MAIL CENTRAL Spam & Virus Protection Service for TREB Email July16, 2010 1
Mail Central - Spam & Virus Protection Service for TREB Email Table of Contents Introduction/Beneficial Features p.3 Compose Message Screen p.4 Inbox Screen p.5 Sent Screen p.7 Spam Quarantine Screen p.8 Contacts Screen p.9 Spam Summary p.10 Personal Allow/Deny Screen p.11 2
Mail Central - Spam & Virus Protection Service for TREB Email The new Electric Mail spam and virus protection for your TREB email account provides all Members with the added bonus of an Internet mail interface, Mail Central, to efficiently handle many of their email functions. Although Electric Mail is not a typical Internet mail interface like HotMail or YahooMail, the Mail Central interface provides TREB Members with much more capability than just its primary function of spam management. Beneficial Features: Available via a user-friendly web interface, using only an Internet connection and standard web browser Allows 24/7 access to all inbound and outbound email sent in the past 30 days Message composition screen with a wide variety of formatting tools White or Black Listing of individual senders or domains Easy identification and delivery of spam false positives Preview of virus-infected emails (no delivery) Access to a personal, rolling, 30-day mirror of all inbound and outbound email, which can be used to resend "lost" email, or as a full standby email account in the case of the failure of the primary email system Log in to the Internet interface using your Trebnet email address and password. Electric Mail will auto-populate your username in future visits if you check off Remember username. The Mail Central interface is comprised of three tabs; Messages, Personal Allow/Deny, and Logout. The Messages tab is the most feature-rich, offering users several different screens (see below). These can be accessed by clicking on the names in the purple bar across the top of the screen: 3
Compose Message The message composition screen has numerous editing tools that can be used while crafting emails. Messages can be created in either Plain Text format, or HTML format. The following features are available in both of the composition modes: Ability to differentiate between To, CC and BCC recipients (green buttons at top) High/Low Importance Indicator selection capability (exclamation mark, blue arrow) Return Receipt request capability (check box) Quick selection of recipients from your address book with the click of an icon Attachment selection capability (Browse button / Attach button) When HTML is selected from the Format dropdown, two feature-rich toolbars are added to the interface to assist users in the formatting of their email message. Available toolbar features (from left to right) when HTML format is chosen in the dropdown: Choice of nine different fonts Choice of seven font sizes Ability to designate Header settings to format lines of text Bold/Italic/Underline and Strikethrough formatting selection Ability to select the Fore Colour and Back Colour of a font using colour charts Justification selection Bullet insertion (ordered/unordered lists) Indent and Outdent selection Subscript and Superscript selection capability Standard Cut/Copy and Paste features Capability to strip MSWord-generated HTML Undo and Redo selections Table insertion capability, with colour formatting Ability to select an Image from the Internet for inline insertion Ability to create hyperlinks in emails 4
There are three main presentation screens available: Inbox, Sent and Spam Quarantine. For ease of use, they all look the same and behave essentially the same way, with the only differences between them being the functionality of the green command buttons at the top of the screens. Inbox The Inbox screen is very similar in nature to most standard email clients. It is comprised of a grid which serves to display the list of mails in a format of rows and columns, The headers for the five columns displayed are as follows: Date [EDT], Status, To, From, and Subject and Preview. There is also a column of check boxes and garbage can icons at the left of each row. These icons can be used to quickly delete any email from this screen view, while clicking on one of the check boxes selects that row for performing other operations, such as multiple forwarding of messages to a particular email address, or adding senders en masse to your Black List. These various operations can be invoked using the green command buttons found at the top of the screen. The text displayed in bold purple font across the cells of each message row is actually hyperlinked to the email, so clicking on any of that text is the easiest way to open the email for reading. A short preview of the message is displayed in the last column. Note that in the top right corner of the screen, the Message View Mode dropdown can be used to select either Popup Preview or Inline Preview. Selecting Popup means that your mails will be displayed in their own popup window for viewing, whereas Inline Preview means you must scroll down the screen to view the body of your mails. This is a personal preference selection. On the left hand side of the Inbox interface are displayed the folders for the past days of the present month, as well as folders representing days of the previous month. As stated in bold red font at the top of the screen Messages older than 30 days will be deleted automatically and permanently within Mail Central Portal, therefore, in total, there will always be 30 folders containing the last 30 days of emails. This is true for both the inbound and outbound messages of your trebnet.com account, and also the Spam Quarantine. 5
The messages can be accessed either by clicking on the folder of a specific date, or by clicking on the folder representing the month. Clicking on the month will result in a display that lists of all the email messages that were received in that month, which you can scroll though. The messages are sorted with the most recent on top, however the sort can be changed by either selecting one of the four options in the Sort By dropdown list, or by clicking on the header of one of those four columns. The two small red and black triangles can also be used to toggle the sort direction between ascending and descending. In that same part of the screen there are also links for navigating from one screen of messages to the next [First Back Next Last], and also a dropdown, which can be used to choose the maximum number of messages that will be displayed on the screen at any time. Just above those controls there is a Search engine that can be used to locate a particular mail message based on the Sender, Recipient or Subject. Along the top left of the Inbox screen, there are three green command buttons. The Delete button will delete whichever messages have been checked off, and the Forward button can be used to resend any messages that have been checked off. The Report/Block button can be used to add the sender of the messages that have been checked off to the account s Black List. When you delete a message from this screen, it should still exist in your trebnet.com account, unless you have deleted it there as well. On the other hand, if you delete a message in your primary trebnet.com interface, it will still be accessible in this interface for the remainder of the 30 day period as long as you do not delete it here as well. First of all the mail(s) that you wish to process must be checked off. Clicking on the Delete button will result in the standard Are you sure I.E. pop-up message. When OK is clicked, the message is permanently deleted from the Electric Mail Inbox interface and the screen is refreshed. The Forward button will present the Process Messages screen, which can be used to resend the message(s) to the original destination, a new recipient, or both. Clicking on the Perform Actions button on this screen will result in the following: You will see a note indicating that your mail has been queued for delivery The Status of the message will change to Forwarded (see image below) The message will be delivered to the addresses that you have specified If you don t see the has been queued note, then it s likely you didn t check off any messages. 6
Clicking on the Report/Block button provides an opportunity to 1) Black List the sender, and 2) Delete the message, or both. Clicking on the Perform Actions button with this configuration will result in the following: You will see the note Added address to your deny list successfully The message will be deleted immediately, without a prior Are you sure pop-up. Sent Along the top left of the Sent screen, there are two green command buttons. The Delete button will delete from this interface whichever messages have been checked off, and the Forward button can be used to resend any messages that have been checked off. A checked off Sent screen row. (note that the Sent screen is the same as the inbox screen, except for the functions of the green command buttons) Clicking the Delete button will result in the standard I.E. pop-up message. When OK is clicked, the message is permanently deleted from the Sent interface and the screen is refreshed. 7
Clicking on the Forward button will present the Process Messages screen, which has the exact same behaviour as when it s presented from the Inbox screen: After clicking on the Perform Actions button, there will be a notification of results. Spam Quarantine Along the top left of the Spam Quarantine screen, there are two green command buttons. The Delete button will delete whichever messages have been checked off, and the Report/Deliver/Allow button can be used to resend any messages that have been checked off, or it can be used to add the sender of the messages that have been checked off to the Black List The Delete button possesses the same behaviour as it does in the Inbox and Sent screens. Clicking the Report/Deliver/Allow provides several options that can be utilized in the management of quarantined emails that the system has deemed to be spam. The choices include: reporting the message as Non-Spam allowing the message to be delivered to the original recipient delivering the message to a new recipient adding the email address or domain of the sender to the Allow list deletion of the message 8
Contacts The Contacts screen is used for viewing and adding contacts. It can be viewed in either Cards mode, or List mode, whichever way you feel displays the data most efficiently for your purposes. List Mode Using the two buttons at the top of the screen, you can toggle back and forth between these two views. The other buttons along the top can be used for the following functions: Button New Write Delete Print Contacts (dropdown) Export as CSV Function Can be used to select a screen for entering the information related to a new contact, or initiating a new mail message Used for initiating a new mail message Can be used to delete any of the contacts that have been checked off Displays a full window version of the contact list, which can then be printed by clicking on the Print button at the top right. The small icon to the right of the button will close the screen Personal Contacts dropdown will also provide access to the Group Contacts interface This button allows you to quickly and easily export all of your existing contacts into a.csv (Comma Separated Values) file which can be viewed using Excel The adding of a contact is initiated by clicking New Contact, while clicking on a contact will allow that contact s details to be viewed and edited. The information must be typed in as you would in Outlook, and the existing fields are essentially the same as Outlook. There is no import feature to transfer contact info between mail programs, but third party applications such as Funambol Sync Client can be used for syncing of contacts with Outlook s interface. These applications, however, are not supported by TREB Help Desk. 9
Spam Summary If you do not wish to receive the daily spam summary in your inbox, the delivery can be disabled with the click of a button: This is not recommended, however, since you might possibly miss viewing a mail that was mistakenly designated spam by the software filters. Quarantine Summary notifications are delivered in your TREB mailbox on a daily basis, but only if there have been new messages quarantined for possibly being spam since the last summary. Members can quickly scan the list of emails that have been re-directed into their Spam Quarantine because they have been deemed to be spam. By clicking on the View link beside the title of the email, the message can be read in secure mode. If a valid piece of mail is discovered in the notification, the email can be immediately released by clicking on the Not Spam link, which also automatically adds the sender s address to the Personal Allow List. Clicking on the Delete link will delete the message, while clicking on Block will add the sender s address to the Personal Deny List. Any virus-infected messages caught by the software filters are also summarized here, but they, of course, cannot be released. Sample Spam Summary: Spam Summary There are 3 new messages in your spam quarantine since the last spam summary was delivered. If these messages are spam, you do not need to take any action as they will be automatically deleted after 30 days. To read a message, click View. To deliver a message to your inbox and add the sender to your Trusted Senders list, click Not Spam. To delete a message from your quarantine, click Delete. To add the sender to your Blocked Senders List, click Block. To review the complete list of quarantine messages, or to stop receiving Spam Summary message go to Mail Central, login using your email address and password that you use to login to your mail. Blocked Virus Jun 17 03:37 PM Jun 17 03:13 AM Jun 15 09:28 AM talentpool@hotmail.com do not open this email on any Microsoft platform. united-nations@officials.co.uk Compensation Check Payment united-nations@officials.co.uk Compensation payment Troj/Bredo-DG found in the body of the message View Delete Block View Not Spam Delete Block View Not Spam Delete Block This is an automated message from the Spam Quarantine Server. Please do not reply. For support, contact helpdesk@trebnet.com Clicking on the View Not Spam Delete Block links allows for immediate processing of spam messages, e.g., clicking on Not Spam allows the email through to your inbox, and adds the sender to your White List. In order to manage their spam messages and also their Personal Allow and Deny lists, Members can log in to the Mail Central interface by clicking on the Mail Central link that appears in the body of the spam notification. 10
Personal Allow/Deny The Personal Allow/Deny screen allows you to manage your White List and your Black List. Whenever you wish to ensure that the mails from a particular sender are not being mistakenly caught by the spam filter, enter the name of that user in the Allow textbox, and click on the green Allow button. Similarly, a domain can be added to the White List in this way. On the other hand, when you wish to ensure that the emails from a particular sender are going to get caught by the spam filter, enter the name of that user in the Deny textbox, and click on the green Deny button. Note that only administrators have the ability to deny an entire domain. To view the contents of the various Allow and Deny lists you can select the list you want view using the LIST TYPE dropdown. Manual Allow and Manual Deny are the entries made using this screen, while Admin Allow and Admin Deny are entries made by the Administrators, and Automatic Allow are entries made by the system. All Allow and All Deny are lists that group the various types, as their name implies. While viewing the list, there are various controls that can be used to facilitate stepping through the list. Logout The logout option is straightforward. When you click on the Logout tab, you will be logged out immediately, without being directed to another screen, or being asked Are you sure. 11