to greylisting, but then accepted and Archived, the results will show all the applicable entries for this message. 13

14 Chapter 4: Stationery Mimecast's Stationery module allows Administrators to centralise and control the application of Branding and legal Disclaimers to s generated by internal users. The users themselves do not have the ability to modify the Stationery items. Note: Stationery is not applied to internal s, and is mainly used for outbound communications. 14

15 Chapter 5: Reports The Mimecast Reporting module contains detailed statistics covering s processed, rejected s, and communication flows. The Reporting Overview graphs allows Administrators to review the flows of traffic within their environment; outbound, inbound and internal, as well as bandwidth and rejected traffic. Note: Reporting data is available for three (3) months, although scheduled reports can be stored in PDF for a longer period. Reports provide Administrators with a view of what is happening in their environment; how many s are being sent, rejected, and the data volumes being transmitted. These reports can assist with infrastructure planning through data load analysis, show spam and virus trends, as well as supply usage reports on a per user basis. Administrators are also able to schedule reports to be ed out or simply download these reports from the Administration Console. These reports can then be analyzed, and any necessary changes made. 15

16 Chapter 6: Policies Mimecast Policies are a set of rules that affect the flow of traffic, and are applied to either Inbound or Outbound messages. The available Policies allow an Administrator to apply granular control to the flow of messages as they are processed by Mimecast. The Gateway Policy Editor provides a list of all available Mimecast Policies, which is dependent on the Mimecast Product purchased. Using the Gateway Policy Editor, the Administrator can quickly identify which Policies require an associated Policy Definition, the number of active Policies configured per Policy type, and view one consolidated list of all created Policies. Note: Definitions are only required for certain Policies (e.g. Attachment Sets) and allow more specific settings to be configured. 16

17 Appendix: Knowledge Base and Resources Knowledge Base This manual refers to the Knowledge Base (KB) To access the Knowledge Base, use the direct link: Training Courses Visit our website to view the latest information on our available training courses: Available Online Course Titles: Mimecast Product Overview Mimecast Account Tour Mimecast Continuity Mimecast Security Mimecast Archiving Mimecast Admin Tasks Mimecast Exchange Tasks Mimecast Stationery Mimecast User Services Available Classroom Course Titles: Mimecast Security Mimecast Archiving Mimecast Continuity Mimecast Stationery Mimecast Partner Other useful links: Mimecast Community: Mimecast TV: Mimecast Blog: Mimecast Twitter: 17