Admin Quick Start Guide Email Protection Service Anti-Virus & Anti-Spam DOCUMENT REVISION DATE: January, 2010
Email Protection Admin Quick Start Guide / Table of Contents Page 2 of 17 Table of Contents INTRODUCTION... 3 MX RECORDS FOR EMAIL PROTECTION... 3 Updating Your Domain s MX Records... 3 OBTAINING ADMIN ACCESS TO THE CONTROL CONSOLE... 4 FIRST TIME ACCESS OBTAINING ADMIN ACCESS... 4 FIRST TIME ACCESS SETTING YOUR ADMIN PASSWORD... 6 MANAGING YOUR ACCOUNT EMAIL PROTECTION... 7 DISPLAY STATISTICS & REPORTS... 7 CREATING WHITE LISTS (ALLOW) AND BLACK LISTS (DENY)... 9 MANAGE VIRUS & SPAM THREATS... 12 MANAGING YOUR ACCOUNT ACCOUNT MANAGEMENT... 15 CHANGING/SETTING USER PASSWORDS... 15 CHECK USERS QUARANTINE QUEUES... 16 DELIVER SPAM REPORT... 17 FEEDBACK: If you note mistakes in this guide, or identify procedures that are incorrect, we encourage you to email your feedback to userguidefeedback@hostaccount.com. We continually strive to improve our customer support resources and your feedback in invaluable in assisting us with our goal to provide exceptional customer service.
Email Protection Admin Quick Start Guide / Introduction & MX Records Page 3 of 17 Apptix Email Protection Admin Quick Start Guide -- Introduction Much of the Apptix Email Protection Anti-Virus and Anti-Spam service is an automated service that requires little to no management on behalf of the customer. However, there is one critical setup procedure that you, as the admin of your company, must complete in order to start your domain s email flowing through the Apptix Email Protection filtering servers. This Quick Start Guide provides instruction for the following Administrative functions for the Email Protection Service: 1) Updating your Domain s MX Records to route your domains email through the Apptix Email Protection Servers 2) Gaining Admin access to the Control Console (to manage features of the Email Protection services) 3) Managing your account through the Control Console Email Protection features 4) Managing your account through the Control Console Account Management features MX Records for Email Protection After your account s Email Protection service has been provisioned for your account, the designated Admin for the account will receive a Welcome to Email Protection email that lists the various DNS settings that need to be made for your domain to take advantage of this service. The most important of these DNS settings is the MX Record. The MX Record is the Mail Exchange record for your domain that routes email for your domain to the email server(s) specified by the MX Record(s). MX Records typically represent multiple server IP addresses so that if one server becomes incapacitated, then the other servers linked to the MX Record can take over the email delivery function. The Apptix Email Protection service utilizes MX Record names--for mapping multiple servers for email delivery--to insure that your email is properly delivered. For DNS management consoles that accept single IP addresses only, and NOT MX Record names, you will need to find a DNS host (such as Apptix) that accepts MX Record entries for DNS Record management. Additionally, you should remove any other MX Records from your DNS Records and ONLY enter the following MX Records associated with Apptix s Email Protection services: Server1.inboundmx.com (preference 10) Server2.inboundmx.com (preference 20) There are some additional DNS Records that are listed in the Welcome to Email Protection email that are useful to optimization of email delivery for your domain(s), but without making these changes to your MX Record the Apptix Email Protection service will fail to be implemented for your account. Updating Your Domain s MX Records Apptix client support will not be able to change your MX Records for you, as only the administrator of the domain itself is the only person who can update the domain s DNS Records. As the administrator of your domain you should have access to an Internet website that provides you with access to your DNS Records so that you can make the appropriate MX Record change to route your domain(s) email through the filtering servers. Typically your domain(s) DNS records are hosted with your original registrar (where you bought your domain), or with your current webhosting company. If you are hosting your DNS Records with the Apptix Hosting Control Panel you can make the MX Record changes by accessing All Domains Select the domain hosted in the Hosting CP DNS tab DNS Records Sub-Tab [Add New DNS Record] button, or Edit current MX Records. Please call customer support at 866-428-0128 for assistance, if you experience any problems with updating your MX Records to take advantage of the Apptix Email Protection service.
Email Protection Admin Quick Start Guide / Admin Access Page 4 of 17 Obtaining Admin Access to the Control Console Much of the Apptix Email Protection service runs without any need for setup or management from the customer. However, as the Administrator of your company s Apptix Email Protection account, you are provided access to the Control Console that allows you to manage the features of the Email Protection service. From this Control Console you will be able to: 1) Create company-wide Allow/Deny lists 2) Access other User s account information for resetting passwords, releasing Quarantined email, etc. 3) View, and edit, the Email Protection settings for your account, etc. First Time Access Obtaining Admin Access For security purposes, there is no admin password initially setup for each account. However, the assigned email address admin@yourdomain.com has been setup to be utilized as the Admin access email address. ALWAYS utilize this email address (not your actual email address) to access the Apptix Email Protection Control Console when you wish to perform administration functions for your account. As the admin you must first access the Control Console from any browser and request access to the Control Console for your account. 1) Access the Control Console at http://console.mcafeesaas.com. Select the language to be utilized for the portal and click on the Forgot your password or need to create a password? link at the bottom of the Sign In box. This will start the process of gaining access to the Control Console as admin of your account. Please call customer support at 866-428-0128 if you experience any problems with creating the initial access to your Apptix Email Protection Control Console.
Email Protection Admin Quick Start Guide / Admin Access Page 5 of 17 2) The Security Question screen is displayed. From the *Security Question drop-down menu select any of the questions that you wish to utilize to help identify you as admin of the account. Enter the answer in the *Security Answer input and click the [Next] button. 3) The Change Password screen is displayed which allows you to determine the proper email to be used to receive the initial Admin access link information. Enter your email address in the *Email Address: input. Select either of the radio buttons to identify the email address to be used to receive the admin password access. Click the [Next] button. 4) A confirmation screen is displayed. Check your email (as requested above) for an email from McAfeeSaaSAdmin@mcafee.com
Email Protection Admin Quick Start Guide / Admin Access Page 6 of 17 First Time Access Setting Your Admin Password After initially accessing the Apptix Email Protection Control Console and requesting access, you should immediately be sent an email from McAfeeSaaSAdmin@mcafee.com. This email contains a link that will take you to a page that displays your preselected security question and provides you with an opportunity to create your Admin password. 1) Click on the link from the McAfeeSaasAdmin email. Alternatively, copy the link into a browser. The Change Password window is displayed containing the security question you previously selected. Answer the Security Question in the *Security Answer input field. Enter your desired password and confirm your password. Make sure to create a password that meets the criteria listed on this screen. Click the [Sign In] button 2) If your password and confirmation password match, and conform to the password criteria, you will gain access to the Control Console as the account administrator Remember your Admin password as you will utilize it to gain access any time you wish to manage your Apptix Email Protection features.
Email Protection Admin Quick Start Guide / Statistics & Reports Page 7 of 17 Managing Your Account Email Protection Much of the Apptix Email Protection service is automated and requires no maintenance or management from the account Admin. Your Users should automatically be setup once your domain s MX Records have been updated and mail is flowing through the Apptix Email Protection service. There are some standard features that will be useful to you as an Admin of this service. The following features are managed from the Email Protection Tab. Display Statistics & Reports When you first enter the Control Console there is news posted about the Email Protection service. To obtain an overview of your specific account you can do the following. 1) Click on the [Display Statistics] button of the Overview section to see graphical representations of your account. You may click on the icons within each graphic to view different formats of the information. 2) To view different Reports that are related to your account click on the Report Sub-Tab. The Traffic Overview Main View is displayed.
Email Protection Admin Quick Start Guide / Statistics & Reports Page 8 of 17 3) From the Reports drop-down menu, you can quickly create a variety of reports for your account. Use the Period calendar selection to chose the date for which you want to generate the report. You may click on the [Download] button to download the information from the report to an Excel (.xls) file.
Email Protection Admin Quick Start Guide / Allow/Deny Lists Page 9 of 17 Creating White Lists (Allow) and Black Lists (Deny) When you, as the Admin, are creating Allow/Deny lists from within the Admin@yourdomain.com account, these are Domain-wide allow/deny entries that pertain to your entire domain. Each account is allowed up to one thousand (1,000) allow/deny entries at the Admin level, and each User is allowed up to one hundred (100) allow/deny entries at the User level. Admin Allow/Deny entries take precedent over User-defined Allow/Deny entries. So any entries added to the Admin User s Allow/Deny list will apply to all of your domain s User mailboxes. IMPORTANT NOTE: Allow the Apptix Email Protection service to do its job. There is NO NEED to add email addresses to the Deny list that are already being caught by the Quarantine/Spam reports. You will want to add entries to the Deny list (Black List) of those emails that are getting through the filters and being delivered to your User s mailboxes. Do NOT fill up your Deny list allowance with emails that are already being caught and filtered. You should add to the Allow list (White List) those emails that are being CAUGHT by the Spam/Quarantine Report that are false positives (Ex: email newsletters that you WANT delivered but are being caught in Quarantine.) To edit, and manage, your company-wide Allow/Deny lists do the following. 1) Access the Add/Deny list from the Control Console by clicking on Email Protection Policies Select your domain name policy click the [Edit] button. The Tabs containing your default Policy features will be displayed.
Email Protection Admin Quick Start Guide / Allow/Deny Lists Page 10 of 17 2) To create your Allow entries (White List) click on the Allow/Deny Tab Sender Allow Sub-Tab Enter any email address, or IP address, in the Add Domain or Address or IP entry field and click on the [Add >>] button to add to the Allow List one entry at a time. To import an Excel, or Word, file to upload multiple entries click the [More Options ] button You may use an asterisk (*) as a wildcard to insure any email from the wildcard entry is included
Email Protection Admin Quick Start Guide / Allow/Deny Lists Page 11 of 17 3) To create your Deny entries (Black List) click on the Allow/Deny Tab Sender Deny Sub-Tab Enter any email address, or IP address, in the Add Domain or Address or IP entry field and click on the [Add >>] button to add to the Deny List one entry at a time. To import an Excel, or Word, file to upload multiple entries click the [More Options ] button You may use an asterisk (*) as a wildcard to insure any email from the wildcard entry is included Click on the appropriate radio button in the If the Sender is on the Sender Deny List section to indicate if you want to Deny Delivery or Accept and silently discard the message (Email will show up in the Quarantine Report using this option. 4) Click on the [X] button in the upper-right corner of the Policy Set window to close the window.
Email Protection Admin Quick Start Guide / Virus & Spam Threats Page 12 of 17 Manage Virus & Spam Threats The default settings for Virus and Spam threats should be set to deny delivery of the most obvious spam/viruses and quarantine those with medium threat level. This can be reviewed, and changed, through the Policies tab. To edit, and manage, your company-wide Spam and Virus threats do the following. 1) Access the Spam/Virus threats features from the Control Console by clicking on Email Protection Policies Select your domain name policy click the [Edit] button. The Tabs containing your default Policy features will be displayed. 2) To review your Virus settings click on the Virus Actions Sub-Tab Typically you will want to Deny Delivery of any email containing a virus. You may select any of the options displayed and then click the [Save] button to complete your selection.
Email Protection Admin Quick Start Guide / Virus & Spam Threats Page 13 of 17 3) To review your Virus notification options click on the Virus Notifications Sub-Tab You may click on multiple checkboxes, or uncheck all checkboxes if you do not wish to be notified of virus threats, to make your selection and then click the [Save] button to complete your selection. 4) Click on the [X] button in the upper-right corner of the Policy Set window to close the window.
Email Protection Admin Quick Start Guide / Virus & Spam Threats Page 14 of 17 1) To review your Spam settings click on the Spam Classification Sub-Tab Typically you will want to Quarantine Spam scored as medium likelihood and Deny Delivery to messages scored as highly likely to be Spam. However, some Admins want to filter and quarantine all messages rather than deny delivery. Make your selections to fit your company policies, and then click the [Save] button to complete your selection. 2) To review your Spam reporting options click on the Spam Reporting Sub-Tab There are multiple options that can be selected from this page. Chose the desired reporting options and then click the [Save] button to complete your selection. 3) Click on the [X] button in the upper-right corner of the Policy Set window to close the window.
Email Protection Admin Quick Start Guide / Account Management Page 15 of 17 Managing Your Account Account Management Though your Users should automatically be setup once your domain s MX Records have been updated and mail is flowing through the Apptix Email Protection service, you can use the Account Management features to access information about your Users, create new Users and aliases, etc. The following features are managed from the Account Management Tab. Changing/Setting User Passwords All Users can utilize the Forgot your password or need to create a password? link at the bottom of the Sign In box on the Control Console login page in order to obtain their passwords. Alternatively, Admins have the ability to access their User s account and set, or reset, User passwords on their behalf. 1) To access your Users to manage their accounts, click on Account Management Users sub-tab and select the hyperlink associated with any User. You may also Create and Delete Users from this screen. 2) The details for the selected User are displayed. In the General Settings area click on the [Edit] button in order to access the User s password settings.
Email Protection Admin Quick Start Guide / Account Management Page 16 of 17 3) Click on the [Password] button to gain access to the User s password. Enter the desired password and confirm the password in the fields provided. Click on the [Save] button to finish the password change. Please note the password parameters outlined on this page. Provide the User with notification of the password change Check Users Quarantine Queues All Users should have access to their own Control Consoles to be able to check their Quarantine queues, etc. Additionally, all Admins have access to their Users Quarantine queues and can check these queues and release messages from the queues if needed. 1) To access your Users Quarantine queues, click on Account Management Users sub-tab and select the hyperlink associated with any User. 2) The details for the selected User are displayed. In the Email Protection Settings area, click on the Quarantine menu option in order to access the User s Quarantine queue.
Email Protection Admin Quick Start Guide / Account Management Page 17 of 17 3) The Search Quarantines Messages for xxx@xxxxxxx.com window is displayed. From this window you can search the User s Quarantine queue. Select the type of quarantined message from the Threat: drop-down menu and a period to review from the Day: drop-down menu, then click on the [Search] button. A list of Quarantined messages is displayed. To release a message(s) click on the check-box(es) in front of the message(s) to be released and click on the Release menu option. The selected message(s) will be released from the Quarantine queue and delivered to the User s mailbox. Optionally, you may select from the menu ribbon to Always Allow for User, Delete, or Delete All options to be applied to those messages selected from the Search Results queue. Deliver Spam Report From the User s Details page you can force the delivery of a Spam report by clicking on the [Deliver Spam Report] button. A Spam Report will be processed for the User and delivered to their mailbox