Business Grade Email Security
Contents
1. Content policy for Pixna Policies are applied in the order in which they are displayed Direction Policy Type Conditions Actions Action Message contains a virus Click here to add actions TOTAL 1 policie Inbound amp outbound ilnbaund Insert The next to be made is Direction do you wish this policy to apply for all incoming email inbound email that your people send out outbound or all email inbound and outbound In this example we wish to setup a policy for inbound 3 8 4 Policy Type MailGuard Management Console Microsoft Internet Explorer File Edit View Favorites Tools Help MAILGUARD Content policy for Pixna Policies are applied inthe order in which they are displayed Applies To Direction Policy Type Conditions Actions Action Entire company Inbound Message contains a virus Click here to add actions Nus E RIDES HUE EPOMDES Anti SPAM ds Content Filter Offensive Language Message Size The next selection is Policy Type There are five basic policy types with CleanMail Anti viral Anti spam Content Filtering Offensive Language Message Size a c fures Anti Viral is selected for the policy that we wish to apply here however options 2 3 4 amp 5 being Anti Spam Content Filtering Offensive Language and Message Size allow other different types of policies to be configured from this window See Section 4 Setup amp Management We will select Ant2. so that you are aware that a virus has attempted to enter your network and been stopped T 24 3 8 7 Administrator Digest Alerts The Administrator alerts have the added function of being able to Delete Release the quarantined messages by clicking on the links within the alert message FW MailGuard Alert Digest for August 02 2004 Message HTML File Edit View Insert Format Tools Actions Help CoReply Reply to all GE Forward EH r BS K e v From Matthew White matthew white nia org au Sent Tue 8 3 2004 10 41 4M MAILGUARD E MAIL FILTER ALERT M MAILGUARD Table of Contents Total 241 messages 6 1 MB Sender Recipients Size Reason info advertisement4you com gavano nia org au 13 4 QUARANTINED Spam 20 802 pts KB vision visioninvestco com assessment nia org au 41 0 DELETED W32 Metsky P virus KB peadvison 47c 41c27d classoffers com agland nia org au 3 4 QUARANTINED Spam 34 187 pts KB peadvison 4 c 41c2 d classoffers com agland nia org au 34 QUARANTINED Spam 29 892 pts KB salenotification 201 paysystems1 com deneoliver nia org au 33 5 DELETED W32 Bugbear Dam virus KB cummings net way net assessment nia org au 1 5 QUARANTINED Spam 15 811 pts KB bettewappnen earthlink net nswdivn nia org au 240 DELETED W32 Netsky D virus KB feedback agso gov au christine greisen nia org au 240 DELETED W32 Netsky D virus KB nameguard nameprotect com nswdivn nia org au 34 55 DELETED VV 32
3. B illB 1 eps Yesterday LARK CONCEPT Past week Past month Q Past 3 months illB eps LARK CONCEPT 7 illB 1 eps 17 10 2004 louise a responsedesign com au mark outerspacedesign com Lark 36 secs 5 0 LARK CONCEPT The traffic reports tab allows you to view historical information of your peoples email First click on the pull down list box and select past week and then press GO e MailGuard Management Console Microsoft Internet Explorer File Edit View Favorites Tools Help SEES MAILGUARD Statistics E mail Traffic Report for Pixna Recent Messages Recent Messages Traffic reports Address When z ness pixna com vanessa pixna com adminiGpiina com webmastercyp ina com infat pixna com nessaiipixna cam s When sales pizna corn TOTAL 7 addresses 2 billable Quarantine report The traffic report screen provides the ability to easily view the users of email within your organisation This list may be sorted by Sent message Received message or total megabytes simply by clicking on the appropriate headings T 30 By selecting the individual email address you may then view the actual sender recipient subject and attachment names that have contributed towards these statistics F MailGuard Management Console Microsoft Internet Explorer stats MAILGUARD Statistics Detailed Activity Report for simon democo com R Tet Tal d EET CE Recent
4. E MAIL FILTER ALERT for MailGuard Pty Limited MAILGUARD Hello n e mail message has recently been sent with these details Date January 09 2002 2 31PM From andrew mailguard com au To simon mailguard com au Subject FW Re Re This message has been QUARANTINED by the MatilGuard service for the following reason The message contains the 32 Badtrans B virus For more information about this virus please click here This message is due to be deleted from the quarantine area on January 16 2002 2 31PM If you believe that this message was quarantined in error and would like it released please contact the MailGuard Administrator for MailGuard Pty Limited Simon Cocking lt simon mailguard com au gt as soon as possible You will not receive another warning before this message 1s deleted By selecting various alerts you are able to notify any combination of sender recipient other email address administrator or SMS on a digital cellular phone when your conditions have been met In the default anti viral policy we would usually recommend the notification be to the Sender so that they know that they have accidentally sent you a virus we will not notify the sender on viruses that are known to forge their sender addresses the recipient Digest so that the person within your company is aware that someone is trying to send them an email but it had a virus in it and has been quarantined and the Administrator Digest
5. For this reason we strongly recommend that you do not delete this rule from your policies 35 H 43 STOP SPAM SpamGuard F MailGuard Management Console Microsoft Internet Explorer File Edit wiew Favorites Tools Help MAILGUARD Content policy for Pixna Policies are applied inthe order in which they are displayed Applies To Direction Policy Type Conditions Actions Action Entire company Inbound Antiviral Message contains a virus Quarantine the message Alert administrator by email at 17 00 Alert recipient Entire company Inbound Anti SPAM Medium protection Ciuarantine the message Alert administrator by email at 17 00 Alert recipient by email at 09 00 TOTAL 2 policies Insert SpamGuard is CleanMail s sophisticated anti spam engine that utilises a hybrid of the best of breed spam detection systems available wrapped into a simple and usable management solution Our objective with SpamGuard is to provide a simple system that provides the effectiveness is blocking spam without the risk of losing real business emails opamGuard takes each message and allocates it a score of spamminess This score consists of inputs from one or many of the following sources opam Assassin Heuristic Inputs and base framework CleanMail weighted spam vocabulary Various public blacklists sender Policy Framework Bayesian Statistical Input opam fingerprint services Vipul s Razor etc Effective spam protect
6. attempt is made to send confidential documents outside your organisation F MailGuard Management Console Microsoft Internet Explorer e held q MAILGUARD Filename is Quarantine the message Update marketing send a copy of the message to admini amp idemaca com Alert administrator e mail only Insert Edit Conditions Match conditions Condition Action TOTAL 1 conditions Insert With this policy in place any email that has a file attached to it with the filename marketing at the start of it will be quarantined with a copy sent to the administrator for your perusal From quarantine you may then release the email to the recipient delete it or forward it to another email address 4 9 Stopping Delaying large files before they get to you CleanMail provides a facility whereby we can create polices based on the size of the email If an email is greater than equal to or less than specific sizes CleanMail can perform the normal actions and alerts of any CleanMail policy This function is particularly useful for circumstances where your Internet connection bandwidth is critical to the performance of your business The policy that we have installed below allows all emails that are larger than omb to be delivered after 80m We have also elected to notify the recipient that they have received email however it will be delivered after hours This allows the recipient to contact the administrator to override the h
7. 6 This is valuable information in working with CleanMail to optimize your spam protection cHE cHk cGHE GRE GRE Gk HH 4 6 Blocking certain file types Movie and MP3 etc A MailGuard Management Console Microsoft Internet Explorer File Edit wiew Favorites Tools Help Content policy for Pixna pelke are applied inthe order in which they are displayed Direction Policy Type Conditions Outbound Antiviral Message contains a virus Inbound Anti viral Message contains a virus Inbound Content Filter Attachment type is Executable file or Attachment type is Visual Basic script Inbound Content Filter Attachment type is video file or Attachment type is MP3 audio file Anti EP AMM se Medium protection TOTAL 5 policies MAILGUARD Actions Action Quarantine the message Alert administrator Immediately via SMS Alert administrator immediately via email Alert sender Delete the message Alert administrator by email at 17 00 Quarantine the message Alert administrator Immediately via email Guarantine the message Alert administrator immediately via email Edit JI Del Quarantine the message Alert administrator by email at 17 00 Insert Content Filters allow you to block email by attachment type key word sender address recipient addresses or filename Essentially the content filter looks through every word in your email and attachment and decides whether it meets the criteria se
8. Content Filtering Service MailGuard s E mail Privacy Policy can be viewed at http www mailrguard com au privacy T 48 5 Further Help on CleanMail If you require further help with CleanMail please do not hesitate to contact us Support business techsupport pacific net au Phone 13 36 39
9. Messages Oct v 2001 Traffic reports emonstration Compan Quarantine report Date Recipient pany 04 09 2001 20 02 simon democo com 04 09 2001 20 03 sirmon democo com 04 09 2001 21 05 simon democo com 04 09 2001 21 08 simon democo com 04 09 2001 21 10 simon democo com Subject Attachments Transit Time test test 2 test test test 04 09 2001 21 14 simoncocking yahoo com au test 04 09 2001 21 16 simoncocking yahoo com au test 04 09 2001 21 17 simoncocking yahoo com au test 04 09 2001 21 18 simoncocking yahoo com au test 04 09 2001 21 19 simon democo com 04 09 2001 21 21 simon democo com 05 09 2001 21 58 simon democo com TOTAL 12 sent messages Sender simon democo com simon democo com test test test None None None None None None None None None None None None 1 sec D sec D sec 1 sec D sec 1 sec D sec D sec D sec 1 sec D sec 1 sec 0 4 secs avg 14 1 Kb Transit Time None 1 sec Attachments None D sec CleanMail also provides the facility to download statistics to a Microsoft Excel spreadsheet or CSV file by selecting the Download button 3 11 2 Quarantine Report MailGuard Management Console Microsoft Internet Explorer stats Recent Messages cent Messages REPORT DUF Quarantine Report for Demonstration Company MAILGUARD From 01 Jan v 2002 To 31 Jan v 2002 Traffic reports Quarantine report Demo
10. Netsky C virus KB houghui wu ntlworld com membership nia org au 45 8 DELETED W32 Mabutu A Vv32 Mabutu A KB viruses sheila s6bud f2s com marketing nia org au 34 4 DELETED W32 Netsky C virus By click on the Release button you may elect to release the message directly from the Email Filter Alert rather than actually logging into the quarantine area 3 9 Quarantine E MailGuard Management Console Microsoft Internet Explorer MAILGUARD Recipients Subject Size Reason Action andrew mailquard com au elise j responsedesign com au EAE 221 1 The message contains the OPERATORLIST Kb W32 eircam A virus m andrew mailquard com au elise j responsedesign com au EX see followin 102 0 The message contains the sections Kb Woe Magistr B virus Helease TOTAL 2 quarantined messages Delete When email has been quarantined you may view its status through the Quarantine tab on the management console From this screen you can see the sender recipient subject reason and decide what you wish to do with this message Also from this screen you may elect to either release virus messages may not be released or delete the message If you have not released or deleted this message after six days you may be optionally reminded that on the seventh day the message will automatically be deleted T 26 3 9 1 View the Message By clicking on the Subject section of the quarantine line you are able to vie
11. Policy Privacy Reports Policy Acceptance SENT MESSAGES Date Recipient subject Attachments Size 43 11 2001 privacyi amp bloacalhast mailguard com au RE Privacy Policy for Mone es 13 45 Demonstration Company Kb 1 5 Kb TOTAL 1 sent messages RECEIVED MESSAGES Date Sender subject Attachments SIZE ASA 1 2001 andrewiimailquard cam au Test message None PE b 19 44 43 11 2001 apacheicmailguard com au E mail logs for message 1 3 19 45 andrewigidemoaco cam log csy Kb 2 0 Kb TOTAL 2 received messages Download The amendment to the Act also allows your employees to request a copy of any information or statistics that you acquire from them during the course of business such as email logs and usage CleanMail simplifies this process by allowing you to select the person s email address from the CleanMail Management Console and pressing the Send button This instructs CleanMail to email a copy of the complete logs that CleanMail has stored on your employees email traffic and statistics directly to them 3 7 4 External email policy management Every person who sends email into your organisation requires a copy of your email privacy statement CleanMail intelligently automates this process for your business The first time a person sends email to your organisation they will receive a copy of your policy directly from CleanMail Thereafter CleanMail has registered that this person has your
12. are displayed Direction Policy Type Conditions Actions Action TOTAL 0 policies Insert Once the contact has been selected in this case Andrew Johnson you may then elect to Edit their details or proceed to PR a new policy that applies to this contact individually T 33 After you have selected dd the normal processes for setting up a new policy apply as detailed in section 3 7 Policy All individual polices are also visible but not editable from the main policy screen A MailGuard Management Console Microsoft Internet Explorer Sele mp n MAILGUARD Andrew Johnson First Name Andrew Company Name Demonstration Company Last Name Johnson Title Account Manger Phone 03 9694 4444 Mobile 0419 789 875 Email andrew democo com Redirect email to andrew mailguard com au SENEN Policy Type Conditions Actions Action Inbound v Message Size Size is greater than vl Mb Delay delivery of the message until Anti viral between 18 00 and 08 00 Message Size Jirec an 4 34 H 4 2 Stopping viruses from being sent and received A MailGuard Management Console Microsoft Internet Explorer File Edit view Favorites Tools Help MAILGUARD Content policy for Pixna Policies are applied in the order in which they are displayed Applies Ta Direction Policy Type Conditions Actions Action Entire company Outbound Anti viral Message contains a virus Guarantine the mes
13. as can be seen in the screen below High protection 5 points v High protection 5 points Medium protection 10 points protection 15 OK Cancel Alternately a custom setting may also be entered A MailGuard Management Console Microsoft Internet Explorer SpamGuard Settings High protection 5 points v 3 Edit After reducing your SpamGuard tolerance score we recommend that you actively monitor your quarantine to make sure that you are not stopping any false positives 4 5 3 l am receiving too many items in my quarantine spam digest If a large volume of spam is being received by your business and stopped by CleanMail the amount of items in your CleanMail digest and quarantine may become overwhelming In this case we recommend that our clients simplify the management of their spam by deleting rather than quarantining those emails that are blatantly spam We achieve this by entering a cascading anti spam rule as follows MailGuard Management Console Microsoft Internet Explorer File Edit View Favorites Tools Help Content policy for Pixna Policies are applied in the order in which they are displayed Applies To Direction Policy Type Conditions Actions Entire company Inbound Anti viral Message contains a virus Guarantine the message Alert administrator by email at 17 00 Alert recipient Entire company Inbound Anti SPAM Very low protection 20 points Delete the message j addr
14. policy and will not require further copies sent A report may be generated at any time allowing you to check if an individual has been sent your email policy or not This process is refreshed every month in order to provide a reasonable but not overbearing communications with the people corresponding with your organisation A MailGuard Management Console Microsoft Internet Explorer quarantine held queue stats password logout MAILGUARD Privacy Policy Acceptance for Demonstration Company REPORT DURATION Privacy Reports E POLICIES ACKNOWLEDGED Email Address Policy Sent Policy Acknowledged faith whellen idemaco cam 09701 2002 02 05 09 01 2002 02 06 dhofimaniademaco cam 09701 2002 02 36 09 01 2002 02 36 erik bemaersidemoco com lt 0940172002 03 09 09 01 2002 03 09 yves vanautryvedemoco com 0940172002 03 49 09 01 2002 03 49 TOTAL 4 staff POLICIES NOT ACKNOWLEDGED Email Address Policy Sent Policy Acknowledged mecattre yaidemoco com 14 12 2001 23 45 Never juniorbankergidemoco com 2412 2001 08 26 Never psmith democa com 22 12 2001 09 00 Never carlafitz demaca coam 22 12 2001 09 09 Never sullidemoca com 22 12 2001 12 09 Never janedaeizidemacao cam 25 12 2001 01 38 Never jdoeGidemoco com 25 12 2001 01 39 Never djohnsonGidemoca com 09 01 2002 02 59 Never kklestyiiidemoca com OS9 01 2002 09 44 Never andrewiGidemaca com 11 01 2002 12 20 Never TOTAL 10 staff Policy Acceptance 3 8 Policy The policy section of the man
15. quota you will be notified immediately via email and sms optional You may also select to notify the alert recipients at the 6 day saying that the message is about to be deleted from quarantine Send the Message This allows the message to be sent this would not normally be appropriate for an anti viral rule however may be useful if you wish to be made aware when a certain file is being transferred or emails are being received by certain people but are not concerned about holding it up within the quarantine Delay the Message This action is very useful for Message Size or MP3 policies whereby you may wish to delay large emails for transmission outside of peak or office hours Send a Copy to This action allows the email to transit CleanMail in the normal way however to also send a copy or alert of the email to a specific email address 3 8 6 Alerts Alerts may be configured as either Immediate or Digest to be delivered once a day at either 9am or 5pm Once you have decided what you wish CleanMail to do with your message if it meets your policy criteria the next stage is to decide whom you wish to tell about this Re FW Re Re Message HTML File Edit View Insert Format Tools Actions Help GeReply Reply to all 4 Forward amp v BPSK ar wer amp 5 MailGuard Content Filter mailquard mailquard com au Sent Wed 1 9 2002 2 32 PM andrew mailguard com au Subject Re FW Re Re MAILGUARD
16. recipient Anti SPAM v Medium protection Quarantine the message Update 3 addresses in Alert administrator hy email at whitelist 17 00 2 addresses in Alert recipient by email at 09 00 blacklist TOTAL 2 policies Insert T 3 The Whitelists and Blacklists may be accessed by clicking on the Conditions link Medium Protection FECTION Medium protection 10 points O Custom paints Use global spam vocabulary mailguard cam au sensis com au Key configuration items Administrator managed White amp Blacklists Digest to admin Digest to Recipient TOTAL CONTROL I wish to stop all spam am happy to use CleanMail s SpamGuard whitelist blacklists and content filtering policies to tailor my message handling to the point of perfection 3i MailGuar d Management Console Microsoft Internet Explorer File Edit wiew Favorites Tools Help policy MAILGLUARD Content policy for Pixna Policies are applied in the order in which they are displayed Direction Policy Type Conditions Actions Inbound Anti Message contains a Guarantine the message virus Alert administrator by email at 3 x 17 00 i Del Alert recipient Anti CPAN wv High protection Quarantine the message Update 3 addresses in Alert administrator by email at whitelist ou 2 addresses in blacklist T 38 4 5 SpamGuard Management 4 5 1 I wish to allow all mail from a particular user or domain H Occasionally a
17. security Normally email over the Internet is sent from mail server to mail server If for some reason your mail server is not available on the Internet for any period of time it may be possible that an embarrassing message is sent back to the sender cannot contact this organisation have given up This type of message implies a lack of professionalism in your organisation s ability to manage their email With CleanMail in place CleanMail s redundant server network acts to receive the email and then try on a regular basis to communicate with your mail Server CleanMail s servers are located at high bandwidth co location centres that provide us with 24 x 7 backup power and generator access In the unlikely case that one of our data centres becomes unavailable for any reason all mail is automatically routed through our other data centres 2 How to setup CleanMail After you have completed your initial application form for CleanMail and sent the MX Change Request fax to your Internet provider CleanMail will begin filtering your inbound email over the next 48 hour period After this initial 48 hour period all of your incoming email will be pre filtered by CleanMail with our default protection policy 2 1 Outgoing Email In order to begin filtering outgoing email you must set your mail server or individual email clients if you do not have a mail server to send all of their outgoing email via to filter xxxxxx x Cle
18. staff or correspondents a list of all the information that CleanMail has stored with regard to their email usage as is required in the Act 3 1 Upload Privacy Policy E MailGuard Management Console Microsoft Internet Explorer policy quarantine held queue stats password log out MAILGUARD Privacy Policy for Demonstration Company w Notification Staff receive a privacy policy Exam RIS Y Correspondents receive a privacy statement Privacy Reports E Policy Statement Privacy Policy Privacy Statement DEMOCO privacy policy may He obtained by logging onto www demoeceo com or by email to privacylidemoco com or by calling the Democo Privacy Officer on OFF Policy Acceptance Policy Document DEMOCO PTY LIMITED DEMOCO INTERNET AND ELECTRONIC MAIL POLICY 1 Purpoze of the Policy This Policy exists to ensure that everyone employed by Democo uses the Internet and electronic mail in a way that is lawful and at the same time ensures that neither democo nor any staff member suffers disadvantage as a result of the use of the Internet or electronic mail 2 Purpose of the technology Democo s Internet and e mail facilities are installed as a business tool E and are to be used primarily for business purposes Democo at its sale discretion decides who should be connected to the system and who may communicate external to Democo M e The first step to configuring your privacy compliance management wit
19. 2002 dac Demonstration Company The stats tab on CleanMail provides valuable statistics of what is occurring with your organisations email The first link on the left hand side is Recent Messages which provides a window to what email is coming and going in real time for the last day The details on the screen provide the following information Received Date and time that the message was received by CleanMail From The envelope address of the person who sent the message To The email address of the person who the message was sent to Subject The subject of the email Transit Time The amount of time the message took to go through CleanMail and be checked for viruses and the policies that apply to it Size The size of the email Attachment The names of any attachments to the email T 29 3 11 1 Traffic Report E MailGuard Management Console Microsoft Internet Explorer File Edit View Favorites Tools Help stats MAILGUARD Statistics Recent Messages for Response Design today only Show last n messages Recent Messages STOW Tar essages Recent Messages Received From To Subject end Size Attachments ime Traffic reports 17 10 2004 lynton crabb com au Elise Rackley Sorry we 5 secs je 19 25 33 missed KB J 17 10 2004 louise a responsedesign com au mark outerspacedesign com Lark designs 13 secs 2 3 LARK CONCEPT 17 34 06 MB 5 IIIS ai LARK CONCEPT 5 III9 1 ai LARK CONCEPT B ill9 eps LARK CONCEPT
20. 21st December 2004 through to 10th of January 2005 Emails will continue to be sent to him for his review however if the matter is urgent please contact Craig McDonald on 1300 30 44 30 g Thank you Update Done v cv B internet This example shows that all mail that is sent to andrew pixna com is actually re routed directly to andrew CleanMail com au 3 5 3 Auto Responders The Auto responder function is configurable either by domain or by individual contact In this case an auto responder has been configured to automatically send an email back to anyone that sends an email to this contact stating that the person is on leave until the 10 of January 2005 3 5 4 Email Address Credits The email address credits displays your CleanMail usage and payments history This is similar to looking at a bank statement and describes how many valid email users you have been billed for each month 3 6 Footers The footers area of the management console allows you to set a Company Wide footer for all organisations that are within your company This will apply to every domain that is being managed by your management console F MailGuard Management Console Microsoft Internet Explorer M footers MAILGUARD Demonstration Company This is a demonstration of the Mailguard E mail Anti Virus amp Content Filtering Service MailGuard s E mail Privacy Policy can be viewed at http www maildqg
21. 4 CleanMail Fully Fault Tolerant H The CleanMail service operates over dedicated servers distributed over many secure data hosting sites throughout Australia and overseas at time of writing 9 sites in Australia and 3 in the US These servers operate at different locations and are connected to high bandwidth Internet connections to various Internet service providers When someone sends email to your organisation it may be received by ANY of the CleanMail servers and processed for anti spam anti virus and content filtering All of our servers are in full synchronization 24 hours of the day and perform instant replication of all logs policies and changes that may occur throughout our network Hence the end result is that even if one or two ISPs become unavailable or one of our data centres goes off the air as a client your email both incoming and outgoing remains unaffected 1 4 2 World Leading Anti Virus Technology Sophos amp McAfee The front line of CleanMail s anti virus technology is provided by the combined resources of two of the world s leading anti virus technology companies Sophos amp McAfee CleanMail engineers maintain regular communications with the virus labs of our anti virus partners We work collaboratively to assist in making them aware of suspicious files that are potentially viral that we ve come across We also receive regular security briefings directly from the global heads of these organi
22. Business Grade Email Security Spam Virus and Email Content Management e Pacific U Internet powered by MAILGUARD mmu Administrators Reference Manual Revision 4 0 October 2004 Pacific Internet business techsupport pacitic net au Ph 13 36 39 Web www pacific net au GE b 1 Table of Contents INTRODUCTION eeu 1 1 1 Lade Msz PT 1 1 2 How CLEANMAIL BENEFITS YOU ceeeeem IHR mem eremi rere 2 MeO Ra dz D TREE vatntend cantene mete eens 3 1 4 HOW DOES CLEANMAIL WORK icsssses RH meme nerererrns 4 1 4 41 CleanMail Fully Fault TOlCrant ccccccccsecccseecccneeersnenesaneeenanaees 4 1 4 2 World Leading Anti Virus Technology Sophos amp McAfee 5 1 4 38 CleanMail Guardian Powerful Heuristic Technology 5 1 5 CLEANMAIL HELPING PROTECT YOUR NETWORK nnnm 6 125 1 Secure MAI HO osiessauui dettes tetas du e taneeu teneas TEDERI 6 1 5 2 Redundancy amp securilty oeeeesseseses isses sees 6 HOW TO SETUP CEEANMAJIL 25 5 2 eects oa te tein udo Sce ve s Qu cH Qus cv ega cde 7 2 1 OUTGOINGIEMAIE hahaa iie esee B rA AL EE es ahh ag SEE AO 7 NAVIGATING THE CLEANMAIL MANAGEMENT CONSOLE 8 3 1 LOGGING IN HTTPS LOGIN CLEANMAIL COM AU enne 8 o2 FORGOTTEN PASOWORD ccu vs en ttu EE ueris ex ee TAEAE t M tout xe EEN EUR E OE EE 8 3 3
23. Console 3 1 Logging in https login mailquard com au 3 2 The CleanMail service is managed through a secure browser interface to the management console This can be reached by pointing your browser at htips login mailguard com au E MailGuard Microsoft Internet Explorer Please log in Username Ivoumame Password canal MAILGUARD Forgotten your password Click here At this point you will notice that a key will appear in the bottom right hand corner of your browser This means that everything you now do is secure and the username and passwords that you enter cannot be viewed by anyone over the Internet At this point please enter your selected Username and Password as indicated on your initial application 3 3 Forgotten Password If you have forgotten your password enter your Username in the Username field and click on Forgotten your password Click here and a new password will be emailed to your email address As soon as you login with your new password you will be prompted to change your password for security reasons If you have forgotten both your username and password please contact Pacific Internet Support desk on 13 36 19 3 4 Welcome to CleanMail F MailGuard Management Console Microsoft Internet Explorer File Edit View Favorites Tools Help support logout MAILGUARD Good evening Andrew Latest Virus Threats 12 10 2004 Ve3z Rbot NC T 10 2004 Vvaz F
24. E DETAILS COMPANY INFORMATION First Name Andrew Company Name Demonstration Company Last Name Johnson _ Title Account Manger CONTACT DETAILS Phone 03 9694 4444 Mobile 0419 788 875 Email andrewizidemrioco com Redirect email to andrewmallquard com au INDIVIDUAL CONTENT POLICY Policies are applied in the order in which they are displayed Direction Policy Type Conditions Actions Action TOTAL 0 policies Insert Done Once the contact has been selected in this case Andrew Johnson you may then elect to Edit their details or proceed to Mahe a new policy that applies to this contact individually See section 3 7 and Section 4 for further information of the setup of policies 3 5 2 Redirect email to The redirect function within CleanMail allows you to change the delivery point of your email to a different address By selected Edit from the individual contact you are able to make changes to the details of your contacts as well as the redirect destination TE EGET UTE ELT i DIe N O50 E C KDO File Edit Yiew Favorites Tools Help MAILGUARD Andrew Johnson NAME DETAILS First Name Andrew Last Name Johnson COMPANY INFORMATION Company Name Pixna Title CONTACT DETAILS Phone 1300 30 44 30 Mobile 0419789876 Email andrew pixna com Redirect email to andrew mailguard com au AUTO RESPONDER CI Active Andrew will be away on annual leave in from the
25. OLICIES FOR INDIVIDUALS OR DOMAINS nnnm 32 4 2 STOPPING VIRUSES FROM BEING SENT AND RECEIVED nnnm 35 4 3 STOP SPAM SPAMGUARD ccccccccscececcceescecesscectseccsseeetseeeeees 36 4 4 DEFINING YOUR SPAM MANAGEMENT PROFILE eene 3 4 5 SPAMGUARD MANAGEMENT 2 ececcececeecececeececeeeececeeeececeeeeeeeeeaeneeeees 39 4 5 1 wish to allow all mail from a particular user or domain 39 4 5 2 Weare still receiving too much spam how can tune we ciMIC ior M 41 45 3 lam receiving too many items in my quarantine spam digest 42 45 4 How do l view the spam score on a message 43 4 6 BLOCKING CERTAIN FILE TYPES MOVIE AND MP3 ETC 44 4 7 MANAGING OFFENSIVE OR INAPPROPRIATE EMAILS eene 45 4 8 STOPPING CONFIDENTIAL DOCUMENTS LEAVING VIA EMAIL 46 4 9 STOPPING DELAYING LARGE FILES BEFORE THEY GET TO YOU 47 4 10 SETTING UP COMPANY WIDE FOOTERS cccccccececseceeseeseeseseueeevaesaeees 48 H H 1 Introduction Welcome to CleanMail and thank you for subscribing to our service As an organisation and a dedicated team of people we look forward to adding value to your business and working with you into the future Pacific Internet is a leading Australian business Internet Communications service Provider ICSP committed to deli
26. Queue A MailGuard Management Console Microsoft Internet Explorer held queue queue MAILGUARD Delayed Messages 11 01 2002 andrewamailguard com au andrew dernoco com This is an example 16 00 3 7 The message size is 12 20 of a message that au kb 3 7 Kb which is has been stopped larger than the as it is too large maximum size of 0 b TOTAL 1 delayed messages L apes The help queue is similar to Quarantine except that email that sits within the held queue will stay in this area until a specified time The Held Queue is primarily used for organisations that wish to deliver large emails after hours savings on off peak Internet rates and avoiding bandwidth disruption and congestion during business hours 28 3 11 Stats F MailGuard Management Console Microsoft Internet Explorer stats MAILGUARD Statistics Recent Messages for Demonstration Company CE desde Recent Messages Beran EEEE Received From To Subject Transit Size Attachments Recent Wiessages Time Traffi rt 11 01 2002 Andrew Johnson Andrew Johnson This is an example of a Held Ja ranic reports 12 20 message that has been Kb Demonstration Company stopped as it is too largell Quarantine report 09 01 2002 andreas relopartner com kklesty democo com 3 secs 818 08 44 b 09 01 2002 dierik rotsaet tqm be yves vanautryve democo com A C overzicht 2 secs 86 0 clip imageD01 gif 03 49 opleidingen Kb referentie LPE doc begeleidingen 2002 A C programma
27. WELCOME TO CLEANMAIL cceeee III Immer remettre reete 9 3 4 HOME INFORMATION ABOUT YOU ccecen meme memes enn 10 3 4 1 Individual Contacts iie MIRI e 11 3 4 2 Rear enia doses ado a SLE aue OU 12 SAD AUO RESPONSIS uut dodciconl oui qe tt outta od ad om ae dote ot d ad date 12 3 4 4 Email AGOTESS Credo ic tcu uc ect ELLE ced cod 12 SUE esi NENNT 13 2O ur elec 14 3 6 1 Upload TTIW ACY FOU CY asses tuit etate totus necat 15 3 6 2 Acceptance of Privacy Policy esses 16 3 6 8 Response to a Request for logged Information 17 3 6 4 External email policy MANAGEMENA 1 cccsecccseeenseeenseeenneeeenes 18 SEE eM sS eee 19 Ot ogg anew DOCV sisse pp AERE 20 DE MM APOS 6 rrr 20 3 73 DI CION ERR ae nee een eee 21 3AA TPOUNCY TV OC serino aw eTa E T EET T TOO duas 21 AS ACO a AEE AAEE ER 22 9 045 AO S i cr ae A A ee 23 3 7 7 Administrator Digest Alerts sees 25 36 ME EH NERO 26 3 8 1 view te MOeSSdOgewxcsnidutvas sate anual elu t esto ai tira oM as 27 3 8 2 Find out about the virus esses sse een nn 27 Sg MFL QUEUE Ecatepec ihuec Le E E LLL LEE Led 28 CNN ARR 29 310 1 Male RODO t 30 3102 QUATARING FCDON suivre ortu e Ta 31 SP OUPPORM eoira ERROR BOOKMARK NOT DEFINED H AO ees cece est rc ees ec ese 32 4 SETUP AND MANAGEMENT c cccceceecececeecececeecececeecececeeeeseeeees 32 4 1 SETTING P
28. agement console is where you create and edit global policies that affect all users in your company For details on configuring rules and policies that apply to either individual email addresses or specific domains please go to Section 4 1 A MailGuard Management Console Microsoft Internet Explorer MAILGUARD Content policy for Demonstration Company Policies are applied in the order in which they are displayed Direction Policy Type Conditions Actions Action Inbound amp Anti viral Message contains a virus Delete the message Outbound Edit Del Inbound Anti viral Message contains a wirus Guarantine the message Alet sender Alert recipient Alert administrator e mail only Outbound Anti viral Message contains a virus Guarantine the message Alert administrator e mail and She Alert sender Inbound Content Attachment is of type JPEG Quarantine the message Filter Image Alert sender Alert recipient Alert administrator e mail only Inbound Content Message contains 7b53eer Send the message Filter Alert administrator e mail and 5M5 Inbound Content Attachment is of type send a copy of the message to Filter Executable file or marketingi someisp cam Filename is backup Alert administrator e mail and She Inbound Message Message size is greater than Alert sender S ZE 2 Mb Alert recipient TOTAL 7 policies We begin by either editing A an existing policy or inserting d a new policy A policy is any rule that yo
29. ame information will appear Sophos virus analysis W32 Donut A Microsoft Internet Explorer Eor ar File Edit View Favorites Tools Help Address http www sophos com virusinfo analyses w32donuta html v EJ Go Links Sophos Virus info Home Search Contact us Product info Home gt Virus info gt Virus analyses Downloads Support W32 Donut A Virus info Virus analyses Hoaxes amp scares Win32 executable file virus Viruses explained Articles White papers Top ten viruses Email notification Info feed Company info Press office Partners A virus identity file IDE file which provides protection is available now from the Latest virus identities section and will be incorporated into the March 2002 3 55 release of Sophos Anti Virus At the time of writing Sophos has received no reports from users affected by this virus However we have issued this advisory following enquiries to our support department from customers W32 Donut is a NET aware Windows file infector When an infected file is executed it searches the current directory and its parent directory for executables containing NET code These files are modified so that Windows will treat them as standard executables and they are then infected with the virus After infection the virus creates a copy of itself The filename used is created by adding a space to the end of the filename just before the extension 2 3 10 Held
30. anMail com au The exact address for this is specified in your welcome email documentation and is also accessible from your CleanMail Management console by selecting the EA button next to the selected domain from the home tab as shown below E ESTEE Management Console Microsoft Internet Explorer PEE File Edit View Favorites Tools Help licy quarantine held queue stats support E log out MAILGUARD pixna com MAIL ROUTING RECOMMENDED DNS CONFIGURATION Company Name Pixna MX Records MP IN HX 10 filterl pixna 1 mailguard com au Domain Name Mr as IN HX 20 filter pixna 1 mailguard com au Destination Server cadmium mailquard com au z5 IH MX 30 filter3 pizna 1 mailgquard com au Destination ISP Mone specified Outbound Relay l SMTP Relay Username pixna 1 filter pizna 1 mailguard com au SMTP Password sukizall Trusted Networks Mone specified a L Internet All of your settings for incoming and outgoing email are available from this Screen Once this has been configured all of your outgoing email will be automatically filtered via the CleanMail service For further details on configuring your specific Mail Server please consult the websites listed in your welcome email or contact your IT manager IT consultant THHHBHBHHHHHHHHHHHHHHHHHHHHHHHHHHHHHHHBHHE F r qvhuydiyhi Wp h dOlyhSihwdp da EX vx dad Aklvighad amp r x dqj hehw hhgffbkr xuttlqgf5 7 kr xuv E 7 H 3 Navigating the CleanMail Management
31. ays if the email is of attachment type exe then let it through F MailGuard Management Console Microsoft Internet Explorer mome MAILGUARD Demonstration Company CONTACT DETAILS Edit ADDRESS Edit Phone 03 S694 4444 Street bo 72 York Street Fax 03 9694 4410 Suburb South Melbourne Technical Contact Simon Cocking State Victoria Postcode 3205 Billing Contact Mail suard Demo Country Australia CONTACTS Name Phone Mobile Email Action Andrew Johnson 03 8584 4444 0419 709 ab andrewi democo corm Edit Del hlaillsuard Dermo 03 S694 4444 demotidemoco com Edit Del simon Cocking 03 85684 4444 simanitzidemrinca com Craig WicDonald 03 8584 4444 1412 743 737 craigiedemaco com Edit Del Edit Del TOTAL 4 contacts Insert By selecting the Name of the CONTACT in this page you may then make changes and set individual policies for this contact It should be noted that individual policies may only be configured on people who you have setup as a contact e MailGuard Management Console Microsoft Internet Explorer mp m Andrew Johnson MAILGUARD NAME DETAILS J COMPANY INFORMATION First Name Andrew Company Name Demonstration Company Last Name Johnson i Title Account Manger CONTACT DETAILS Phone 03 9694 4444 Mobile 0419 789 876 Email andrew democo com Redirect email to andrew mailg uard com au INDIVIDUAL CONTENT POLICY Policies are applied in the order in which they
32. esses in whitelist 2 addresses in blacklist A h Edit We Del Entire company Inbound Anti SPAAM High protection Quarantine the message d Alert administrator by email at 17 00 Alert recipient by email at 17 00 TOTAL 3 policies Insert All emails that are blatantly spam are deleted by the top rule as they would rate greater than 20 points Any items that are likely to be spam between 5 and 20 points are then quarantined as per normal and sent as a digest email to the administrator at 17 00 T 42 H 4 5 4 How do I view the spam score on a message Occasionally a spam message will score so low that it is not picked up by SpamGuard rules and you may wish to check how it scored You can do this by viewing the headers of the email In Outlook this may be done by opening the message and then selecting View and then Options Message Options Message settings Security Importance t T g Norma mj i Sensitivity Tracking options VE Delivery options AD Expires after Contacts Categories Internet headers PTS ail Priority Normal Mailer Microsoft Outlook Express 6 00 2600 1409 amp MimecocLE Produced By Microsoft IMimeoOLE Y6 00 2800 1409 SpamGuard Score 0 6 s MailGuard ID 41 707596155814 Filtered by Mailiauard visit http ifiwe mailquard cam au The header X SpamGuard Score 0 6 shows that this particular message rated as O
33. h Melbourne Technical Contact Simon Cocking State Yictoria Postcode 3205 Billing Contact MailGuard Demo Country Australia CONTACTS Name Phone Mobile Email Action Andrew Johnson 03 8584 4444 0419 759 87b andrew demaca cam Mail Guard Demo 03 8684 4444 demotidemoco com simon Cacking 03 8584 4444 simanizidemaca com Craig hMeDanald 03 8584 4444 0412 fas 737 craigidemaca com E dit Del Edit Del Edit Del Edit Del TOTAL 4 contacts Insert EMAIL ADDRESS CREDITS Date Entered by Type Description Credits Debits Balance Action 01 06 2001 Simon cale Initial purchase 20 addresses x b 120 120 Cocking months 01706 2001 System Email addresses used during May 18 102 2001 0107 2001 System Email addresses used during June 2001 0106 2001 System Email addresses used during July 2001 By selecting home from the menu bar you are able to access information about your account This includes phone number address and your key contact people You may make changes to this information by selecting Edit in the area that you wish to update 3 5 1 Individual Contacts By selecting the link of the name of the CONTACT in this page you may then make changes and set individual policies for this contact It should be noted that individual policies may only be configured on people who you have setup as a contact 23 MailGuard Management Console Microsoft Internet Explorer MAILGUARD Andrew Johnson NAM
34. hin CleanMail is to upload your organisations Email Privacy Policy and Email Privacy Statement onto the CleanMail system from the management console This can be achieved by entering the Privacy tab and selecting Privacy Policy Your policy amp statement may be pasted into this area Once your organisations Email Privacy Policy has been loaded into CleanMail you may then select whether you wish to automatically send this document to your employees every month three months six months or annually After this selection has been made CleanMail will automatically send your Email Privacy Policy to your employees at the interval selected Once your employees receive this policy they may elect to reply to the messages and hence show that they have read your organisations Email Privacy Policy Privacy Policy for MailGuard Message Plain Text ni x Eile Edit View Insert Format Tools Actions Help o Reply f Reply to All Q Forward amp v s x 4A x s From MailGuard E mail Policy Manager privacy mailguard com au Sent Wed 14 Nov 01 3 28 PM To shelley mailquard com au Gee Subject Privacy Policy for MailGuard Dear e mail user MailGuard has employed the MailGuard E mail Management System to stop e mail viruses inappropriate and junk e mails as well as ensuring that your privacy as an e mail user is protected as per the Australian Privacy Act 2001 http www privac
35. i Viral After we have selected the Direction and the Policy Type the next thing that we need to consider is what do we wish to happen when CleanMail does find a virus 3 8 5 Actions This is when we need to click onto Actions E MailGuard Management Console Microsoft Inte mI i Edit Actions MESSAGE DELIVERY 9 Quarantine the message Warn recipients 24hrs before deleting message C Delete the message Send the message Prefix subject line with a warning Delay until between 00 v HOD v snd 00 vm v Indicate that the message is a duplicate ALERTS Recipient Administrator Immediately v Administrator immediately daily at 9 00am iia daily at 5 00pm Actions allow you to tell CleanMail exactly what you wish it to do when the policy that you have set is met The options are as follows Quarantine Message Do not allow the message through Place it into a quarantine area at CleanMail where you may then login at a later stage and decide whether this message should be deleted or sent on to the intended recipient Usually the Quarantine message option is used in conjunction with an Alert to the administrator being you so that you are aware that there is a message in quarantine requiring your attention Quarantined messages will automatically be deleted after 7 days CleanMail also apply a quota to the quarantine of 2000 messages If your quarantined messages approach this
36. idual user or everyone STOP CONTROL LARGE ATTACHMENTS Managed per email address or globally CleanMail stops large attachments at the ISP before they are sent to your network TAILORED EMAIL FOOTERS automatically add company disclaimers or promotional information to every outgoing email OFFENSIVE LANGUAGE FILTERING CleanMail may be configured to quarantine alert or warn of inappropriate or offensive language use in your company email CONFIDENTIAL FILE FILTERING Control distribution of confidential documents and stop them leaving the office via email AUSTRALIAN PRIVACY ACT 2000 Compliant CleanMail provides the required tools to facilitate compliance with the email requirements of the Privacy Act 2000 in force as of December 21 2001 INFORMATION amp STATISTICS CleanMail provides comprehensive email statistics 1 4 How Does CleanMail Work CleanMail works by intercepting every email that is sent to and from your Internet domain eg yourdomain com au CleanMail then applies the policies that you have set for Anti Spam Anti Virus and content filtering and elects to take specified actions or allow the email through to your mail server for delivery to your desktop INTERNET MAILGUARD 4 QUARANTINE Ern als maa with 2t possible tA Viri Ses p m Era attached with virus Jm attached FILTER h a i a E a BE m a Ch um bos Mais w Your MAIL SERVER 1 4
37. ion and productivity gains may be achieved with a varying degree of sophistication and management as required by your business T 36 4 4 Defining your SPAM Management Profile Broadly speaking we find that our clients tend to fall into one of the following categories which will determine the SoamGuard profile that you elect for your business DEFAULT I want to stop 80 of spam without risking any real messages not coming through and don t want to have to manage anything MailGuard Management Console Microsoft Internet Explorer File Edit wiew Favorites Tools Help MAILGUARD Entire company Inbound amp nt SPAM Medium protection Guarantine the message Alert administrator by email at 17 00 Alert recipient by email at 09 00 TOTAL 2 policies Insert Key configuration items Digest to end user Digest to admin Lowest management level required ACTIVE I want to stop as much spam as possible with minimal risk of blocking real messages but am happy to manage white black lists and release messages as required MailGuard Management Console Microsoft Internet Explorer File Edit wiew Favorites Tools Help MAILGLUARD Content policy for Pixna Policies are applied inthe order in which they are displayed Direction Policy Type Conditions Actions Action Inbound Antiviral Message contains a Quarantine the message virus Alet administrator by email at 17 00 E dit Del Alert
38. nstration Company 09 01 2002 westbycoc mwt net carlaf democo com 03 24 TOTAL 2 quarantined messages Fwd FW Fw H The message 39 4 contains the Kb W32 Badtrans B virus Fwd An attachment 111 1 was found to Kb Whoops contain a JPEG image The quarantine report shows messages that have been quarantined over a period of time 3 12Log Out The log out tab allows you to logout from the management console 4 Setup and Management CleanMail is designed to be as flexible as possible in the various types of policies and actions that may be configured to meet the needs of your business We have provided some example policies that are frequently requested for your convenience 4 1 Setting Policies for Individuals or Domains Policies that apply to individual email addresses or specific domains take precedence over company wide policies and may be used to set exceptions or extra rules please be aware that it is possible to override the company wide AV policy with individual contact rules this may not be desirable It should always be considered that the policies are always applied top down in the order that they are listed in the CleanMail policy editor An example of this may be you wish to put a rule in for all of your people saying to block exe files however you wish to receive them yourself you may setup an individual rule under your contact from the HOME tab that s
39. old on the email if it is urgent 2 MailGuard Management Console Microsoft Internet Explorer Apples To Direction Policy Type Conditions Outbound Content policy for Demonstration Company Policies are applied in the order in which they are displayed Antiviral Message contains a virus Inbound Anti viral Message contains a virus Inbound amp Outbound Content Filter Attachment is of type visual Basic script TOTAL 4 policies 47 MAILGUARD Action Actions Delay delivery of the message until between 18 00 and 08 00 Guarantine the message Alert sender Alert administrator 8 mail and SMS Quarantine the message Alert sender Alert recipient Alert administrator e mail only Quarantine the message Alen administrator e mail only Edit Edit Edit Insert 4 10 Setting up Company Wide Footers Company wide footers are often useful for disclaimer messages and may be configured in the footer tab The footers area of the management console allows a Company Wide footer for all organisations that are within your company This will apply to every domain that is being managed by your management console and will be automatically attached to every outgoing email e MailGuard Management Console Microsoft Internet Explorer M footers MAILGUARD Demonstration Company This is a demonstration of the MNailGuard E mail Anti Virus amp
40. orbot Bl 15 10 2004 Woes Traxg B 15 10 2004 Viae dbot G 15 10 2004 Vis dbot GH Welcome to the MailGuard Management Console for Pixna e 15 10 2004 wW32 Netsky AD Your last successful login was at 5 38pm Sunday 17 October 2004 Please begin by selecting one of the above tabs 14 10 2004 VW32 Sdbat Go 14 10 2004 W32 Sdbat GF 14 10 2004 SW32 F unner A 14 10 2004 VW32 F arhat ED ource Sophos Anti virus B L Internet When you first login to CleanMail you are presented with the CleanMail Management console In the top left corner you will see details and information of the frontline anti virus software that CleanMail is utilising to filter your email and when it was last updated and checked Below this is your welcome message on the left with current release viruses listed to the right you may click on any of these to find out more about the virus CleanMail is operated largely through a tabbed menu system that works similar to a web page menu By moving the cursor over home footers privacy policy quarantine held queue stats support and logout you will be provided with pop up assistance on where each of these areas will take you 3 5 Home Information about you F MailGuard Management Console Microsoft Internet Explorer MAILGUARD Demonstration Company CONTACT DETAILS Edit ADDRESS Edit Phone 035 3584 4444 Street 65 72 York Street Fax 03 9694 4410 Suburb Sout
41. organisation s users Key statistics such as email sent and received by person types of attachments and average size allows the company to better manage Internet bandwidth Rules set to manage content and keywords allow organisations to control monitor and limit legal exposure due to inappropriate or offensive email content BIHHHHUHHHHHHHBEHHHHHHHHHHHHHHHHHHRHHHHWHUE NSW Government Study April 2004 Ferris Research 1 2 How CleanMail benefits you e PEACE OF MIND You are able to focus on building and managing your business with the confidence that CleanMail is on the job constantly monitoring updating and managing your email spam virus amp content security whilst protecting against potential attacks on your business systems e SAVE TIME amp MONEY As CleanMail stops junk mail viruses and unwanted emails before they arrive at your network this results ina substantial reduction in the amount of email traffic your servers need to contend with This translates to real financial savings in server upgrades management and bandwidth fees e EASE amp SAVINGS OF INSTALLATION nothing to install no hardware or software required simple to manage management is optional simple to protect within 48 hours of completing an application CleanMail is protecting your business and systems e BUSINESS SECURITY CleanMail provides the best available industry leading email anti virus and anti spam protection that effectively
42. s you reduce the tolerance of your SpamGuard setting you will find that some legitimate emails that may have many spam characteristics may be incorrectly stopped by CleanMail This is known as a false positive If you wish to avoid these items being incorrectly classified as spam you may add them to the SoamGuard whitelist This whitelist may be accessed by selecting the Conditions entry on your Anti spam rule MailGuard Management Console Microsoft Internet Explorer SEs SpamGuard Settings PROTECTION Medium protection 10 points Q Custom iz points Use global spam vocabulary WHITELIST The following addresses are exempt fram this SpamGuard rule f2 com au mailguard cam au sensis cam au BLACKLIST The following addresses are always blocked by this SpamGuard rule spammer corm Spamsource com You may select the tes button that allows you to add maintain your white and black lists ETT Management Console Microsoft Internet Explorer Sle zl spamGuard Settings High protection 5 points v fz com au mailguard com au sensis com au Individual email addresses or domains may be entered into the whitelist space separated by spaces Black lists may be managed in the same way T 40 4 5 2 We are still receiving too much spam how can I tune SpamGuard The default SoamGuard tolerance setting is 10 points Medium This setting may be tuned to a lower tolerance to spam less than 10 points
43. sage Alert administrator immediately via SMS Alert administrator immediately via email Edit Alert sender Entire company Inbound Anti viral Message contains a virus Delete the message Alert administrator by email at 17 00 Edit Entire company Inbound Content Filter Attachment type is Executable file or Quarantine the message r Attachment type is Visual Basic script Alert administrator immediately via email Edit Entire company Inbound Anti SPAM Medium protection Guarantine the message Alert administrator by email at 17 00 edit TOTAL 4 policies As a basic default policy there are four policies that are installed into your CleanMail service The policy displayed above will perform the following functions If a Virus destined for your network is found CleanMail will delete the virus and then alert the administrator with a digest email once a day at 5pm If a Virus is being sent from within your network to a client or supplier CleanMail will quarantine the virus and send a message to the sender person within your company and an email and SMS to the administrator for your attention If a file of type Visual Basic Script vbs or Executable is sent to your network it will be quarantined and a notification email to you administrator for your attention CleanMail s definition of an Executable attachment encompasses any file that CleanMail Guardian may find contains malicious and potentially viral emails
44. sations CleanMail virus signatures are automatically updated every 10 minutes compared to once a day or hour for most desktop network based anti virus solutions CleanMail s support level with Sophos amp McAfee is that of a partner representing tens of thousands of people which we translate to the best available email anti virus protection for your business X A McAfee MAILGUARD GUARDIAN A S11 AR i ll NS ES IN I r ee DI E Ras OF Rome k sche Bae PAIN r E L J S 1 4 3 CleanMail Guardian Powerful Heuristic Technology CleanMail utilises both the Sophos and the McAfee anti virus engines as our first line of defence against all known viruses However often when a virus is first released into the wild it has not yet been identified and classified by the anti virus vendors This window of time between when a virus Is released and when your desktop anti virus is updated and will protect you from these viruses Is usually measured in hours and often days During this window CleanMail s Guardian engine uses sophisticated heuristics and statistical analysis of the millions of emails that transit our network every day to continue providing protection for your business By analysing patterns of messages and quarantining emails that contain potentially malicious but as yet unidentified viruses we are then able to work collaboratively with our anti virus partners to effectively provide the best a
45. stops email borne threats at the Internet before they are able to enter your network systems and subsequently compromise confidentiality reliability of your files data and systems e ACCESS TO EXPERT RESOURCES CleanMail empowers your business with the expertise of a dedicated team of email security specialists focused on protecting your business from email based threats e FLEXIBILE Although CleanMail is fully managed we also provide you with a sophisticated web management console that facilitates access to usage statistics and management over your policies 24 x 7 e PROTECTING YOUR NETWORK CleanMail provides a clean stream of email to your mail servers firewall protecting your network from overload and outage caused by email denial of service dictionary attacks spam and viruses 1 3 Key Features EFFECTIVE amp EASY TO MANAGE EMAIL ANTI SPAM Stops SPAM and junk mail entering your business at the Internet before it reaches your network SpamGuard CleanMail s anti spam service provides a hybrid best of breed solution for effectively stopping spam whilst also providing extensive management tools to make spam management a simple task for your business BLANKET EMAIL ANTI VIRUS Stops all viruses before they enter your network and stops viruses from being sent to your clients amp suppliers ATTACHMENT FILTER Controls the delivery of attachments by type i e Stop Movie files music files photos etc by indiv
46. t Attachment type content filtering is particularly useful to control and monitor the transit of certain types of email entering and leaving your business The rules above perform the following functions Applying to the entire company when an email is sent to someone in the organisation and it contains a video file or music file it will be quarantined with an alert sent to the administrator T 44 4 7 Managing offensive or inappropriate emails By applying an Offensive Language policy you are able to have emails that contain particular key words quarantined with a copy sent only to the administrator After viewing the email you may then elect as to whether to allow the email to the recipient or otherwise A MailGuard Management Console Microsoft Internet Explorer File Edit View Favorites Tools Help MAILGUARD Entire arn Click here to specify words Quarantine the message company Alert administrator immediately via email T 45 4 8 Stopping confidential documents leaving via email Many companies at one stage or another are faced with the prospect of strategic people leaving your organisation Today email makes it easier than ever for these people to send themselves to a home email address confidential documents such a projections marketing plans etc With CleanMail it is possible to select particular filenames or wildcard filenames ie Marketing or Budget that will trigger a policy when an
47. u wish to be applied to the email as it transits CleanMail It should be noted that when email transits the CleanMail system the policies WILL ALWAYS BE APPLIED FROM TOP TO BOTTOM IN THE ORDER THAT THEY APPEAR IN THE POLICY EDITOR 3 8 1 Adding a new policy Let s begin with adding a policy that says Applying to the whole company delete all inbound viruses from entering my business and notify me once a day of the items deleted To create this we first click on d in the bottom right corner to add a new policy MailGuard Management Console Microsoft Internet Explorer BE File Edit view Favorites Tools Help MAILGUARD Content policy for Pixna Policies are applied inthe order in which they are displayed Applies To Direction Policy Type Conditions Actions Action Entire company Inbaund Anti viral w Message contains a virus Click here to add actions TOTAL 1 policies Insert 3 8 2 Applies to In the left hand column under Applies To you will notice that Entire Company is listed as this is a policy that applies to everyone In the circumstance where you are editing a policy for either a domain or an individual then it would list either a domain or an individual person that this policy applies to for domain or individual policies see section 4 1 3 8 3 Direction zi MailGuard Management Console Microsoft Internet Explorer File Edit View Favorites Tools Help MAILGUARD
48. uard com au privacy 3 7 Privacy With the changes to the Australian Privacy Act 2000 which became law on the 21 of December 2001 there are many new requirements for Australian organisations regarding the way they communicate with both individuals and companies There are essentially three key areas where CleanMail assists your organisation in being compliant with the act as well as providing a convenient tool to establish an understanding of how email and the Internet should be used within your organisation 1 Your staff CleanMail allows you to upload a Privacy Policy which may also contain your Internet and email usage policy This policy may be configured to automatically distribute via email to each of your staff the when they first receive email during a period of time monthly 3 6 12 monthly etc If they receive the policy and agree with it they should click the reply button Your business correspondents According to the amendments to the privacy act every person that sends an email to your organisation should see your Privacy Statement CleanMail automates this process by sending a copy of your Privacy Statement the first time a person sends an email to your organisation during a specific period of time Reporting CleanMail provides reports as to who has received these policies and statements as well as if they have accepted responded to them CleanMail also provides the ability to send any of your
49. vailable protection for our clients against both known and unknown viruses 1 5 CleanMail Helping protect your network 1 5 1 Secure Mail Relay Once CleanMail has been configured for your email domain it becomes the Visible email and domain addresses for communicating to your business When a person is attempting to unlawfully access your network their first step is to try to access your business over the Internet The first thing that they will attempt to find is your IP address i e 203 36 42 1 This IP address is the public address of your network and can be likened to a street address When the would be intruder performs a DNS lookup of your IP address or primary MX record it is similar to them looking up your address in a whitepages directory Once they have your address it makes it easier for the visitor to then come to your house and start testing your local security With CleanMail in place when the visitor performs a lookup for your address they are pointed towards CleanMail Your address is kept private Not unlike a Post Office Box or silent phone number The CleanMail servers have been systematically strengthened to stop visitors from attempting to get past our servers They perform a function similar to a steel security door that sits in front of your normal entry door keeping visitors from attempting to break in or in reality hack at your mail servers vulnerabilities 1 5 2 Redundancy amp
50. vering value and high quality solutions to customers We part of Pacific Internet Limited NASDAQ PCNTF the largest telco independent ICSP in the Asia Pacific region by geographic reach with operations in Australia Singapore Hong Kong the Philippines India Thailand and Malaysia servicing over 472 000 customers We welcome your input and thoughts about our service so if you have any questions about this user manual the service or about email content filtering viruses spam or privacy issues please don t hesitate to contact us by emailing us at feedback pacific net au 1 1 What is CleanMail CleanMail Anti Spam Anti Virus amp Content Filtering CleanMail is a fully managed anti spam anti virus and content filtering email management solution powered by McAfee Sophos Anti Virus and Guardian CleanMail s own heuristic technology that diligently protects organisations from viruses and unwanted emails without the need to purchase any software or hardware Today with more than 36 of businesses believing that staff spend more than 30 minutes a day dealing with SPAM and over 95 of viruses being transmitted by email CleanMail provides an easy to implement solution that shows an immediate visible and ongoing benefit whilst remaining extremely cost effective for business CleanMail provides detailed information and control over the types and sizes of email attachments that are sent and received by an
51. w the message safely over the Internet This allows you to better establish whether this message is required and the nature of the message 3 MailGuard Management Console Microsoft Internet Explorer Quarantined Message The information you wanted From andrew mailquard com au To andrew democo com Received from hydrogen 211 168 134 203 zzz iprimus net au 203 134 16 by helium mailgquard com au Postfix with SMTP id 9S61ED180B4 for Thu 12 Jul 2001 19 22 12 1000 EST Reply To From Andrew Johnson To Subject The information you wanted Date Thu 12 Jul 2001 19 25 55 1000 Message ID MIME Version 1 0 Content Type multipart mixed boundary NextPart 000 0054 O1CiO0BO08 78CDOZFO X Priority 3 Normal X MSMail Priority Normal X Mailer Microsoft Outlook IMO Build 9 0 2416 9 0 2910 0 Importance Normal X MimeOLE Produced By Microsoft MimeOLE V5 00 2919 6700 This is a multi part message in MIME format 7 NextPart 000 0054 O1Ci10BO08 78CDOZFO Content Type text plain charset 2 iso 8859 1 Content Transfer Encoding bit X 4 gt C Release message Delete message Send message to demo democo com E OK Cancel From this screen you may also elect to send a copy of the message to yourself for further evaluation or action 3 9 2 Find out about the virus In the case that the message has been quarantined as it has a virus the virus name will be highlighted By clicking on the virus n
52. y gov au 4s a user of e mail within your organisation you agree to adhere to the Internet E mail Policy document which is attached to this message Please reply to this e mail to acknowledge that you have received this document and accept the policy If you have any questions or concerns please contact your e mail administrator policy Ext 9KB 15 x MAILGUARD Privacy Policy Privacy Policy Acceptance for Demonstration Company Management REPORT DURATION Privacy Policy E From 14 oc 2001 Tofia Nov z001 Privacy Reports ER u Go ER POLICIES ACCEPTED Email amp ddress Policy Sent Policy Accepted simontdemoco com 13 11 2001 19 45 13 11 2001 22 07 TOTAL 1 users OLICIES NOT ACCEPTED Email Address Palicy Sent Policy Accepted andrewi idemaca cam 13 11 2001 19 44 Mever TOTAL 1 users Policy Acceptance As the CleanMail Administrator for your organisation you may at any time log in to your CleanMail Management Console and produce a report of your employees detailing who has and hasn t accepted your Email Privacy Policy This is accessed by selecting Privacy Reports 3 3 Response to a Request for logged Information E MailGuard Management Console Microsoft Internet Explorer MAILGUARD Privacy Policy Detailed Activity Report for andrew democo com Management REPORT DUR From 01 Nov 2001 ro 30 Nov mf200 Ej Privacy
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