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SpearMail Ver 7.0 User Manual

1. Company Name Spearhead Infotech No of Users Unlimited WebMail Purchased Web Mail Ho of Users Unlimited Antivirus Purchased AM Start Date 24 027 2006 AM Exo Date 22 02 2007 Reg Date Time 22 02 2006 03 08 47 PM For product updates please check way spearmail com Please note that the unlock file is valid only on this machine Load key from file Close Spearhead Infotech Systems Pvt Ltd Page 62 of 72 Spearhead I nfotech Systems Pvt Ltd 9 0 Frequently Asked Questions We are presenting the information in an FAQ Frequently Asked Questions format that we hope will be useful Our knowledge relates primarily to mail servers in general use although the information offered here should cover almost any mail server We welcome feedback and comments from any readers on the usefulness or content All aspects of the Internet are constantly changing We are providing the best information available to us as at date of writing and intend to update it at frequent intervals as things change and or more information becomes available However we intend this FAQ as a guide only and recommend that users obtain specific information to determine applicability to their specific requirements This is another way of saying that we can t be held liable or responsible for the content This list will be updated frequently and newer queries and the answers to the same will be appended regularly If you come across a que
2. If your organization does not have a registered domain name but intends to provide multiple users individual e mail addresses out of a single mail account obtained while signing up with the ISP then select the second option and enter the name of the local domain Domain Configuration Wizard videoworks com Mail Service Type Select the scenario that best explains your configuration have a registered Intemet Domain Name Po do not have a registered Intemet Domain Name am using the e mail account provided to me by my ISP Email Address videoworksvsnl com Local Domain Name videoworks com Each user s intemet email address will be the above address followed by his her speamiail user name in brackets Example videoworks vsnl com jack Fig 3 Mail Service Type Do not have a registered domain name Example The e mail account obtained by Videoworks when they signed up with their ISP is vworks vsnl com Now from this single account they can provide individual e mail address to their employees Archie Reggie and Betty using SpearMail E mail address of Archie will then be vworks vsnl com archie and so on Spearhead Infotech Systems Pvt Ltd Page 12 of 72 Spearhead I nfotech Systems Pvt Ltd Step 2 Incoming Mail Server Domain Configuration Wizard spearheadtech com Incoming Mail Server Please refere to the document provided by your ISP to obtain the information b
3. Spearhead Infotech Systems Pvt Ltd Page 13 of 72 Spearhead Infotech Systems Pvt Ltd Leave Copy On server By default Soearmail deletes mails from the mail server once the mails have been downloaded Note Mails are deleted only after downloading all the new mails in the current session For example if there are 100 new mails in the inbox during the current connection the mails are deleted only after downloading all the 100 mails If the connection is terminated after downloading 99 mails those 99 mails will not be deleted from the mail server and these mails would be deleted only the next time Note that these 99 mails will not be re downloaded This feature is represented by the set of properties shown below Leave a copy of mail an server for 0o daps f Delete mails from server after downloading 0 mails C Delete mails from server after downloading OU EBs If you want to periodically delete mails while downloading in the first radio button property Delete mails from server after downloading 0 mails give a non zero value 0 represents all the mails If you want to delete mails based on downloaded data size then select the second radio button property Delete mails from server after downloading 0 kbs give a non zero value For example if you give 100kbs as value in this property Soearmail will download 100kbs of data and then delete all the mails represented by this 100kbs of data If you do not want
4. Version 6 0 Geiting Started Guide Contents 1 0 Introduction 2 0 Requirements 3 0 Features 4 0 Working Principle 5 0 Deployment planning 6 0 Steps to setup Messaging system 7 0 Setting Up TCP IP network 8 0 Adding Users and Groups 9 0 Frequently asked questions Spearhead Infotech Systems Pvt Ltd 301 Thacker Tower Sector 17 Plot No 86 Sec 17 Vashi Navi Mumbai 400705 Tel 91 22 27894387 5727 Telefax 91 22 27894387 Email sales spearmail co in Website www spearmail co in SpearMail Sets up Complete Messaging System Spearhead Infotech Systems Pvt Ltd 1 0 Introduction SpearMail is a Mail Server that allows Organisations to set up a messaging system in their Organisations The messaging system will ensure that v Every user has a separate and private e mail address v Users can send and receive e mail right from their desktop without dialling out each time v Users can send mail within the Organisation as well as to the external world SpearMail also has a host of features which enables Organisations to set up a powerful and cost effective mailing system in their organisations Note SpearMail is not an e mail client This means user cannot read and write mail using SpearMail Users need to use any standard e mail client like Microsoft Outlook Outlook Express Netscape Eudora to read and write mail SpearMail is a post office for Internet mail clients Mails sent by the users will be collected
5. After this maximum no of attempts SpearMail will delete from Queue and alert message will be sent to sender that message has been deleted Delete mail from spooler after tries Note that SMTP connection error would not result in increment of tried value for a particular mail Spearhead Infotech Systems Pvt Ltd Page 17 of 72 Spearhead Infotech Systems Pvt Ltd Step 4 Spam Filtering Junk mails or Spams could be recognized by Spearmail and necessary steps could be taken so that a User s inbox is not cluster with such mails There are two ways to do this you could either enter all the domains and or addresses mails from which you want to block or you could enter all the domains and or addresses only from which you want to accept mails This is explained in User s Spam screen Domain Configuration Wizard spearheadtech com Spam Filtering SpearMail allows you to block unsolicited e mails Spam Such Messages will be deleted from the remote pcre eben f Download Spam Mails to Spam Folder is not selected Enter the 3 j 5 from whom you do not want to receive e mails Enter Domain Names e g physics com Download Spam Mails to Spam Folder There are two ways to populate the list Either you could manually add the list Or you could import all the values from a text file To manually add values enter domain or account name and click on nice Enter Domain Mame e g physics com 123 com Remove If
6. 72 Spearhead Infotech Systems Pvt Ltd Click on to edit the text file P UserList Notepad File Edit Format wiew Help Add list of users to SpearMail Gold Edition Version 6 0 Lines beginning with are treated as comments and are ignored Isaac Newton isaachk physics corm Bill Gates bill microsoft com Add all the users here in the fashion mentioned Save the file and close it Import Now click on to import all the users with default settings Adding Users using Add User Wizard 1 Click on Users button in the main toolbar of SpearMail You will be presented with a screen User List which is as follows Real Mame Login Hame Incoming Outgoing Infotspearheadtech com supports pearheadtech com Create Hew Edit Selected Delete Selected External POP Ac Groups Export Import ee P EEF Close The whole process of adding or editing Users are divided into various steps using this wizard The steps are as mentioned below 1 User ID and Password 2 Email Settings 3 Auto Forward 4 Spam Filtering 5 Outgoing Mail Filtering Spearhead Infotech Systems Pvt Ltd Page 28 of 72 Spearhead Infotech Systems Pvt Ltd 6 Content Filtering 7 Monitoring Mails 8 Auto Reply 9 Aliases 10 Other Options 1 User ID and Password Enter the display name Real Name and User ID Select a domain from the selection Enter a password and confirm it User Co
7. Connect to a private network through the Internet Create a Virtual Private Network MPH connection or tunnel through the internet Connect directly to another computer Connect using my seral parallel or infrared port Connect to the network via broadband Connect through my broadband connection lt Back O Next gt O Next gt Cancel Use the above wizard to add a new profile ee ees Edit To edit an existing profile click on Ed in DialUp Profile screen i my isp1 Properties E 3 x General Options Security Networking Advanced Connect using Phone number Alea t Phone number z Alternates oun region code Use dialing rules Dialing Hules M Show icon in notification area when connected OF Cancel Make the necessary changes and click on OK to return back Select Profile my izp A Edit Login Name fuser btitttitit titititi Password Tries 2 Cancel Enter the number of tries E should attempt to connect to internet using this profile Click on to apply the new settings are return back Spearhead Infotech Systems Pvt Ltd Page 51 of 72 Spearhead I nfotech Systems Pvt Ltd Schedule Connection Type Permanent Connection Dial Up Connection Profile Name Login Name Tries 2 my dialup 2 my isp Add Edit Delete order of the profiles using buttons l Schedule Connection Type Permanent
8. Received 2 21 16 02 2007 ganesh supremind com Received 4A 37 16 02 2007 support spearheadtech com hari yahoomail com sent 6 02 16 02 2007 ES ganesh supremind com Sent 6 61 16 02 2007 10 EO H 4 Hi DetailReport IE Ready Spearhead Infotech Systems Pvt Ltd Page 60 of 72 Spearhead I nfotech Systems Pvt Ltd 16 SpearMail Registration By default Soearmail runs in demo mode You can identify demo mode by looking at the Server Info pane Server Info Evaluation Copy Name conserver Start Time 03 12 22 PM Status Disconnected Hest Process 00 14 51 IP Address 192 168 100 6 Next Ay Update 07 12 PM To Register your copy of Spearmail Go to Help gt Spearmail Registration in the main menu SpearM ail Registration Seral Number C367 7FE2 444F C239 Copy Serial Number Evaluation Copy fou have evaluated Spearhtail for a total of 02 40 Hre and have 247 20 Hrs remaining To obtain an unlock key please email the Serial No displayed above to sales spearmail com Please mention the number of users required along with the serial number For user based pricing please check www Speartail com IF you have obtained an unlock key please click the Load key from file Button to complete registration Please note that the unlock key is valid only on this machine Load key from file To get your licence file copy the mentioned Serial No and contact Spearhead Infotech Systems Load key
9. Signature HTML Signature lt FONT faces4nal size 2 gt lt B gt Wy spearmall come B gt lt FONT WIAA gpearmall Com If an account remains unaccessed for a long time mails could accumulate and take up space To prevent this you could delete mails from unaccessed accounts Select below shown property and enter a non zero value for representing days Before mails are deleted you can inform the administrator about this intended action few days in advance M Purge mails from the server if the account is not accessed for 10 Dans M Notify Administrator Before 2 Dap If Spearmail forwards a mail to another account due to any reason it could add a tag Fwd before the actual subject of the mail to denote that this is a forwarded mail To enable this option select the property Edit mail headers before forwarding the mail You could prevent users from storing very old and junk mails by allocating a restricted amount of Hard Disk space to each account Users cannot use more space than that is allotted to him Default Account Space 2000 KBs Click on O ra to finish the configuration and confirm your settings Click on Eih to apply the new settings or to add the new domain to the list of Domains Spearhead Infotech Systems Pvt Ltd Page 26 of 72 Spearhead I nfotech Systems Pvt Ltd 8 0 Adding Users and Groups You can add a User to SpearMail system one by one through a Wizard or you can
10. SpearMail Assessment of Needs 1 List of all users who need to be part of SpearMail system 2 Determine whether some users need to have access to only to internal mail For conserving bandwidth some users might not be provided with access to Internet mail They will be part of SpearMail mailing system only to send and receive local Internal mail 3 Check with users whether they have separate mailboxes POP accounts which need to be integrated If the users in your company have personal e mail account apart from your company account SpearMail can be configured to download messages from their personal e mail account also 4 Check with the users whether the mails they receive need to be forwarded to another e mail account Many of the Users prefer to forward their mail to other accounts like Hotmail to enable them to read their mail even when they are not physically present in the Organisation In some cases due to certain Organisation policies mail of certain users might need to be forwarded to their managers 5 Determine whether you need backup emails of particular accounts to different account By doing this admin can have track of all emails sent or received by those particulars users 6 Determine whether you need to limit the size of mail that certain users can send or and receive For conserving bandwidth Administrator might decide to limit the size of messages certain users can send and receive Note by default SpearMail d
11. SpearMail can still be used by Videoworks even if they did not have the domain name videoworks com registered However in this case the e mail addresses of the employees will be of the form vworks bomz2 vsnl net in archie i e the normal email address followed by the user s name in brackets This is not recommended as this facility is provided not by using the process like aliasing but by using the naming conventions of e mail The brackets appearing after the e mail address is referred as comments This feature of comment is used by SpearMail to distinguish mail to various users It could so happen that some servers along the way may delete the comment or modify to such an extent that it may not be readable by any e mail client Note that even in these circumstances SpearMail ensures that mail will not be lost but will be delivered to the admin account 5 0 Deployment planning Deployment planning in SpearMail mainly consists of 1 Collecting Information from your ISP 2 Assessing the needs of your Organisation and the users of SpearMail Information gathered while assessing will be useful in configuring SpearMail Information from Internet Service Provider ISP Ensure that you have 1 Domain SMTP server name Or IP address 2 Domain POP3 server name Or IP address 3 Login name of the POP account 4 Password of POP3 Account 5 Dial up access number if you are using the dial up connection These details are required while configuring
12. a group is similar to importing users in Users screen Use BR sooo to edit the name of an existing group Delete Selected Use to delete an existing group Spearhead Infotech Systems Pvt Ltd Page 40 of 72 Spearhead I nfotech Systems Pvt Ltd 9 0 Adding External Account External POP Accounts Apart from corporate accounts each user could configure external accounts too External POP Accounts a Domain wise Users Groupes List of external POP accounts HAASE eles POPSever LoginName Ss Leave Copy amp spearheadtech corm support info List of Groups Select a user and click on Add External POP Account onish a POP Server Name je POP Login Name A POP Fassword et Confirm POP Paseevord E POP Fort No 110 Leave a copy of mail on server for days f Delete mails from server after downloading mails Delete mails from server after downloading KBs W Download small mails first i Do not download mails with size greater than 20000 EBs and Leave on mail server a Delete all the mails which are lett on server due to size restriction after days Apply Cancel Enter POP details all other options are similar to those in User Wizard Spearhead Infotech Systems Pvt Ltd Page 41 of 72 Spearhead Infotech Systems Pvt Ltd External POP Account support F a PUP Server Name pop redifmaiipra com POP Login Name petsonal speatheadtech com PU
13. a large number of clients in your network keep the time high Pote Promote User Message De 7 UIDLa Logs General Headers Artvin e m em emoe e m a e gt Connect Sequence Process intemet mails in folowing order Send Receive Receive Send C Send only Receive only Server Timeout Wait this much time for the Intemet Mail server to respond before timing out Short Long minute 0 seconds 10 2 Ports You could set ports for various services for the local Spearmail server These are the ports in which a client would connect to Spearmail Local Ports POP Port No SMTP Port No 25 IMAP Pot No 143 NOTE For these settings to take effect please shutdown Speamail and restart it Spearhead Infotech Systems Pvt Ltd Page 43 of 72 10 3 Promote User Spearhead I nfotech Systems Pvt Ltd Administrator can change his access password by using the left pane of this window Administrator can promote another single user as an administrator He could do this if he is physically moving away from the server for a long time The promoted user can perform all the functionalities administrator can do except to promote another user Connect Sequence Ports Administrator Enter current password e Enter new password Saw Contim new password Promote User to Administrator List of Users jack spea
14. are set to be left on server all such mails could be deleted after a certain number of days And after such an action administrator could be informed of the action Delete all the mails which are left on server due to size restriction after days F Hoth Administrator Spearhead Infotech Systems Pvt Ltd Page 14 of 72 Spearhead I nfotech Systems Pvt Ltd Step 3 Outgoing Server Name The server name will be same in both cases i e even if the Organisation has a domain name registered or if they do not have domain name registered Enter the name of your primary SMTP server using which all the outgoing mails are to be sent out Domain Configuration Wizard spearheadtech com Outgoing Mail Server How do you want to send your mails to the intemet Activate Pimary SMTP mail Speamheadtech com Advanced T Activate Secondary SMTP Avan _ Activate Direct Sending Advanced SMTP Settings Do not upload mails greater than KBs Notify Administrator Notify User Upload small mails first Maximum Recipients O 5 Send SMTP connection eror message to administrator Number of times the Server should try to contact SMTP Server Send alet message to sender for undeliverable recipients on every tries Delete mail from spooler after tries Previous Case 1 Organisation has a registered Domain name SMTP Server Name This name will be provided by either Spearhead Infotech Systems or their service provide
15. delete older mails manually select the date range and click on ig ey rE Y a Logs General Headers Antivirus Connect Sequence Ports _ Promote User Message IDs UIDLs Date Range Delete all the log files between the selected date range From 01 02 2007 FE To 16 02 2007 v Delete 30 days old logs Notify Administrator Maintain Logs POP Local POP Intemet SMTP Local SMTP Intemet Dialup Connection NOTE This will maintain log file for each day and will be saved in Speannail installation directory 10 6 General Various general properties can be modified in this section of the options screen Connect Sequence Ports Promote User Message IDs UIDLs Logs Start in unlocked mode _ Prompt for password before shutdown Ovenide user pronty while uploading small mails first Automatically send mails if outbox contains fa mails or more Delete 5 days old mails from BLOCKED folder Notify Administrator Delete 5 days old mails fram SFAM folder Notify Administrator _ Request a delivery receipt _ Send a delivery receipt Spearhead Infotech Systems Pvt Ltd Page 45 of 72 Spearhead Infotech Systems Pvt Ltd You could disable the property M tatt in unlocked mode 1 Start Soearmail in Locked mode To access all the options in the main screen a user would need to en
16. on how to set up the TCP IP Network 1 14 What kind of modem is needed for using SpearMail Any standard modem that is supported by the Internet service provider s network can be used 1 15 Does SpearMail require a dedicated machine No SpearMail is designed for working in a multitasking environment You can use the machine on which you have installed SpearMail for routine applications too Once minimized SpearMail will remain in the System Tray and will still do all its functions efficiently 1 16 Does SpearMail use Internet time for local mails too No SpearMail transfers local mail instantly without using any Internet time 1 17 Is installing and deploying SpearMail very difficult No In fact it is extremely simple The SpearMail CD itself has the installation procedure Once installed the Online Help provided in SpearMail guides the Administrator through the entire process 1 18 SpearMail is available in how many users pack SpearMail 6 0 is available in 6 10 25 50 100 250 and 500 user license pack Spearhead Infotech Systems Pvt Ltd Page 65 of 72 Spearhead Infotech Systems Pvt Ltd B Features 2 1 What happens if the Internet Connection is lost while SpearMail is sending or receiving mail SpearMail will either retrieve the mail in the next attempt or send the mail in the next attempt Mail will not be deleted till the process is complete 2 2 How can one know whether a mail sent by him from his e mail client h
17. pre determined intervals and process e mail collection and delivery Each time SpearMail dials it processes e mail for all users at one go 3 05 Alternate SMTP Server Now you can also send mails using alternate SMTP Server if Primary SMTP server fails Means if your primary SMTP server fails to connect after certain tries then SpearMail will send mails using secondary SMTP Server Even if Secondary server fails to connect in certain tries then SpearMail will try to send the mails using direct delivery MX Resolution 3 06 External mail integration SpearMail can collect e mail from any number of mailboxes for each user For example if you have a personal e mail account apart from your company account SpearMail can be configured to download messages from your personal e mail account also 3 07 Spam Filter Unsolicited email or Soam mail is a serious threat that is being faced by all e mail users SpearMail is capable of blocking much of this nuisance with its Spam filters SpearMail can block mail from e mail addresses that you specify Example soammer spammer com and also block all mail originating from a specific domain To configure SpearMail mail filter select tools in the main menu and then Spam filters Now admin can specify user wise Spam List Any mail recd from those senders will be stored in spam older Receiver as well as SpearMail admin will get alert message for same Admin can create the Global Spam List Whenever new user ge
18. property W Do not upload mails greater than 20000 KBs I Motip Administrator M Notify User You could set Spearmail to upload smaller mails first M Upload small maila first You could restrict the maximum number of recipients in a single mail Maxinun Receipients 25 SpearMail could send alert messages to sender if any of his mails are undelivered due to any reasons M Send alert message to sender on undeliverable receipients Many times while trying to connect to mail server it will return error there are many reasons for this If you want to inform your administrator about all such errors select the following property if Send SMTP connection eror message to administrator SpearMail could retry to connect to your SMTP server in case of error you could mention such number of retries Soearmail should attempt by using the property Number of times the Server should try to contact SMTP Server 10 If SoearMail due to any reason is not able to send mail s will keep all such mails in a repository known as spooler and try to send the mail s during next connection It will send the Alert message after certain attempts to sender saying that message could not be delivered so that sender will come to know that message has not been delivered yet Send alet message to sender for undeliverable recipients on every ties The maximum number of attempts SpearMail should try to send a mail is denoted by the following property
19. remote server has rejected your message because of invalid attachment send by you with all header information 3 If message of large size is sent more than allowed size on SMTP server to remote ID then normally remote server terminate SMTP session In that case SpearMail will send the next mail and send alert message to sender that message could not be sent because remote server has rejected your message because of Maximum message size than allowed with all header information If message is sent to multiple recipients in single mail more than allowed size on SMTP server to remote ID s then normally remote server terminate SMTP session In that case SpearMail will send messages to allowed no of recipients and will send alert message to sender that message could not be sent to so and so recipients because remote server has rejected your message because you have sent mails to max no of recipients in single mail But again SpearMail will send 3 31 POP3 Server Alerts 1 Many time User changes their pop3 password and forget to change the password in SMTP Authentication Tab then in that case SpearMail will send alter messages to Admin saying your mails are not going because of SMTP Authentication is failed 2 Many time user changes is password on WebMail and then forget to change the password in external account them SpearMail will send the alert message to admin user saying your mails are not getting downloaded because of pop3 password is inva
20. the mail and the machine on which SpearMail is installed are on different subnets i e different sub networks within a Network Please check the TCP IP setting If you still cannot solve the problem contact the local Network Administrator or Support Cell at Spearhead on 27894387 27895727 3 3 Mail received for some user goes to Administrator even when though e mail address appears correct Why The mail must be originating from a Mass Mailing List which uses Mailing List name and not users e mail ID in the To field 3 4 Sometimes SpearMail does not close the close the connection automatically Why SpearMail will close the connection only when it has used its own Auto Dialler and not otherwise So if the connection was set up manually by dialling out to the Internet SpearMail does not interfere with the connection Spearhead Infotech Systems Pvt Ltd Page 72 of 72
21. users from sending mails to listed domains or email addresses Domain Configuration Wizard spearheadtech com Outgoing Mail Filter Filtering SpearMail allows you to send mails to selected e mail addresses Rest messages will be deleted from queue if Move Filtered Mail to blocked Folder is not selected Enter the domain names or addresses to which Ss Move Filter Mails to Blocked Notify Administrator Notify User Cancel Adding values to the list and other properties are similar to Soam apart from the fact that in the case of outgoing mails all the blocked mails are moved to the Blocked Folder and in the case of Spam mails are moved to the Spam Folder Spearhead Infotech Systems Pvt Ltd Page 23 of 72 Spearhead I nfotech Systems Pvt Ltd Step 6 Content Filtering All the incoming mails can be thoroughly scanned by Spearmail to check for objectionable body contents only subject and body line will be checked Domain Configuration Wizard spearheadtech com Content Filtering SpearMail allows you to block mails containing objectionable email content in body and subject line Such Messages will be deleted If Download Mail to Spam Folder is not selected Enter Keyword such as sex or sex test which want to filter Enter for content filtering Adding values to the list and other properties are similar to Spam Spearhead Infotech Systems Pvt Ltd Page 24 of 72 Spearhead
22. want to get a copy of your mails at your extemal account Previous Spearhead Infotech Systems Pvt Ltd Page 30 of 72 Spearhead I nfotech Systems Pvt Ltd ou could activate or deactivate auto forward property using this option Pee terete rere rrr errs ee rrr rrr l Dalete BHA matl TA forwarding If you choose to activate auto forward you have the choice to delete the original mail after forwarding or not Users could have external POP accounts configured Suppose that you want to auto forward all your lv Activate Auto Fonsatd mails to your external POP account In this case if you get a mail a Arer copy would be send to your W Delete original mail after forwarding external POP account too If you have enabled your external POP account it will download mails from this account too and ultimately you will get two copies of the same mail To prevent this scenario you could disable your external POP account s C Disable extemal POP accounts If you are on leave and want to auto forward your mails to a specific external account you could select lam away and enter an external account Mails will be auto forwarded to this account You could disable auto forward now so that mails will be forwarded to only this external account This way you will have privacy while you are away i amher C am away Estemal account In the second tab you could mention all the accounts to which you want to auto forwa
23. 3 Port No 25 for SMTP and Port No 143 for IMAP 2 22 How do back my SpearMail MailServer data users and settings SpearMail ver 6 0 has Backup and Restore utility which can be configured to take backup of complete data or only configuration at scheduled time Spearhead Infotech Systems Pvt Ltd Page 67 of 72 Spearhead I nfotech Systems Pvt Ltd 2 23 How do restore my SpearMail MailServer data users and settings from a backup SpearMail ver 6 0 has Backup and Restore utility by using which you can restore SpearMail MailServer last backup set If you wish to restore only configuration that is also possible 2 24 How can import users into the MailServer You can go to SpearMail Users section and click on Import gt Click on Edit File gt Type User ID s as given in example and the close file and click in Import gt and click in Close 2 25 How do I move SpearMail MailServer from one machine to another You need to follow below steps 1 Shutdown SpearMail 2 Copy MailData Directory from SpearMail Installation directory e g c program files SpearMail 6 0 to directory on another machine where you are going o install SpearMail 3 Copy BackupRestore mdb from SpearMail Installation directory e g c program files SpearMail 6 0 to directory on another machine where you are going o install SpearMail 4 Install SoearMail on new machine 5 Copy MailData Directory from directory where you have copied earlier to SoearMai
24. Connection Dial Up Connection Profile Name Login Name Tries 2 my iep my dialup 2 Add Edt Gelete Apply Cancel Click on to save the changes and return back to the main screen Spearhead Infotech Systems Pvt Ltd Page 52 of 72 Spearhead I nfotech Systems Pvt Ltd 14 Spool Manager Whenever a user composes a mail and sends it that mail is received by Spearmail all such mails are held in a temporary location until Soearmail connects to the internet and sends it Spool Manager provides a means to manage mails in this temporary location Spool Manager lists all the domains and users defined in SpearMail Spool Manager When a user sends an intemet mail the message stays in the spool database until it is sent out This function allows you to remove certain messages while they are still in the spool spearheadtech com jack jill inbackup outbackup support Subject Delete selected mails Block selected mails Spool Manager When a user sends an intemet mail the message stays in the spool database until it is sent out This function allows you to remove certain messages while they are still in the spool spearheadtech com From To Subject Size jack support spearheadtech deepak_mbatre yahoo test mail 1 59 KBs jill inbackup outbackup Delete selected mails Block selected mails send You could double click on a mail to see its content Spearhead Infotech Sy
25. IMAP Account p IMAP Server Hame fastmai im IMAP Login Name admin fastmail fm MAP Port Mo 143 Apply Cancel Please note that IMAP accounts configured here is a mirroring IMAP account You need continuous internet connection to access an IMAP account Mails downloaded will not be checked for any restriction or Properties e g Spam Outgoing filtering Attachment Filtering Virus Scanning It will just download all the mails as it is Spearhead Infotech Systems Pvt Ltd Page 48 of 72 Spearhead Infotech Systems Pvt Ltd 13 Schedule The schedule screen is divided into two parts 1 Schedule 2 Connection Type 1 Schedule You can schedule Spearmail to send receive mails at various intervals automatically You could either connect at periodic intervals or you could schedule at fixed times By default scheduler is set to connect periodically at every 15 minutes Schedule Connection Type Periodical Intervals Process internet mails every 15 minutes C Fired Times Process internet mails at the following times 8 30 00 4M 2 30 00 PM r 43000 PM z 3 30 00 4M is 7 30 00 PM 6 30 00 PM m pi0a000AM Sf 23000 PM m 6 30 00 PM m 11 3000 AM M 33000 PM m 7 30 00 PM Apply Cancel If you wish to schedule Spearmail at fixed times select the second option and use the text boxes given to enter the fixed times Merely entering the time will not schedule Spea
26. Infotech Systems Pvt Ltd Step 7 Attachment Filtering All the incoming mails could be checked for objectionable attachments If found all such mails are moved to Spam folder Administrator and User recipient could be notified about such a mail Domain Configuration Wizard spearheadtech com Attachment Filtering SpearMail allows you to block mails containing objectionable email attachments Such Message will be moved to spam blocked folder Enter name of the attachment such as ser mMessage zip or Tilename git scr which y Incoming Download to Spam Folder Notify User E Remove the blocked attachment and deliver the mail to user Outgoing Notify User All other properties are similar to Spam Spearhead Infotech Systems Pvt Ltd Page 25 of 72 Spearhead Infotech Systems Pvt Ltd Step 8 General Properties Administrator could set domain level signature for every Domains defined All the outgoing mails will contain the signature if mentioned in the user properties Select the below option Select the position of the signature in the mail Inzert signature at the Bottom rotor Enter the plain text signature in the left box Plain Test Signature HTML Signature WIAA gpearmall Com Press lt tab gt or set the cursor to HTML signature box the plain text signature would be converted to HTML tags and added to HTML signature box You could change this if you wish Plain Test
27. Medium Low You could set the maximum recipients to which a user could send a single mail By default this value is set to what is set in domain level domain to which this user belongs The account space which is set in domain level for users is also set here You could change this value Mail size restriction for sending and receiving which is set in domain level is automatically set here These values could also be changed Maimun Receipients 25 Account Space 2000 KBs M Do not download messages with size greater than e0000 KBs M Do not upload messages greater than 20000 KBs If you have set to leave mails on Spearmail server after downloading using your mail client eg Outlook Express then mails would keep on accumulating in the server These mails could be deleted after a certain number of days Set this value in the following property Purge mails from the server after days 3 Auto Forward You could forward mails intended for this account to any other external or internal account User Configuration Wizard support spearheadtech com Auto Forward E mail sent to this user can be automatically forwarded to one or more intemal or extemal addresses Settings List of Recipients Delete orginal mail after forwarding Digable extemal POP accounts lamhere am away Set lam here if you do not want to forward your mails to your extemal account or set am away if you
28. P Password OO Confirm POP Password e FOF Fort Mo 110 Leave a copy of mail on server for days f Delete mails from server after downloading mails C Delete mails from server after downloading EBs fi Download small mails first M Do not download mails with size greater than 20000 KBs and Leave on mall server C Delete all the mails which are left on server due to size restriction after days Apply Cancel Click on to save the account and return back to the previous screen The newly added external account will be listed External POP Accounts j i E Domain wise Users Groups List of external POP accounts List of Domains Users EU a se Cease S speatheadtech com pop rediffmailpra com personalspearheadtech c Mo support L info List of Groups Add Edit Delete Close You could add an external account for a Group too Spearhead Infotech Systems Pvt Ltd Page 42 of 72 Spearhead Infotech Systems Pvt Ltd 10 0 Options All the general options relating to Spearmail could be manipulated using this screen The Options screen is divided into seven parts Connect Sequence Ports Promote User MessagelD UIDL Logs General Headers Antivirus o NOJ AWUN 10 1 Connect Sequence You could set the connection sequence and also the time after which server would time out Note that keeping a very low value in server timeout is not advisable if you have
29. achments Check whether SpearMail is configured to block certain type of attachments 2 39 Is it possible to exclude one of the users from attachment blocking Yes it is possible You can go to SpearMail user configurations other options section and remove tick mark from Active attachment blocking 2 40 How do ensure that do not loose any message You select any of the user account as Orphan account so that any message addressed to invalid local user will get delivered to that user 2 41 am getting message addressed to non local user in one of the user account Why Check whether you have selected any of the user as Orphan account 2 42 How do set SpearMail to send delivery receipt of each message which has requested delivery receipt Go To SpearMail gt Tools gt Options gt General and put tick mark on Send a Delivery receipt 2 43 How do set SpearMail to request delivery receipt of each message which has passed through SpearMail Go To SpearMail gt Tools gt Options gt General and put tick mark on Request a Delivery receipt It is depends on recipient server whether it support delivery receipts or not 2 44 do not receive frequent mails how do I set SpearMail to download mails at specific time only SpearMail can be scheduled to download mails at fixed times Go to Schedule gt Select Fixed Times 2 45 I do not have Broadband or ADSL internet connection then how SpearMail can download ema
30. add multiple users by editing a pre built text file Before adding multiple users through Import option it is recommended to use the Wizard and add at least one User so that you get familiar with all properties that can be assigned to a user Users This screen lists all the users created in Spearmail if any You could use this screen to create new users or to edit or delete existing users Real Marne Login Hame Incoming Outgoing InfotMsnearheadtech com supporta spearheadtech cam Create New Edit Selected Delete Selected External POP Art Groups Export Import ee P EF Close Click on 2 m open up the user creation or editing wizard Click on Ertemal POP Ave to open up the screen to define new external account Click on Groups to define new groups Click on Sk to export the current user list Note that export will only export list of users and not properties for each user You would have to use Backup and Restore tool to take backup of user list properties and mails Adding Users using Import Option Import l i l Click on P to import a user list to Spearmail It would open up Import screen Import a Click Edit File and follow instructions imit The text editor Notepad should be present on your system After editing close the text file and click on Import it Fi Import F Glear existing values Close Spearhead Infotech Systems Pvt Ltd Page 27 of
31. as been sent out to the Internet or still in SpearMail In case any mail does not get delivered SpearMail sends sender alert message saying message not delivered 2 3 When the recipient of a mail replies by hitting the Reply button will the sender receive the mail through SpearMail Yes Provided the user has configured his e mail client appropriately 2 4 Does SpearMail support attachments and MIME Yes When an e mail containing a file attachment is sent through SpearMail it relays the message as S 2 5 Does SpearMail Support Multiple Domains Yes You can configure as many domains you want SpearMail can download mails from two different catchall accounts of two different domains and distributes the mail 2 5 What happens to an e mail addressed to a person not on SpearMail s user list Whenever SpearMail retrieves mail for a user name not mentioned in the SpearMail User list SpearMail allows you the flexibility to store such mail in any specified mailbox This also ensures that even e mails addressed to misspelt user names will never be lost as it finds itself in a specified mailbox With SpearMail no mail is ever lost 2 6 How can one ensure that he gets all his mail even while he is on the move To receive your mail even while you are away from the office you can have separate POP3 account or you can sign up with free e mail service providers like Hotmail You then need to configure SpearMail such that it forwards all your mai
32. be scheduled to download updates once it download updates it will send alert message to sender saying it has updated Antivirus Definition successfully You need to subscribe for Spearhead Infotech Systems Pvt Ltd Page 7 of 72 Spearhead Infotech Systems Pvt Ltd 4 0 Working Principle of SpearMail This POP account has to be hosted in Mail ta a service provider s server like bettyteudeoworks com Spearhead s server in US of A c Mial to achie videoworks corn Domain Mame mm Videoworks com O Modem opearail machine in your Network Archie s Computer with Quilook installed Betty s Computer with Eudora installed Figure 1 Working Principle of SpearMail Working principle of SpearMail can be best explained by an example Videoworks is an organisation that has domain name registered as videoworks com and has an e mail box mail videoworks com Videoworks have three employees Archie Reggie and Betty and they would like to provide separate e mail addresses to all the three employees using the single mailbox The e mail addresses need to be archie videoworks com reggie videoworks com and betty videoworks com The e mail address archie videoworks com consists of two parts archie the Username or userlD and videoworks com the domain name To do this the organisation needs to arrange with their ISP such that all mails addressed to videoworks com is forwarded to their mailbox account mail videoworks com irrespect
33. by SpearMail and sent out as and when it is scheduled to automatically dial out SpearMail will also receive the mail addressed to your organisation store in its database and pass it on to the clients as and when there is a request 2 0 Requirements Operating System Windows 98SE MSIE 6 PWS Windows NT 4 0 SP5 MSIE 6 Windows 2000 MSIE 6 IIS 5 0 Windows XP MSIE 6 IIS 5 1 Windows Server 2003 MSIE 6 IIS 6 0 Windows Vista MSIE 7 IIS 7 0 CPU Pentium IlI 500 Mhz and Above Memory Windows 98SE and Windows ME 256 MB of RAM Windows NT 4 0 SP5 MSIE 5 512 MB of RAM Windows 2000 and Windows XP 512 MB of RAM Windows Server 2003 512 MB of RAM Windows Vista 1 GB of RAM Additional Notes and Requirements You must have a properly operating TCP IP network in order to use SpearMail 6 0 Microsoft Internet Explorer 6 0 or later is required to use all features Internet Connection If SpearMail is used to send and receive Internet mail then you must have Internet Connectivity via Dial up or Cable DSL or Leased Line SMTP POPS clients MS Outlook MS Outlook Express Netscape Many e mail clients like Outlook Express and Eudora are available free of cost The help manual of SpearMail provides step by step instructions on how to ensure that your e mail clients can be configured to talk to SpearMail The Anti virus Plug in provides 1 year of anti virus updates from the date of reg
34. dtech com From To Subject p jack suppot spearheadtech spearheadteam hotmail test jill inbackup Qutbackup support From Subject Size support spearheadtech spearheadteam hotmail test 1 58 KBs Delete selected mails Block selected mails All such blocked mails are shown in the blocked section of that user Z SpearMail Yer 6 0 Server Send Receive Tools Reports Help 2 Bp ga amp S HB Configure Users Schedule Spool Manager Send Receve Options Shutdown Lock Services Status Local Console Internet Console Blocked Mails Spam Mails SMTP Service l Delete selected mails Move selected mails to outbox Select All POP Service IMAP Serice P spearheadteamtahotm Antivirus webmail Server Info Evaluation Copy Name ACCOUNTS Start Time 07 51 08 PM status Disconnected Hest Process 00 11 30 IP Address 192 168 032 Nest v Update None E MAIL SERVER C Spearhead Infotech Systems a l l Send To send a mail directly from the Spool Manager select the mail and click on o m Spearhead Infotech Systems Pvt Ltd Page 55 of 72 Spearhead I nfotech Systems Pvt Ltd Spool Manager When a user sends an intemet mail the message stays in the spool database until it is sent out This function allows you to remove certain messages while they are still in the spool spearheadtech com From To Subject jack supportl speameadtech spearheadtea
35. earMail Mail Server has a very powerful and intuitive content filter tool Admin can specify user wise Content Filter List Any mail recd having objectionable keywords in subject or in body of the message will be stored in from those senders can be stored in Spam folder or deleted directly Receiver as well as SpearMail admin will get alert message for same Admin can create the Content Filter List Whenever new user gets added into SpearMail after creating Global Content Filter List then in that user properties default Content Filter list will be loaded automatically Each user domain can have different Content Filter list 3 11 Attachment Filtering You can add attachment name which you want to block Example exe or your_msg exe This option only can be setup at server level This will act as first level of protection from viruses 3 12 IMAP A c Integration Now SpearMail support IMAP Protocol also Mobile users whose is accessing WebMail account all the time but when they come to office they want just view what are the messages in his inbox without downloading messages They can view just the heading and the sender of the mail and then decide whether to download the mail He can also create and manipulate folders or mailboxes on the server delete messages etc Actually it is not True IMAP but it is a proxy IMAP You can download mails of IMAP A c and will synchronies all the folders SpearMail will not have any control on this accounts li
36. elow POP ServerName mail spearheadtech com Example mail videoworks com POP Login Name epeatheadtech spearheadtech com Password POP Port No POP Settings _ Leave a copy of mail on server for ea days Delete mails from server after downloading mails Delete mails from server after downloading 7 KBs Download small mails first Send POP connection eror message to administrator Number of times the Server should try to contact POP Server Do not download mails with size greater than KBs and Leave on mail server Notify Administrator Notify User _ Delete all the mails which are left on server due to size restriction after m days Previous Fig 4 Incoming Mail Server Case 1 Organisation has a registered Domain name POP3 Server Name This name will be provided by either Spearhead Infotech Systems or their service provider person who got their domain name registered e g mail spearheadtech com POP3 Login name and Password This name will be provided by either Spearhead Infotech Systems or their service provider person who got their domain name registered e g mail spearheadtech com Case 2 Organisation does not have the Domain name POP3 Server Name The POP3 server name will be the name as provided by the ISP at the time of activating the account POP3 Login name and Password The POP3 login name and password will be the name as provided by the ISP at the time of activating the account
37. er is not selected Enter the domain names or addresses to which you want to send Block mails to above list Allow mails to above list By default mails to the listed domains or accounts are blocked You could modify this property to allow mails to the listed domains or accounts In this case mails to all other domains or accounts would be blocked f Block mail to above list Allow mail to above list 6 Content Filtering Keywords set at domain level are automatically set at user level You could modify the list User Configuration Wizard support spearheadtech com A Content Filtering SpearMail allows you to block mails containing objectionable email content in body and subject line Such Messages will be deleted if Download Mail to Spam Folder is not selected Enter Keyword such as sex or sex test which you want to filter Enter keywords for content filtering By default Content Filtering is enabled you could disable it iV A ctivate Content Filteri ng Spearhead Infotech Systems Pvt Ltd Page 34 of 72 Spearhead I nfotech Systems Pvt Ltd 7 Monitoring Mails Mail Monitor is a process in which a copy of all the incoming and outgoing mails to a user could be forwarded to another accouni s This way you could keep track of a user s activity Incoming and Outgoing mails are treated differently and so you could choose to monitor both or any one or none User Configuration Wizard suppo
38. from file Once you get your licence file click on You could browse for your license file m Look ir E New License do E My Recent Documents Deski op S My Documents zr My Computer i File name JLicense csl Slee Piles of type License csl Cancel Places l Open as read only Select the CSL file If the CSL file is correct your copy of Spearmail will be registered Spearhead Infotech Systems Pvt Ltd Page 61 of 72 Spearhead Infotech Systems Pvt Ltd Serial Number C367 fFE2 444F C239 Copy Serial Humber Evaluation Copy a You have evaluated Spearttail for a total of 02 40 Hra and have 24 20 Hra Spear al Registration 1 Registration successtull Plaase restart Spearktail for settings to take effect A confirmation e mall will be sent to Spearhead Please note that the unlock key is valid only on this machine Load key from file You would have to restart Soearmail for the changes to take affect Once you restart if Spoearmail is successfully registered you can see that the tag Evaluation Copy is removed from the Server Info pan Server Info Name conserver start Time 03 10 06 PM Status Disconnected Mest Process 00 14 51 IP Address 192 165 100 6 Next aV Update 07 10 PM You can go to Help gt Spearmail Registration to see your registration info Spear ail Registration Seral Number C36 FE2 444F C239
39. fter login with error Your session has expired Why In SpearMail value has been set after that time session expires This is been done because of security reasons so in case admin or user has forgot to logout nobody can make the change in configuration 2 31 Can I run anti virus software to scan the local system on which SpearMail MailServer resides Yes You can run any antivirus 2 32 Is password given in SpearMail is case sensitive Yes 2 30 Is email address case sensitive No email address is not case sensitive 2 34 Is it possible SpearMail to send messages instantly Yes you can set SpearMail to set SoearMail as soon as 1 message is there in Spool Spearhead Infotech Systems Pvt Ltd Page 68 of 72 Spearhead Infotech Systems Pvt Ltd 2 35 Is it possible SpearMail to send messages instantly Yes you can set SpearMail to set SoearMail as soon as 1 message is there in Spool 2 36 SpearMail does not download any message just says No Mails were downloaded This will happen when you have set SpearMail to keep copies of the messages which is being downloaded 2 37 Email Client is not able to download the message from SpearMail Possible reasons 1 There is network problem between client machine and SpearMail machine 2 SpearMail Local ports are mismatching with ports configured in Email client 3 Password which you have supplied in email client is incorrect 2 38 Why users are not able to send certain type of att
40. he domains configured in Spearmail is listed with individual properties Also a little information about the computer on which Spearmail is installed is also shown ServerConf txt Notepad Sele File Edit Format View Help NOTE Report is best viewed with font set to Courier New Generation Date Friday February 16 2007 This Report summarises all your configuration settings 1 GENERAL INFORMATION Licenced to Evaluation Copy Version Number 6 0 Installation path C Program Files Spearmail Gold Edition Mail Data path C Program Files spearmail Gold Edition mMaildata Server IP Address 192 168 1 2 Server Name DM LAPTOP LIST OF DOMAINS Domain Type Registered Domain Domain Name spearheadtech com SMTP Server mail spearheadtech com SMTP Port No 25 3 Internet Usage Date wise internet usage time is listed in this report Select the date range for which this report has to be generated and click on Date Range Fom 02 2007 To 16 02 2007 se Spearhead Infotech Systems Pvt Ltd Page 58 of 72 Spearhead I nfotech Systems Pvt Ltd 4 User wise mail Transfer Info Select the date range for which this report has to be generated Daterange From 0 09 2005 To 26 08 2008 Apply Cancel InternetUsage txt Notepad File Edit Format View Help NOTE Report 15 best viewed with font set to Courier New Generation Date Friday February 16 2007 Interne
41. hen you delete user Id SpearMail ask you whether to save those messages or not Those messages will be saved in Deleted Users folder under SpearMail installation folder 2 17 How do I ensure that nobody does any changes in configuration except admin Administrator can keep SpearMail in locked mode and whenever changes need to be done he can unlock it SoearMail can be kept in unlock mode when it starts Even admin can configure such a way that without admin password it can t be shut downed 2 18 How do I monitor incoming and outgoing mails coming to certain users SpearMail has feature of Mail Monitoring by which you can incoming and outgoing mails It is possible to monitor mails of certain users or all the users Drop mail to support spearmail com or call our support team at 91 22 27894387 527 to get detailed information or help 2 19 How can I setup signature in all outbound email Since SpearMail supports multiple domain you can set different signature for each laptop Go to SpearMail Configurations General section put tick mark on Set signature in all outgoing mails and enter contents which should appear as a signature 2 20 Why am I not able to add new users after installing a new license Possible reasons are 1 Serial key which you have sent while requesting for license is correct 2 You have requested incorrect number of users license 2 21 What ports are used by SpearMail MailServer SpearMail uses Port No 110 for POP
42. ils lt is not necessary have Broadband or ADSL internet connection you can use Dialup Modem or ISDN modem or leased line to connect to internet 2 46 Is it possible to stop mails once it has been sent by user It is possible only when if that mails has not cleared from SpearMail Outbox Administrator can delete or block the mails from SpearMail 2 47 What happens if do not renew antivirus services Will my SpearMail stop working No SpearMail will not stop working Only Antivirus Services will stop functioning and mails will not be scanned for viruses 2 48 Is it possible give admin rights to some other user so that in absence of administrator he can operate SpearMail Yes you can promote any user a admin but that user can t promote any user a admin Go to Tools gt Options gt Promote users gt Select User gt Apply Spearhead Infotech Systems Pvt Ltd Page 69 of 72 Spearhead Infotech Systems Pvt Ltd 2 49 Is it possible that SpearMail should parse specific headers so that it can distribute mails efficiently and accurately Many email programs adds Non RFC standard custom headers in Mail due to which mails does not get distributed properly or mails get delivered to orphan account SpearMail 6 0 can parse custom headers You can add custom headers Tools gt Options gt Headers gt Select Parse Custom Headers Tags and add custom headers Be sure that you are adding correct headers otherwise mails will not ge
43. irtual entities Groups cannot be configured to retrieve mail using any e mail clients Only members of the group can retrieve the mail Members of the group can either be a user from the SpearMail User List Local User or external to the SpearMail System Remote User Note If finance videoworks com where finance videoworks com is a group account with Archie and Betty as its members receives a mail it is forwarded to its members If Archie replies to the mail then the From address displayed will be archie videoworks com and not finance videoworks com To add a Group Click on Users button in the main toolbar of SpearMail You will be presented with a screen User List Click on Group button select Create New below screen will be displayed Enter Group name in below specified format Spearhead Infotech Systems Pvt Ltd Page 39 of 72 Spearhead Infotech Systems Pvt Ltd Group Group Name sales spearheadtech com Members Auto Reply Reply Attachments Now to add users to this group click on add The user will be added to the group Similarly you could add more users to the group Add Recipient jack speamheadtech com If you want to add an Remote user to a group select Remote users and enter the remote user email address and click on add If you have finished adding the users then click on Apply The external account will added to the group You could also import users to the list Importing a user to
44. istration Spearhead Infotech Systems Pvt Ltd Page 2 of 72 Spearhead Infotech Systems Pvt Ltd 3 0 Features SpearMail is a feature rich Mail Server In addition to providing both Internet and Intranet messaging system it can perform various other functions that will increase the productivity in your organisation Here are some of the important features 3 01 Privacy SpearMail permits users to password protect their mailboxes All incoming and outgoing messages are stored in individual Mailboxes 3 02 True Multiple Domains Support Organisation using more than one domain name within the same LAN for example spearheadtech com spearmail com SpearMail co in etc can use a single license of SpearMail to send and receive mails from all accounts simultaneously That means you can use multiple default account of different domains 3 03 User Level Domain Mapping You can have all users in all domains or you can have certain user in certain domains 3 04 Multiple Type Connectivity Support SpearMail work with any type of connectivity but many companies still have dial up connection SpearMail is equipped to work using Dial up accounts too SpearMail will also work efficiently in scenarios where ISPs provide dynamic IP addresses Thus SpearMail is designed to save you money and provide best messaging solution for your Organisation SpearMail also comes complete with its own dialer that can be scheduled to connect to your ISP at
45. ive of the username This forwarding is called Aliasing Implementing this is simple Once this is done SpearMail can be installed effortlessly SpearMail will then log into the single e mail account mail videoworks com retrieve the mail and sort them according to the username and stores them in appropriate locations in the SpearMail database SpearMail does following checks before delivering mail to user SS hS Antivirus Plug in If purchased checks for the Virus Checks for Internet Mail Rights to user Checks for Size restriction of user Checks for Spam Domain or Email address in header Checks for the attachment inside email Checks for objectionable content in email SS hS S hS Ss hS SCS hS When the user logs in using his favourite e mail client and decides to retrieve the mail SpearMail passes on the appropriate mail from its database to him immediately Similarly when the user composes a new mail using his favourite e mail client and clicks the Send button SpearMail collects the mail and stores then in the database If the message is meant for the external world then SpearMail collects all such mail and sends them across to the Internet whenever the built in dialer of SpearMail dials out If it is a local mail then the mail is transferred immediately so that the recipient can read the mail instantly Spearhead Infotech Systems Pvt Ltd Page 8 of 72 Spearhead Infotech Systems Pvt Ltd
46. ke message size content filtering Soam Filtering feature or Antivirus scanning will not be available for this accounts 3 13 Backup Restore Now we have added very useful backup feature for taking configuration and full backup There is a separate application which will be running in system tray You can schedule it for taking configuration backup or full data backup daily so that in case SpearMail crashes you will be able recover the data This will save lot of time reconfiguration of SpearMail and you will be able to restore data from last backup 3 14 Groups A Group is a special user that has one or more users listed as members under it All mails received by the Group are forwarded to its members This is very useful as it enables you to create accounts with department name like sales yourcompany com SpearMail can then redirect mail received at sales yourcompany com to your sales manager Group member can be local user or remote user also 3 15 Auto Forward Auto forward facility allows mail addressed to one user incoming mail to be sent to another user or account Forward accounts are particularly useful for people at remote sites or who may be travelling or are on vacation Earlier SoearMail use to forward copy of mail to forward address and mail use to remain in original mailbox But now you can forward mails to without keeping mails in local account 3 16 Auto responders SpearMail can automatically reply to mail received a
47. l Installation directory e g c program files SpearMail 6 0 6 Copy BackupRestore mdb from directory where you have copied earlier to SpearMail Installation directory e g c program files SpearMail 6 0 7 Start SpearMail 8 Now your SpearMail will be running in 30 Hrs evaluation mode 9 Go To Help gt SpearMail Registration gt Copy Serial No and send it to support spearmail com along with your complete details 10 Once you receive the License key follow the instruction given in email 2 26 How do register my trial version of SpearMail MailServer 1 Go To Help gt SpearMail Registration gt Copy Serial No and send it to support spearmail com along with your complete details 2 Once you receive the License key follow the instruction given in email 2 27 How do configure Email Clients Kindly refer to the support section of www spearmail com 2 28 How do I change my domain name Go to SpearMail Configuration select the domain name which you want to edit and overwrite with new domain name But if you have changed the domain name you need to update in email address and login name in each email clients 2 29 How do reset the password of admin if I ve lost access to the administration You need to send data mdb in zip format from c program files SpearMail 6 0 MailData Directory to support spearmail com Spearhead Support Team will revert back to you with the admin password 2 30 am logged out from WebMail shortly a
48. l to your POPS or Hotmail account Details for the same are available with Help on User Configuration 2 7 How can a user use the Auto Respond feature SpearMail allows you to create both Real and Group accounts Suppose you create a Group Account calls sales yourcomany com Further you can set an auto responder which contains the sales brochure of your company So each time a customer sends a message to sales yourcompany com SpearMail will ensure that automatic reply as specified by you is is sent immediately You can attach file e g sales brochure with auto reply Steps to set the Auto Responder feature is explained below Step 1 Create a separate user account called Sales or Info Step 2 In the User properties gt Auto responder set the right properties Step 3 In the subject line write Response to your mail SpearMail will automatically send the brochure whenever it receives a sales account For further details refer help file As SpearMail does not impose any limitations on the number of users you can create accounts like support response info etc easily and configure the auto responder utility to maximize your customer satisfaction 2 8 Many of the users have email accounts on various other sites on the Internet Can one integrate them with SpearMail the company mailing system Sure SpearMail will allow users to download mail from their private mailboxes Please refer Help on User configuration for more details No
49. lect Override user priority while uploading smaller messages first 2 62 Is it possible mobile users to maintain same email address while they are traveling You can setup mobile users account in such a way any mail coming to their local accounts will be forwarded to his pop3 account Also you can stop downloading from their pop3 account so that mobile users can view their mails through web mail 2 63 How do I sent common mail to all the users You can create group in SpearMail and add all users as a member of that group 2 64 Does SpearMail scans incoming and outgoing mails No SpearMail does not by default scan mails You need to buy separate plug in along with SpearMail which scans incoming and outgoing mails SpearMail Antivirus Plug in is based on Quick Heal Antivirus Scan Engine 2 65 Which all Antivirus SpearMail supports SpearMail supports all antivirus packages 2 67 How does SpearMail Spam Filtering works You can block emails coming from particular id s or particular domains You have to just add email address and domain name which has to be blocked 2 68 Can SpearMail download mails from email accounts which supports SSL No SpearMail 6 0 does not support SSL 2 69 would like to retain mails on the server is it possible Yes you can retain mails for any number of days on pop3 server 2 70 Is there any Remote Administration Console available thru which I can control SpearMail Yes It is available as a separa
50. lid 3 Now SpearMail can send alert message to receiver as well as admin if Soam Mail is detected and Moved to Spam Folder Later on Admin can move that message from Spam Folder to user inbox Same Alert system is followed for content filtering Outgoing Mail Filtering Attachment Filtering Spearhead Infotech Systems Pvt Ltd Page 6 of 72 Spearhead Infotech Systems Pvt Ltd Additional Plug inn s 1 Web Access Remote Web Administration SpearMail WebMail Service supports remote administration options for mail administrators The Remote GUI is a user interface that interacts with Mail Server over the network while providing a familiar interface to enact changes and updates to SpearMail MailServer from a computer other than the server itself The Web Administration utility gives an administrator complete control of the mail server through a any standard web browser connection remotely Anywhere in LAN as well as Anywhere in world WebMail Service is not a part of the Mail Server module you need to buy Web server module separately If you want to access SpearMail remotely outside your LAN then you should have Static IP Address from your ISP WebMail The SpearMail Web Mail Client combined with the SpearMail Gold Edition a powerful combination for accessing mail remotely Anywhere in LAN as well as Anywhere in world Web Mail Client allows you to access your email address books through a any standard web browser c
51. lock certain attachment Yes SpearMail can be configured to block certain type of attachments You can either specify extensions or you can specify the attachment name 2 57 lf illegal attachment comes in email then can get only text part of the message Yes it is possible to get text message SpearMail will remove the attachment and deliver rest of the message as it is 2 58 What happens if user does not access his mailbox for long time By default SpearMail will keep messages in user inbox as it is You can configure SpearMail to purge messages if user does not access his account for x days 2 59 Can I give Quota to each user Yes you can give quota to each user so SpearMail will not use excess disk space 2 60 What happens if user exceeds the quota User will get notification for each message he receives saying Mailbox is full delete some messages from his mailbox and then messages will be moved to Spam folder of that user Later on administrator can move those messages to user inbox once user download and delete old messages 2 60 Can I set Secondary SMTP to send may outgoing mails Yes you can specify secondary SMTP if your primary SMTP fails SpearMail will send messages using secondary SMTP Spearhead Infotech Systems Pvt Ltd Page 70 of 72 Spearhead Infotech Systems Pvt Ltd 2 61 Is it possible to send smaller message first without checking for users priority Yes Go to Tools gt Options gt General gt Se
52. ls will be approved by Admin could also set another account which would approve all the outgoing mails of the current user If this is set all the mails sent out by this user would be moved to Approval folder of the mentioned user The approve user could read the mail make modifications to it and then send the mail And only when the approve user sends it will the mails be actually sent to the destination Allow to manage External POP Accounts User can now add pop3 account via web mail access as well as they can update password of their external pop account WebMail Access _ Allow to Set Signature Allow to manage Edemal POP Accounts All mails will be approved by Click on ter to continue to the final page of the wizard Finish Click on to save the settings and return back to Users list Note User properties of all users created by using multiple users will be the same You cannot create groups using Add multiple User option Adding Groups Group Most business set ups are split into functional identities like Finance Marketing etc SpearMail maps this business reality using the Groups feature Using Groups you can create an account say Finance and include users working in the Finance department as members of the group account finance Groups are just like user accounts with autoforward enabled However unlike in Autoforward a copy of the message is not saved in the group account Groups are v
53. m Folder spam mails will be deleted forever You could also export the current Domain s Spam list to other domain or Users in the current domain Click on Export two options would be displayed select the one required Export to Users Export to Domains If you selected Export to Domains a window will be shown with a list of currently defined Domains other than current domain List of Domains Double click on the row to change the Overnsrite state Domain Account Name Type __ verwite __ __ C spearmail com Apply Cancel If you want to over write the target domains spam list double click on the domain name the column Overwrite would change from No to Yes or vica versa for the selected domain Spearhead Infotech Systems Pvt Ltd Page 21 of 72 Spearhead Infotech Systems Pvt Ltd List of Domains E Double click on the row to change the Overvite state Domain Account Name Toe Gvenwite ME spearmail com Domain Select All Cancel Click on APPI to export the list Exporting to users is similar to exporting to domains Spearhead Infotech Systems Pvt Ltd Page 22 of 72 Spearhead Infotech Systems Pvt Ltd Step 5 Outgoing Mail Filter Filtering Mail Filtering in Spearmail works in two ways Administrator could either list all the Domains or Email Addresses to which it wants to allow users to send mails or the Administrator could prevent
54. m hotmail test jill inbackup i Outbackup i Support From To Subject support spearheadtech spearheadteam hotmail test Se This way selected mails could be send directly without having to wait for Soearmail to connect to internet the next time Spearhead Infotech Systems Pvt Ltd Page 56 of 72 Spearhead I nfotech Systems Pvt Ltd 15 Reports Reports There are five reports 1 User Groups 2 server Configuration 3 Internet Usage 4 User wise mail Transfer Info 5 Detailed Report 1 User Groups All the users and groups defined in Spearmail along with individual settings is listed in this report E UsersGroups txt Notepad File Edit Format View Help NOTE Report 15 best viewed with font set to Courier New Generation Date Friday February 16 2007 Total Number of Users 5 Number of Groups defined 1 Number of external accounts 1 Real Name E mail Address jJack spearheadtech com 111 spearheadtech com Incoming Backup Inbackup spearheadtech com Outgoing Backup outbackup spearheadtech com Spearhead Support support spearheadtech com gt Jil l spearheadtech com Local gt Jack hotmail com Remote User wise configuration settings Real Name Jack Email Address jack spearheadtech com Incoming mails Yes Outgoing mails z Yes Spearhead Infotech Systems Pvt Ltd Page 57 of 72 Spearhead I nfotech Systems Pvt Ltd 2 Server Configuration All t
55. main name For example jack videoworks com If you do not have a domain name companyname ispaddress username For example vworks bom2 vsnl net in archie Spearhead can provide guidance help in every aspect related to the setting of the e mail system 1 5 What is a Domain Name and how does an organisation get it registered A domain name uniquely identifies your company across the entire Internet For Example www hotmail com www microsoft com etc In today s business scenario it is imperative that businesses that look beyond local areas get their Domain Name registered for enhancing their corporate image and to simplify communication modes You can register a Domain Name by paying 12 approx Rs 500 The company can then have a domain name like www yourcompany com provided it is not already registered with some other organisation The same domain name can be used for hosting your web site too With a domain name you can provide addresses like user yourcompany com to all your employees Spearhead Infotech Systems can assist in registering the Domain Name and maintaining it 1 6 By only registering Domain Name can I have email address No You need have space to create email address i e Domain has to be hosted at some Internet Data Center 1 7 What about the E mail security 100 SpearMail understands that Privacy is very critical in any mail system No one even the Administrator can ever read any employee s mail without p
56. nfiguration Wizard support spearheadtech com MYT User ID and Password The User ID is the name portion of this users e mail address For example if the User ID is newton then the complete e mail address of the user will be newton videoworks com if videoworks com was the domain name chosen Real Name Spearhead Support User ID e Example isaac physics com The password authorizes this user while retrieving his or her e mails 2 Email Settings Various settings related to an user s account could be set in this step of wizard Email Settings Should this user be allowed to send and receive intemet e mail Do not download mails with size greater than KBs Do not upload mails with size greater than KBs _ Purge mails from server after days Spearhead Infotech Systems Pvt Ltd Page 29 of 72 Spearhead I nfotech Systems Pvt Ltd By default users are allowed to send and receive mails from the internet You could disable this feature If you disable these properties the user will only be able to send or receive mails to and from local users i e users defined in the SpearMail I Allow Outgoing Internet Mails By default all the users are given Medium priority You could set it to High or Low too Users with High priority will receive their mails before anyone else Similarly mails belonging to users with High priority will be be send before sending mails belonging to others Priority Medium h
57. ocking you would have to enable the following property in user wizard Set Signature in all outgoing mails Signature for the current domain is set in the domain wizard but to apply signature to all the outgoing mails for the current user you would have to enable the following property J Set signature in all outgoing mails Send all server alerts to this users Several alerts are created to inform administrator of various activities in Spearmail all such alerts has to be directed to one account per domain You could make the current account user the destination for all such alert messages Send all server alerts to this account Orphan account All the undeliverable mails in the current domain could be delivered to an account referred to as Orphan account You could make the current account as an Orphan account by enabling following property Orphan account WebMail Access Allow WebMail Access Administrator could give web mail access to users He could also control various other properties of webmail Allow Autoforward He could choose to give the user the option to set auto forward Spearhead Infotech Systems Pvt Ltd Page 38 of 72 Spearhead Infotech Systems Pvt Ltd Allow to Set Signature He could choose to give the user the option to set signature This signature is different than that at Domain level Allow Auto Reply He could choose to give the user the option to set auto reply All mai
58. oes not impose any restriction on size of the mail users can send and receive 7 Groups Most organisations prefer to create special accounts called Group Accounts Typical example would be a group account called sales yourcompany com Mail addressed to this addressee could be forwarded to one or more Salespersons in your company Determine the number of such accounts that need to be created and users who will be assigned to such accounts 8 Auto Responders Many users might like to utilise the Auto Responder feature For example if you create a separate group account called recruit yourcompany com then you can ensure that whenever anybody sends a mail to the Recruit Account SpearMail responds with a mail thanking the sender Determine such accounts that need to be created Spearhead Infotech Systems Pvt Ltd Page 9 of 72 Spearhead Infotech Systems Pvt Ltd 6 0 Four checks before installing SpearMail and set up e mail Messaging System Ensure that following are installed on the machine in which SpearMail will be installed v Dial Up Networking Installed v TCP IP installed and configured v Latest Service Packs of Operating Systems installed v Antirust must be installed with latest definition files DO NOT install SpearMail if any of the above esp if TCP IP is not present Spearhead Infotech Systems Pvt Ltd Page 10 of 72 Spearhead I nfotech Systems Pvt Ltd 7 0 Using SpearMail Configuration Wizard The f
59. ollowing document provides further details on SpearMail Configuration Wizard The first task after installing SpearMail will be to configure SpearMail Please note that apart from this document SpearMail comes built with a context sensitive Help file Step 1 Mail Service Type If you have a registered domain name select the first option and enter the domain name Case 1 Select have a registered Internet Domain name If Your Organisation has the Domain name registered enter the Domain Name Domain Configuration Wizard Mail Service Type Select the scenaro that best explains your configuration have a registered Intemet Domain Name Intemet Domain Name spearnreadtech com Each users personal email address will be of the type usemame domainname where usemame is the speamiail user name and domainname is the name entered above do not have a registered Intemet Domain Name am using the e mail account provided to me by my ISP ee Led Fig 2 Mail Service Type have a registered Internet Domain name Domain name is a unique name that identifies an Organisation across the net Domain name is registered by an International Organisation called InterNIC Spearhead can assist you in registering your Domain Name Example www spearheadtech com Spearhead Infotech Systems Pvt Ltd Page 11 of 72 Spearhead I nfotech Systems Pvt Ltd Case 2 Select I Do not have a registered domain name
60. om then you can set auto reply along with the brochure as attachment User Configuration Wizard support spearheadtech com ss Auto Reply 9 Aliases You could create aliases for every user An Alias is an extra name given to the same user The advantage of using aliases is that you could have multiple accounts without actually creating multiple users Users could have multiple aliases User Configuration Wizard support spearheadtech com p E al Create aliases for this user f user Isaac is a entity of marketing department is helpdesk spearheadtech com To create an alias type in the name of the alias Create Alias helpdesk spearheadtech com E oe and click on lss Spearhead Infotech Systems Pvt Ltd Page 37 of 72 Spearhead I nfotech Systems Pvt Ltd 10 Other Options Various miscellaneous options are set in this page User Configuration Wizard support spearheadtech com Other Options Set optional properties for the user account Actrate Attachment Blocking Set signature in all outgoing mails Send all server alerts to this account Orphan account WebMail Access Allow Webmail Access Allow Autoformard Allow Auto Reply Allow to Set Signature Allow to manage External POF Accounts All mails will be approved by Activate Attachment Blocking Blocked attachments are set in the domain level in Attachment Filtering But to apply the attachment bl
61. onnection remotely Anywhere in LAN as well as Anywhere in world Web Mail Client makes it possible for you to access your email using your favorite web browser rather than from a workstation dependent email client This tool is perfect for mobile staff and users who do not have a dedicated machine from which to access their email Web Mail Client is equipped with a complete suite of email client features send and receive email manage your email in multiple personal folders Manage you display interface Manage your account settings manage address book WebMail Service is not a part of the Mail Server module you need to buy Web server module separately If you want to access SpearMail remotely outside your LAN then you should have Static IP Address from your ISP WebMail Rights Web Mail will be available to certain users only admin can gives right to the user to check their mails thru WebMail 2 Antivirus Protection Now we have integrated Quick Heal Antivirus as a plug in It will not be part of Mail server you need to buy it separately Antivirus can be scheduled to download updates once it download updates it will send alert message to sender saying it has updated Antivirus Definition successfully You need to subscribe for a period of 1 year so that you can get the updates for a year Now we have integrated Quick Heal Antivirus as a plug in It will not be part of Mail server you need to buy it separately Antivirus can
62. perties iv Notify Administrator to set this function Similarly you could delete old Spam mails by using 10 7 Headers If any of the mail is coming with non standard error those mails will be downloaded in Orphan account Here you can add custom Headers so that SpearMail will parse those headers and distributes the mails according to the headers Options Spearhead Infotech Systems Pvt Ltd Page 46 of 72 Spearhead Infotech Systems Pvt Ltd 11 0 Antivirus If you bought Anti virus plug in with Spearmail this section would enable you to control various properties related to Anti virus Antivirus is divided into two sections a Scanning b Virus Defination a Scanning You could select the scan mode to inform the engine to scan incoming outgoing internal mails Set the action to be taken on finding a virus by default anti virus would try to disinfect mail and deliver the mail If it cannot disinfect the virus then it would try to delete the part containing virus e g attachment and then would deliver the mail If it cannot remove the virus then the mail will be deleted You could choose whom to send virus alerts Scanning Virus Defination Scan Mode Wirus Alerts W Scan Incoming Mails W Send alert to administrator W Scan Outgoing Mails W Send alert to user W Send alert to sender Send alert to W Scan Internal Mails Actions on finding virus Disinfec
63. r Later on once admin increase quota to that user he can push that mail to user inbox 3 25 Download Upload Retries In SpearMail now you can specify the no of attempts to be made for connecting pop3 smtp server It is possible that pop3 server might be down for few seconds so at next retry SpearMail will try to connect to pop3 server Even if when SpearMail is not able to connect to SMTP server in first attempt then it will try to connect at next retry If SoearMail is not able to connect to pop3 SMTP server it will send alert message to SpearMail Admin 3 26 Mobile Users Now user can maintain same email address in SpearMail as well as on Internet They do not need to maintain 2 account one for internal and one for external User has to just select status I am Away if he is travelling so that any local mail sent to him will be routed to another specified account If user do not want to download copy of his mails then he can disable to external account so that SpearMail will not download the mails These changes can be done thru Main Interface of SpearMail or user can make the changes thru web mail access Spearhead Infotech Systems Pvt Ltd Page 5 of 72 Spearhead Infotech Systems Pvt Ltd 3 27 Multiple Admin Now you can have multiple admin in SpearMail If boss and admin both want to have a control of SpearMail then it is possible Admin can give rights to another user to act as a admin but that user can t give admin righ
64. r person who got their domain name registered e g mail soearheadtech com Case 2 Organisation does not have the Domain name Primary SMTP Server Name The SMTP server name will be the name as provided by the ISP at the time of activating the account e g smtp vsni com SMTP Authentication Advanced If your primary SMTP requires authentication to connect then click on button corresponding to primary SMTP Select the property SMTP server needs authentication and select one the following authentication mechanism 1 Use APOP POP before SMTP method 2 Use Login details entered here Spearhead Infotech Systems Pvt Ltd Page 15 of 72 Spearhead Infotech Systems Pvt Ltd Select the first option if SMTP server requires APOP POP before SMTP kind of authentication Select the second option if your SMTP requires Auth Login In the case of Auth Login SMTP server needs Login Name and Password to connect If this information is same as POP information then you need not do anything because those values are automatically filled in for you But if the Auth Login information is different than that of POP then enter those values manually SMTP Port No 25 H SMTP server needs authentication Use SPOP POP before SMTP method f Use login details entered here SMTP login name mail spearheadtech com SMTP Password i Retype Password ii Apply Cancel Appl And click on to appl
65. rd your mails User Configuration Wizard support spearheadtech com ja j f eat q a ii meN a a Previous i the following screen would be shown If you want to add a local Add To add to the list click on account to auto forward to then select Local User and pick a user from the list Click on This way you could add multiple local users Spearhead Infotech Systems Pvt Ltd Page 31 of 72 Spearhead I nfotech Systems Pvt Ltd Add Recipient Local User gunjan spearheadtech com Remote User If you want to add an external remote user select Remote User and enter the mail id of the remote account Click onL_2 Add Recipient Local User Remote User All the account s to which you want to auto forward to will be listed in the list box If you want to add an group select Group and then again select the user which you want to add Then Click onb J Add Recipient Local User Remote User Group sales speameadtech com You could remove an account from the list by selecting an account and pressing delete button Spearhead Infotech Systems Pvt Ltd Page 32 of 72 Spearhead I nfotech Systems Pvt Ltd User Configuration Wizard support spearheadtech com Auto Forward E mail sent to this user can be automatically forwarded to one or more intemal or 4 Spam Filtering The Spam list s set in the domain of the current u
66. rheadtech com _ jill spearheadtech com inbackup spearheadtech com outbackup spearheadtech com _ support spearheadtech com Change password NOTE Promoted user will get administrative rights but he cannot promote any other user as administrator 10 4 MessagelD UIDL Spearmail stores MessagelD and UIDLs of all the mails downloaded by it You would need to delete these MessagelD s and UIDLs to re download older mails from the mail server To delete select domain s from the list select the date range accross which MessagelD and UIDL Delete MESSAGE ID s Delete UIDLS has to be deleted and click on Delete MESSAGEIDs and i Connect Sequence Ports Promote User Delete all the saved messageds uidls between selected date range List of Domains Accounts Type _ jack spearheadtech com Extemal spearheadtech com intemal Date Range To 16 02 2007 hi Delete Message IDs Delete UIDLs _ Select All Spearhead Infotech Systems Pvt Ltd Page 44 of 72 Spearhead I nfotech Systems Pvt Ltd 10 5 Logs You could select the services for which logs has to be maintained Logs are maintained day wise In the course of time a lot of logs will be accumulated in your computer By default logs older than 30 days are deleted and a notification is send to the administrator You could change these properties And if you wish to
67. rmail you will have to select the check box corresponding to each time Schedule Connection Tupe Periodical Intervals Process intemet malls every 15 minutes f Fixed Times Process internet mails at the following times 8 30 00 AM ae A 1230 00 PM He 4 30 00 PM ae 9 00 00 AM a fe 1 00 00 PM ie 5 00 00 PM ie M 10 30 00 AM 2 30 00 PM T 6 30 00 PM f7 00 00aM F3 00 00 PM ap ES fi 11 00 00 AM a fe 3 00 00 PM 30 00 PM Apply Cancel Spearhead Infotech Systems Pvt Ltd Page 49 of 72 Spearhead Infotech Systems Pvt Ltd 2 Connection Type You can set the connection type using this screen By default it is permanent connection i Permanent Connection Dial Up Connection Apply Cancel If you use Dial up connection select the appropriate option Schedule Connection Type Permanent Connection i Dial Up Connection To add dial up profile click on aoe the following screen will be displayed Select Protile Hew Edit Login Name Password Tries 1 Select the profile from the list provided H l l If you wish to add a new profile click on _New the following screen will be displayed Spearhead Infotech Systems Pvt Ltd Page 50 of 72 Spearhead I nfotech Systems Pvt Ltd New Connection Wizard x Type of Connection ena Select the type of the connection aa Connect uzing my phone line oe or ISDA
68. roviding the valid password of the user Thus no more snooping on each other s messages 1 8 Do the users in the organisation need to learn a lot of new stuff after deploying SpearMail Not at all Infact except the designated Administrator the users need not interact with SpearMail at all They can use their chosen e mail clients like Outlook Outlook Express Netscape Messenger etc Even the Administrator will find the Graphic User Interface GUI and features of SpearMail extremely simple and intuitive 1 9 Does the user need to dial out to the Internet each time he wishes to send a message No SpearMail comes complete with its own Auto Dialer that can be scheduled to connect to your ISP at pre determined intervals and process e mail collection and delivery Just provide the details of the ISP Log On settings according to your requirements and SpearMail takes care of the rest If you are using ADSL Cable Internet Connection or Leased Line connection SpearMail will just connect to POP and SMTP server at specified regular interval Spearhead Infotech Systems Pvt Ltd Page 64 of 72 Spearhead Infotech Systems Pvt Ltd 1 10 What are the hardware software requirements for installing SpearMail First and foremost SpearMail has to be installed on just one terminal on the network with Internet Connection For detailed requirement kindly see User Manual Hardware Requirements of the terminal on which SpearMail is installed Pen
69. rt spearheadtech com O Monitoring Mails Send a ata ariani mails to the below specified users _ Monitor Intemal Mails In both the cases to add an account to which you want to send a copy of mail click on Ess If you want to add a local account select the first option and select the user from the list If you want to add a remote user select the second option and enter the external email account manually If you want to add group account then select third option and select the group from the list Add Recipient speamheadtech com Spearhead Infotech Systems Pvt Ltd Page 35 of 72 Spearhead Infotech Systems Pvt Ltd User Configuration Wizard support spearheadtech com Monitoring Mails Send a copy of all incoming mails to the below specified users 8 Auto Reply You could set user wise auto reply so that Spearmail sends a mail as reply to the sender of the mail intended for this user You could set the subject tag and body of the auto reply mail You could also add an attachment User Configuration Wizard support spearheadtech com ss Auto Reply Automatically reply to e mail received by this user By default auto reply is disabled you could enable this T Activate Auto Reply Spearhead Infotech Systems Pvt Ltd Page 36 of 72 Spearhead I nfotech Systems Pvt Ltd Along with the auto reply message you can attach the attachment Like if there is id called productinfo domainname c
70. ry that you feel has not been covered in this list please feel free to inform us by calling us on 27894387 27895727 or send a mail to support spearheadtech com We will ensure that the same is added in the next edition This will be invaluable for us to enrich the entire channel network with this information Please note that Technical details regarding the Installation Configuration and other Technical knowledge are separately covered in another document Queries A General 1 1 What is SpearMail SpearMail is an e mail server It acts as a post office for Internet mail clients It is more like a carrying and forwarding agent of your mails It also ensures that an organisation enjoys the benefit of personal e mail addresses for all their employees using just one internet account that they might have invested in Using SpearMail you cannot read or write e mail You will read and write mails using e mail clients like Outlook Outlook express Netscape Messenger or Eudora SpearMail will ensure that mail sent is forwarded to the right recipient at their desktops Additionally with SpearMail you need not have permanent connection to the net Users can read and write mail offline and SpearMail will send and collect all their mail in one go Thus SpearMail is the most cost effective solution for a Small To Medium Enterprise SME to set up an efficient E Mail system in their organisation To sum up 1 Internet account SpearMail E mail sys
71. ser would be automatically set at user level too You could modify the list according to the requirement The actual Spam Filtering would be implemented using the list set at user level Domain level setting is for reference User Configuration Wizard support spearheadtech com Spam Filtering SpearMail allows you to block unsolicited e mails Spam Such Messag ea e or yeaa ay aro Pe Mails to Spam Folder is not selected Enter the domain names or addresses from whom you do not want to receive e mails By default mails from the listed domains or accounts are blocked You could modify this property to accept mails from the listed domains or accounts In this case mails from all other domains or accounts would be considered as spam Allow mail from above list Block mail from above list Spearhead Infotech Systems Pvt Ltd Page 33 of 72 Spearhead I nfotech Systems Pvt Ltd 5 Outgoing Mail Filtering The Mail Filtering list s set in the domain of the current user would be automatically set at user level too You could modify the list according to the requirement The actual Mail Filtering would be implemented using the list set at user level Domain level setting is for reference User Configuration Wizard support spearheadtech com Outgoing Mail Filtering SpearMail allows you to send mails to selected e mail addresses Rest messages will be deleted from queue If Move Fitered Mail to blocked Fold
72. stems Pvt Ltd Page 53 of 72 Spearhead I nfotech Systems Pvt Ltd lt Outbox mail File Edit speamheadteam hotmail com Spearhead Support Team Fri 16 Feb 2007 19 02 18 0530 test Spealtail A Complete Messaging Solution Evaluation Edition Get your free copy at www spearmail conl You could delete block or send instantly mails in the spool manager Select the mail and Click on Down arrow selected mails will be shown in the bottom list Spool Manager When a user sends an intemet mail the message stays in the spool database until it is sent out This function allows you to remove certain messages while they are still in the spool From To Subject Size support spearheadtech spearheadteam hotmail test 1 58 KBs gutbackup support From Subject size support spearheadtech speamheadteam hotmail test 1 58 KBs Delete selected mails Block selected mails Delete 5 elected Mails Click on to delete selected mails Spearhead Infotech Systems Pvt Ltd Page 54 of 72 Spearhead Infotech Systems Pvt Ltd Block Selected Mail ue Select mail s and click on Block Selected Mails to block that those mail s All blocked mails will be moved to Blocked folder of that user Spool Manager When a user sends an intemet mail the message stays in the spool database until it is sent out This function allows you to remove certain messages while they are still in the spool spearhea
73. t distributed properly 2 50 Does SpearMail logs daily activity Yes SpearMail keeps log of daily activity of last 30 days by default SoearMail maintains day wise incoming and outgoing mails transactions Go c program files SpearMail 6 0 Logs and select the folder and open the file with notepad 2 51 Can get report of Mail transacted Yes Go to Reports gt Select Detailed Report there you will get last 30 days reports of mail transacted 2 52 Can I get how much internet usage SpearMail has done Yes Go to gt Reports gt Select Internet Usage This will show you internet time SpearMail has consumed while uploading and downloading mails 2 53 Does SpearMail has Content Filter Yes SpearMail can filter mails based on the given keywords Keywords can be in Subject or body of the message 2 54 Do restrict any user from sending mails to particular ID Yes You can restrict any user for sending mails to their personal email address or any other email address You can either specify allowed email address or you can specify blocked email address 2 55 Can I restrict user from sending mass mailers Yes You can specify user wise Maximum recipient in single mail if any user send mail to more than maximum recipients mails will be sent to only no of allowed recipients In this case alert message will be sent to sender saying mail could not be delivered to so and so recipients 2 56 Does SpearMail can be configured to b
74. t Mail amp Deliver Delete Virus amp Deliver Apply Cancel b Virus Definition You could enter Primary and Alternate URL from where the antivirus would update its definitions You could also schedule the anti virus to update itself automatically or you could manually update Sa Updat by clicking on o Ueno You could choose to send a notification to administrator on successful updation Information on when the last update was successful is also shown Connect Sequence Ports Promote User Message IDs UIDLs Logs General Antivirus URL for update Primary nti fquickheal spearheadtech com Alternate http quickheal speatheadtech com H Auto Update Schedule Last Update Information Update Date 29 07 2005 Update Time 01 15 14 PM Send update notification ta administrator Update ever g4 hours oo minutes Retry Every 30 minutes if not successfull Update now Apply Cancel Spearhead Infotech Systems Pvt Ltd Page 47 of 72 Spearhead Infotech Systems Pvt Ltd 12 IMAP Account Configuration IMAP Accounts All the configured IMAP accounts are listed in the shown window IMAP Accounts 3 List of IMAP Accounts IMAP Server fLoginName o O tastmail fm admintfastmail frm Delete A a to add a new IMAP account The following screen would be shown Enter all the details and click on to save the settings Click on
75. t certain addresses For example you can set SpearMail to automatically reply with a thank you note whenever a customer sends a mail to enquiry yourcompany com Also it is possible to attach any type of file while sending auto reply For example you can set SpearMail to automatically reply with a product details and brochure whenever a customer sends a mail to productdetails yourcompany com Spearhead Infotech Systems Pvt Ltd Page 4 of 72 Spearhead Infotech Systems Pvt Ltd Now you can setup auto response along with the attachment Assume that you want that if some one sends message productinfo yourdomain com you want to send autresponder along with brochure which is there in word Format Now it is possible with SpearMail Ver 6 0 3 17 Limit Access rights of users You can bar certain users from using Internet mail completely or limit the size of message a user can download or upload By default all users have access to Internet mail and no restriction of size is imposed 3 18 Internet Mail Access Rights In earlier SoearMail admin can restrict user to send and receive Internet mails but now you can allow user only to send or only to receive Internet mails 3 19 Maximum recipient Per Mail Now days many of the ISP s does not allow to send mails to multiple recipient in single mails due to Spamming Problem Assume that your ISP has specified maximum no of recipients 25 then in SpearMail you can specify Maximum no of recipien
76. t usage between date 01 02 2007 to 16 02 2007 Usage duration hh mm ss 11 02 2007 00 00 02 16 02 2007 00 01 13 Data transfer details for both Internet and Intranet mails will be listed B MailTransfer txt Notepad PB Fie Edit Format view Help NOTE Report is best viewed with font set to Courier New Generation Date Friday February 16 2007 User wise Mails transfered from date 01 02 2007 to 16 02 2007 Deepak SPEARHEAD 1474 88 A 2694 78 20065 98 Spearhead Sales 3157 04 184 13 1850 99 Spearhead Support 200 57 2066 87 4947 06 Domain Registration 0 00 0 00 126 07 SpearmMail Registration 0 00 0 00 128 05 imailreport virusalert 0 00 A 2 02 0 00 0 00 4 61 1329 41 1702 27 61 17 Swapni Gavhankar 146 63 489 35 1549 54 Spearhead Infotech Systems Pvt Ltd Page 59 of 72 Spearhead I nfotech Systems Pvt Ltd 5 Detailed Report EJ Microsoft Excel DetailReport xls l File Edit View Insert Format Tools Data Window Help Adobe PDF Sipe PEETA TFET i Arial i U badj o ona Gp 3G IE EE jx User Name DRAE Al ee ee ee ee ee ee 1 User Name iEmail Address Type Mail Size Mail Count Mail Date sales spearheadtech com hari yahoomail com Received 20 04 14 16 02 2007 ganesh supremind com Received 12 1 2 16 02 2007 4 sales spearheadtech com har yahoomail com sent 13 93 3 16 02 2007 ganesh supremind com Sent 4 46 15 02 2007 6 support spearheadtech com hari yahoomail com
77. te You can download mails only from POP3 accounts Spearhead Infotech Systems Pvt Ltd Page 66 of 72 Spearhead Infotech Systems Pvt Ltd 2 9 To save bandwidth can the Administrator limit the size of e mail that certain users in the SpearMail User List can send and receive Yes Once specified SpearMail will send automatic messages to the sender recipient in the SpearMail User List mentioning his mailbox limitation Based on the importance relevance of the message the user can then inform the Administrator to temporarily increase his upload download limit Please refer Help on User Configuration for more details 2 10 Can the organisation use SpearMail along with Proxy Server Yes In Options the Administrator needs to provide different port numbers and not the default ones if the proxy is having a mail service running on the same ports 2 12 Can The Administrator restrict some users from accessing Internet Mails Yes SpearMail permits the Administrator to allow specified users access to only internal mail Please refer Help on User configuration for more details 2 14 Is it possible user to change his password without help of administrator Yes Using SpearMail Web Client user can login in to his account and change the password 2 15 Is it possible to change content of alert messages No lt is not possible to change alert messages it is hard coded 2 16 When I delete User ID then what will happen to those messages W
78. te plug in You administer SpearMail 6 0 through browser based remote administration console You can add modify or delete users also you can view current logs If you have static IP address from your ISP you can control SpearMail from outside your network or any part of the world 2 71 Is there any web interface available to check the mails Yes You can check mails through browser It similar to email client by using which you can send or receive mails 2 71 Does SpearMail supports IMAP Protocol Yes SpearMail has IMAP Client which will synchronies your mails with remote IMAP Server Spearhead Infotech Systems Pvt Ltd Page 71 of 72 Spearhead Infotech Systems Pvt Ltd C Troubleshooting 3 1 When a person tries to send a mail from USA NET to spearbom bom2 vsnI net in deepak it gives an error message Why Certain e mail service providers like USA NET do not allow one to send e mail to an account having this type of naming scheme In case of USA NET a person can send the message to deepak lt spearbom bom2 vsnl net in gt SpearMail supports a variety of naming schemes The long term solution is to get the customer to get his company a registered domain name so that it can be used universally 3 2 A user can send receive mails from one machine on the Network but cannot send from another machine Why This is a symptom of improper TCP IP network configuration In all probability the machine from which you cannot send
79. tem for your entire organisation Note SpearMail is a registered trademark of Spearhead Infotech Systems Pvt Ltd 1 2 What are the difference between a Mail Server and a Mail Client Mail Servers as the name suggests are capable of servicing many users clients Typically Servers will collect and store both incoming and outgoing mails Users hardly ever need to interact with mail servers Clients are the ones the users use to read and write mail Clients pass on all the messages to the server and collect mail meant for the user from the server Clients need to be installed at each and every desktop Server needs to be installed in only one machine SpearMail is a server while Outlook Outlook Express Eudora are clients Spearhead Infotech Systems Pvt Ltd Page 63 of 72 Spearhead I nfotech Systems Pvt Ltd 1 3 How is that SpearMail can provide e mail ids to many individuals out of a single POP Account SpearMail can provide this function through e mail parsing and sorting All e mail messages addressed to an organization are forwarded to a single mail box called a POP3 Post Office Protocol Version 3 account SpearMail can collect e mail messages from this mailbox and distribute it to the users by sorting the mail Users can then read the mail from their desktops 1 4 After deploying SpearMail how will the e mail addresses of the customer s organisation look like If the customer has a registered domain name username do
80. ter administrative password This way you could restrict access to Spearmail If you would like Spearmail to ask for password before shutting down check the property Prompt for password before shutdown This way unauthorized user will not be able to shutdown Spearmail Every user could be given a priority to send receive mails Another property Upload Small Mails First in Domain Configuration Wizard gt Outgoing Mail Server could conflict with the previous property To over ride the first property with second property check I Override user priority while uploading small mails first l By default Spearmail sends mails to external recipients only on next scheduled connection or when administrator manually Send them You could set Spearmail so as to send mails automatically whenever a particular number of mails are there in the outbox To do so enable the option Automatically send mails if outbox contains 0 mails or more and enter the number of mails In this case as soon as the entered number of mails reaches outbox Spearmail connects to the SMTP server and delivers all the mails Due to various restrictions mails are blocked by Spearmail and moved to Blocked folder If administrator do not take any step with these mails they would keep on accumulating to prevent this you could automatically delete older mails and notify administrator about the step v Delete 5 days old mails from BLOCKED folder Use pro
81. tium III 500 MHz or above 256 MB RAM To use Internet Mailing Features Internet Connection via Cable ADSL Modem or Leased Line or Modem Dial Up Networking installed and configured A TCP IP Internet Access Account with any ISP If internet connection is via Modem Note If the organisation needs to set up just an Internal Mailing System then Internet Connection is not required On your LAN TCP IP must be enabled Software The machine on which SpearMail is installed should have Windows98SE or above running on it Every machine has an e mail client software like Eudora Outlook Express Outlook Pegasus Netscape Messenger In fact any e mail client which is SMTP POP3 compliant will do fine 1 11 Will have to install SpearMail on every user s machine No SpearMail being a server needs to be installed on only one machine in fact any machine that is a part of the customer s network 1 12 Can an organisation use SpearMail as a Internal Mailing system Yes In this case you do not even need an Internet Account and Modem 1 13 My client has a Novell NetWare based network Can I install SpearMail Sure The network server can be based on NetWare Windows NT or Unix The only requirement is that you should have at least one Windows 95 98 NT machine in the network on which SpearMail can be installed Further you have to enable TCP IP on your network The Help manual of SpearMail provides step by step instructions
82. to delete mails from the mail server to preserve it for future use select the check box Leave a copy of mail on server for 0 days In this case mails will not deleted for the mentioned days All the mails older than the set value in days will be deleted from mail server j Download small mails first Check the property if you want to download small mails prior to downloading larger mails Many times while trying to connect to mail server it will return error there are many reasons for this If you want to inform your administrator about all such errors select the property jf Send POP connection error message to administrator Spearmail could retry to connect to your POP server in case of error you could mention such number of retries Spearmail should attempt by using the property Number of times the Server should try to contact POF Server 10 You could restrict the size of mail which could be downloaded by Spearmail to save bandwidth All the mails which are not downloaded due to size restriction could be set to be either deleted from the mail server or to be left as it is For every such restricted mail administrator or the intended user could be informed by alert by selecting Notify Administrator and or Notify User properties i Do not download mails with size greater than 20000 KBs and Leave on mall server M Notify Administrator e Notify User In the above property if mails above certain size
83. to the previous screen Click Edit File and follow instructions init The text editor Notepad should be present on your system After editing close the text file and click on Import a Import Clear existing values Close Import Now click on meot button to import all the values to the corresponding Spam list Clear existing values If you want to clear existing values select the property before importing Once you have added the values to the list the Soam screen would appear as follows Domain Configuration Wizard spearheadtech com Spam Filtering SpearMail allows you to block unsolicited e mails Spam Such Messages server without being downloaded f Download Spam Mails to Spam Folder is not selected Enter the domain names or addresses from whom you do not want to receive e mails Download Spam Mails to Spam Folder Notify Administrator Notify User Spearhead Infotech Systems Pvt Ltd Page 20 of 72 Spearhead Infotech Systems Pvt Ltd You could set the action to be taken when Spearmail encounters a Spam mail If you want to deliver the mail to Spam folder of the user select the following option M Download Spam Mails to Spam Folder i Notify Administrator fe Notify User For every Spam mail moved to the Spam folder Soearmail could notify Administrator and or User Click the corresponding property for this If you do not check the property Download Spam Mails to Spa
84. ts If user has sent mail to more than 25 users then SpearMail will send messages to only 25 users and will send alert messages to sender saying that it has not sent message to remaining users But again SpearMail will try to send mails to remaining recipients 3 20 Batch Downloading Earlier SoearMail can download mails in batches based on batch size i e In MB but now you can specify 3 21 Domain Level Signature Organisation having group companies sitting in same place but have different domains for each group companies then you can put different signature for each domain It is not necessary force all users to use domain wide signature it can be disabled for certain users 3 22 Receive Small Message First Earlier SpearMail Ver 5 3 use to just receives smaller message but now SpearMail Ver 6 0 will send smaller message first also Now SpearMail can override priority to send smaller mails but it is optional 3 23 Send Small Message First Earlier SpearMail Ver 5 3 use to just receives smaller message but now SpearMail Ver 6 0 will send smaller message first also Now SpearMail can override priority to send smaller mails but it is optional 3 24 Mailbox Quota Now you can set quota for each user In case user has quota of 1 00 000 KB and if there is no space to store new mails then SpearMail will send Alert Message to SpearMail admin saying that particular user has exceed the quota and that mail will be pushed to Spam Folde
85. ts added into SpearMail after creating Global Spam List then in that user properties default Spam list will be loaded automatically Each user domain can have different Spam list 3 08 Recipient Block List Now admin can specify user wise recipient block list Any mail sent to blocked recipient will be store in blocked folder Sender as well as SpearMail admin will get alert message for same Admin can create the global Blocked List Whenever new user gets added into SpearMail after creating global blocked list then in that user properties default blocked list will be loaded automatically Each user domain can have different blocked list This feature is useful for the clients who has got multiple office and need to communicate with the head office or regional office or to certain clients only Spearhead Infotech Systems Pvt Ltd Page 3 of 72 Spearhead Infotech Systems Pvt Ltd 3 09 Outgoing Mail Filter Outgoing Mail Filtering in SoearMail works in two ways Administrator could either list all the Domains or Email Addresses to which it wants to allow users to send mails or the Administrator could prevent users from sending mails to listed domains or email addresses Adding values to the list and other properties are similar to Spam apart from the fact that in the case of outgoing mails all the blocked mails are moved to the Blocked Folder and in the case of Spam mails are moved to the Spam Folder 3 10 Content Filtering Sp
86. ts to another user This will be useful when admin is not present and you want to make the changes in SpearMail 3 28 Alerts Messages In earlier SoearMail you have to check console all the time to check whether SpearMail is sending receiving the mail You never come to know whether there is a problem with connecting to your SMTP or pops server or because of some invalid email address or size restriction SpearMail is not able to send the message Now SpearMail Ver 6 0 will send alert message to admin if it is not able to connect to pops server SpearMail Also give alert message if message is not sent because of any other reason Example Virus found max no of recipient Soam Mail recd attachment blocking 3 29 Leave Copy for No of days In earlier SpearMail you just leave messages on pops server forever but now you have a option for to select for how many days you want to keep the mails on pops server 3 30 SMTP Server Validations 1 If mail is sent to Remote ID of same domain and if SMTP server is checking for the recipient on the fly whether user is exist on the server or not and rejecting that mail then SpearMail will try to send messages to next recipients 2 If message is sent with invalid attachment which blocked on the remote server or on Firewall then in that case remote server terminate SMTP session In that case SpearMail will send the next mail and will send alert message to sender that message could not be sent because
87. y the settings and return back to previous screen You might wish to provide Secondary SMTP information to send mails if your primary SMTP server fails In this case select the property and continue as in the case of primary SMTP Activate Secondary SMTP mail spearheadbiz com Advanced You could also set SpearMail to send your mails directly to the recipient by using Direct Delivery This kind of delivery is not recommended because your server would be black listed very soon and then you will not be able to send mails If you want to send mails using Direct Delivery select the property Activate Direct Sending Advanced Advanced and click on By default SpearMail is set to detect DNS server automatically But if you wish to change this property select the second option Use the following DNS server and manually add DNS server s You could set the preference order for all such DNS servers using the arrow buttons Advanced SMTP settings DNS Settings Detect DNS Server automatically f Use the following DNS Server _ dns vn mum co in Add Remove Apply Cancel Spearhead Infotech Systems Pvt Ltd Page 16 of 72 Spearhead Infotech Systems Pvt Ltd If you want to restrict the size of the mails which could be uploaded then select the below shown option and enter a non zero value You could also notify administrator and user about any mails restricted because of this
88. you want to make changes to existing values select the value from the list The selected value will be shown in the top text box make changes and click on Bulk Remove If you want to remove a value from the list just select it and click on Spearhead Infotech Systems Pvt Ltd Page 18 of 72 Spearhead Infotech Systems Pvt Ltd Enter Domain Name e g physics cor 123 com Remove The second way to add values to the list is to import the values Import To import click on button The Import screen would be displayed Click Edit File and follow instructions init The text editor Notepad should be present on your system After editing close the text fle and click on Import Import Clear existing values Close Add list of Spam domains and addresses to SpearMail Gold Edition Version 46 0 Lines heginning with are treated as comments and are ignored physics cor isaachphysics com Now type all the values in the formats mentioned Save the file and close it Spearhead Infotech Systems Pvt Ltd Page 19 of 72 Spearhead I nfotech Systems Pvt Ltd SpamList Notepad File Edit Format view Help Add list of spam domains and addresses to SpearMail Gold Edition Version 6 0 Lines beginning with are treated as comments and are ignored Examples physics com isaachphysics com L230uYE com rediffmail con You would be taken back

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