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1. Check the option Quarantine messages Click on the Save button Selecting flag mode To apply flag mode to the selected address Check the option Deliver the message and add a keyword to the subject As an option you may change the keyword to be inserted in the subject of the message examples SPAM UNWANTEDMAIL JUNKMAIL Click on the Save button In this mode all incoming spam is delivered to your mailbox without exception However the subject of each message considered to be spam is preceded by the chosen keyword For example if the original subject of the message is Blue pills very low price and the chosen keyword is SPAM it will be flagged to become SPAM Blue pills very low price Selecting delete mode To apply delete mode to the selected address Check the option Delete the message immediately Click on the Save button In this mode all soam is immediately and irreversibly deleted Choose this mode only after testing MailCleaner in quarantine or flag mode extensively to determine whether any filter adjustments should be requested Configuring error message retention If you check the option Retain error messages all automated notifications generated by the mail servers of your e mail recipients will be quarantined To retain error messages Check the corresponding box depending on your operating system and your browser an X a check mark or a dot should be visibl2. ccccccccccececececeeeeeeenenenenenenenenena nase sena ence na saga a dasa sasasesesesesesesesesesesesseesssesenees 34 Filter inaccuracies 35 Managing false positives wesccccetissvedseecsicasccreinciacecetantdesavelcdestiteweeetaenidesela uelacevetedeesesacantvesdducsuteesastbeneecbeesteds 36 Managing false MEGA CS toc cecsccctcstescreacecneseeansdeeepeigeeeseesccaietebceuasaus deseseseessnaaresieen does eceteacceeceeaenele 36 Managing false negatives with Microsoft Outlook fOr WINKOWS 1 sssseeececececeensnesueeeeseseceseseessnaaaauaeaeseseeeeesessenaaas 37 Installing the MailCleaner plug in for Outlook u ccccccssscsssesenseseeeeececeeeseananuaunsnseeeeecesessseseaaaaeauaseeeseeeessssssauaaaaaasneseseseess 37 Managing false negatives with other e mail APPIICAtIONS 22 2 ccccseeeeeceseeeeeeeeeeeeeenannaansaeceeeeeeeeeeeenaaaaaaaaesenseeeesessenanas 37 Managing false negatives with Netscape Mozilla Or TAUNCOLDII ccccccccnesseeecesnansnsseseessanunseessessaauaaenseessaaaansnees 38 Managing false negatives with Microsoft Entourage Apple computers cccsccecccseneesseececssnunsseesesssnusseseessaaaanseees 38 Managing false negatives with Mail Apple COMPUTECSS csscssceececscnesssesceseansnseeecessansnssessessanuaaeseessaaaaaanseessaaaaaanees 39 Appropriate use of the warn and white lists ccccccsseeeeceeeeeceeeeeceeeeeesaeeeeeseeeeeseaeeeesaaeeeesaeeeesaeeeeesaneeeeas 39 Ea ist eee enn Cee eee ne nen
3. maicleaner Fastnet SA 2008 Reproduction of this manual in whole or in part without the permission of Fastnet SA St Sulpice Switzerland is strictly forbidden MailCleaner is a trademark of Fastnet SA All other brands mentioned in this manual are trademarks of their respective owners www mailcleaner net TABLE OF CONTENTS Introduction Quick guide Ure ee Tall alow t 018 cee eee een ee ne nee te me te ee eee ee ee nea or ene eee nee 6 What to do if a message is blocked inadvertently cccccceeescceeceeeeeeeceeeeeeeeeeeeeceeeseeeeeeeeseeaeeeeesaaneeeeesaaneeees 7 Viewing the contents of a ICS SAO Co axciie serracannawauvanepecteaesamaauanuniad camcanadiauanastasdbauaivaaenticudandnaivanenoatmsacenuboaeetadianadnamvaneneant 7 Rel asing a OU ALANINE MICSS AUC auisswassuisadonaataavesantavandatscuncuaiandonsdnaeauiamtabivnselsvuedrwandesnataevesantapiegsaigeeadewandeadabasesinntands 7 Fiker adjustNen FEQUCST esain spn eR EAEE AA EAEN A ERAADA AEREAS 8 What to do if a spam has not been blocked cece cc cccseeecceecaeeeeeeeeeeeeceeeeeeeeceeeeeeeeceeesaaeeeeeessaeeeeesaeneeeeessaneeees 8 Spam received by Microsoft Outlook iisvesiatvesazvissaassietinrsianeiseeevatisiiiniene viadbavisinnsadeeiataeadeni bins isd divusineeanterievtageibanes ade 8 Spam received by another e mail PLOGKAIN ecccccccccccccececeeeeeeeee nett nett nena ee ee tate te te te te tate tedden tated dada t tated dana tanenenenenenenenenens 9 Improvi
4. Click on the Remove selected addresses button The selected addresses are deleted from the white list and messages received from this address will again be analyzed for the presence of spam Note It is also possible to disable an address rather than delete it MailCleaner Configuration Section 35 APPENDIX A Filter inaccuracies No filter is perfect But with your help MailCleaner may aim at perfection The filtering system implemented by MailCleaner relies on automated and systematic controls that cannot match the quality of human analysis As a result MailCleaner may occasionally lack precision For example this may occur if there are no mathematically detectable differences between a spam and a legitimate message or when specific exceptions must be handled Three typical scenarios are shown in the table below Case False positive False negative Individual exception MailCleaner Filter inaccuracies Description A message that you wanted to receive was blocked by MailCleaner A spam has managed to bypass all the controls and was delivered to your mailbox An unsolicited message with spam like characteristics such as a commercial offer or a newsletter has been blocked by MailCleaner You are however interested in its content and would like to receive future communications from the sender Solution You may easily release the message and let it reach your mailbox At the same
5. are retained in a special zone outside of your e mail system Figure 2 1 A typical quarantine report 3 ad voeoe 4 MailCleaner quarantine report Message HTML wy Mestage From support exargie net jon doe Dexsecie ret Ce Subject MailClearver quarante report Quarantise report for the lest 7 days for the address jonn doeMexanple net From 05 10 06 to 12 10 08 Giobet state of he quarantine setings stadstcs or heip nts Auser maliciesner net gt Ramse me e tessage orevie A Reque in paara Score L t o D U p a amp BF op ao amp g DR g eri BRE g g REPS PERE PERE REE pa peppa g pE BSE RERE F SESE SEEESEEEEEFEEHEEFESEEHESEEEES be ROP RP OO EP OOP EEO OCE PR PEE j MailCleaner Quick Guide CHAPTER 2 During the first few weeks as a new MailCleaner user you should examine your quarantine reports carefully to make sure that the system does not inadvertently block any legitimate e mail message that should have been delivered to your mailbox Such instances are very rare but not impossible After a test period you will have the option to disable the delivery of quarantine reports depending on whether or not you are interested in reviewing the activity of the filtering system What to do if a message is blocked inadvertently It is possible although extremely rare that a message that you want to receive is blocked by MailCleaner This may be caused by different factors such a
6. proposed list Click on the Save button Applying configuration settings to all addresses By default the chosen settings only apply to the selected address You may however decide to use the chosen settings to replace the existing settings of all the e mail addresses grouped in the Management Center To apply configuration settings globally Check the option Apply settings to all addresses Click on the Save button MailCleaner Configuration Section 31 C HAPTER 8 Configuring the quarantine display The different options in this section let you customize the way in which the quarantine is displayed in the Management Center Setting the default address If several addresses are grouped in a Management Center a default address must be chosen When accessing the Management Center the first blocked messages to be displayed are for this default address To choose the messages that are displayed by default in the quarantine list Select the address of choice in the list of possible addresses Click on the Save button Setting the number of lines to display To improve legibility on your computer screen you may change the number of lines to display on each page of the quarantine list By default 20 lines are shown per page To set the default number of lines to display on each page of the quarantine Select the number of lines among the options in the list Click on the Save button Setting the numbe
7. the message using the resend function of your e mail software Type in or paste the e mail address for filter adjustment requests obtained previously A filter adjustment request is sent along with a copy of the unwanted message You may then delete the spam No confirmation will be sent to you but your request will be taken into account in the continuous filter adjustment process Additional information Managing false negatives with other e mail applications P 37 Improving your knowledge of MailCleaner After mastering the basics you will undoubtedly want to learn more about customizing MailCleaner to precisely fit your needs This manual will answer all of your questions We wish you a pleasurable experience with MailCleaner MailCleaner Quick Guide C HAPTER 3 General principles A powerful anti spam shield State of the art technology Made in Switzerland What you should know about spam An astonishing 95 of all messages traveling through the Internet are unwanted by their recipients Spam is the number one enemy of your e mail system Spam doesn t just pollute your mailbox It costs time and money It takes an average of ten minutes a day to manually clean up a mailbox in the absence of spam filters This adds up to more than one week of working time per year Moreover the thousands of unwanted mail messages that are stored by your company or your ISP also represent a wasteful burden MailC
8. time MailCleaner should learn to be more tolerant towards messages originating from this sender It is likely that the format of this message or some specific words in its contents triggered an anti spam measure within MailCleaner You should request a filter adjustment from the quarantine A new filter rule must be added to MailCleaner You should request a filter adjustment from the quarantine After reviewing a filter adjustment request the Analysis Center engineers may ask you to declare an exception for this sender by including the address in a warn list or a white list APPENDIX A Managing false positives In very rare cases a message that you would like to receive is instead quarantined this is called a false positive A false positive may be caused by different factors such as a particular format of the e mail message or a compromised reputation of the mail server used to send the message It does not mean that MailCleaner is malfunctioning but simply that the system acts cautiously when encountering unusual characteristics of an e mail message that cannot be correctly interpreted by a simple scan of the message contents If a message is quarantined erroneously you may easily release it Simply click on the release icon in the Message Center or the quarantine report Figure A 1 Message release icon v If you encounter a false positive request a filter adjustment so that MailCleaner will be more tolerant toward
9. TER 8 Configuration Section MailCleaner can be easily customized to fit your needs and your working style The Configuration menu contains six sections Interface Address groups Address settings Quarantine list Warn list and White list Note The Address groups Warn list and White list sections are not necessarily present in your configuration menu These options depend on global settings that are managed by your e mail administrator or ISP Configuring the interface The nterface section allows you to choose the language used by the Management Center Your choice is applied to all filtered e mail addresses and quarantine reports that are generated by MailCleaner Language selection To choose the language of the interface Select one of the languages in the list Click on Save to confirm your choice Configuring address settings The Address Settings section contains important settings that define how MailCleaner operates globally for all of your addresses and individually independently for each specific address MailCleaner Configuration Section 27 C HAPTER 8 The Settings subsection includes four zones address selection spam processing mode for the selected address transmission frequency and format of quarantine reports application and recording of new settings Figure 8 1 The different options in the Address Settings section Address john doe example net El For each messa
10. ailCleaner as spam An unsolicited message commercial information newsletter etc has attracted your attention and you would like as a personal exception to receive future messages from the sender of this message MailCleaner offers you simple solutions to manage all of these situations You will find all the necessary information in Appendix A of this manual MailCleaner General Principles 12 C HAPTER 3 Principles behind spam processing As a precaution it is not possible to modify MailCleaner features that handle viruses and dangerous content In contrast spam can be handled by three different modes In quarantine mode all spam is kept in an isolated zone outside of your mailbox In flag mode spam is delivered to the mailbox but is identified by adding a keyword to the message subject n delete mode all spam is irreversibly deleted Quarantine mode By default MailCleaner operates in quarantine mode All spam is placed in a quarantine zone located outside of your computer thus keeping your mailbox as clean as possible In this mode you may consult a list of the spam that has been blocked and release the messages of your choice MailCleaner will send you periodical reports that list all the e mails that have been intercepted Flag mode In flag mode all incoming mail is delivered to your mailbox However MailCleaner helps you identify soam by adding a keyword of your choice in front of the subject of
11. aner Configuration Section 34 C HAPTER 8 Configuring the white list Note Depending on the global configuration chosen by your e mail administrator the white list configuration settings may not be available in your system The white list contains e mail addresses of trusted senders whose messages will not be blocked under any circumstances The white list should only be used over short periods of time In a case where a spammer or a virus spoofs a white listed address the sender s illegitimate messages will reach your mailbox without being filtered potentially causing frustration and harm You should use this function only in particular situations because it does not help to improve the quality of the MailCleaner filter Instead try first to submit a Filter Adjustment Request to help MailCleaner identify the source of the inaccuracy and take corrective measures if necessary Adding an address to the white list To add a sender s address to the white list Enter the address in the field Add an address Click on the Add address button The new address is shown on the list and all messages received from this address will be delivered without being analyzed Removing an address from the white list To remove one or more addresses from the white list Check the box next to each address that you want to remove depending on your operating system and your browser an X a check mark or a dot should be visible
12. as not been blocked by MailCleaner Such verification can be accomplished in two ways by accessing the Quarantine section in the Management Center by examining the Quarantine reports that are automatically sent to you at a predefined frequency for each e mail address that is filtered by MailCleaner The two types of quarantine lists are similar If you feel comfortable managing one of the lists you will also feel comfortable managing the other x Customization Configuring report delivery and format P 29 16 MailCleaner Quarantine Section 17 C HAPTER 5 Listing quarantined messages The list of quarantined messages resembles a classic e mail software interface The reception date the sender address and the subject are displayed for each message Two columns are specific to MailCleaner the Score column the Action column which contains three different processing tools Score Column The Score column contains visual representations of the weighted mean scores of the different analyses carried out by MailCleaner on a scale of 1 to 4 A higher number of filled squares indicates a higher number of spam criteria Action Column The Action column presents the three quarantine processing tools described below Quarantine processing tools Three quarantine processing tools offer the following actions releasing a message displaying the content of a message requesting a filter adjustment Fig
13. ate 2008 10 08 00 39 34 Subject 45 18 800 Watch We only sell 205 it s 70 85 Cheaper than Retail Price Jap Pre filters SpamC Blacklists none Score none Parts 1 text Storage 1 gt Rules score gt Headers wv Body Get up to 85 Cheaper at KingWatches store Quality Watches with big Discount for all famous Brands Watches aRolexBvigari Cartier AP Dior Hermes Watches Oris and all famous brands Save up to 85 on Quality Watches Enjoy 1 year Warran You will 100 recieve Your Order Shipment via Courier FEDEX DHL UPS amp EMS SpeedPost Click Below Link to search for your lovely models http thic svinfox cn Requesting a filter adjustment On very rare occasions MailCleaner may block a message that you wish to receive If this occurs it is imperative to send a filter adjustment request to the MailCleaner Analysis Center Figure 5 7 Filter adjustment request icon iS A filter adjustment request is processed by the engineers at the MailCleaner Analysis Center within one working day The rules that were applied to the message are analyzed and modified to render the filter more tolerant towards the sender or format of the blocked message This procedure is implemented in small incremental steps to prevent creating weak zones in the MailCleaner filter It is therefore possible that subsequent messages from the same sender are still blocked In such situations it may be necessary to repeat the filter adj
14. ave the best tool to prevent viral attacks intrusion of dangerous files and undesirable e mail messages This manual will help you understand how MailCleaner works how it integrates into your e mail software and how it can be custom fit to your particular needs MailCleaner Introduction CHAPTER 2 Quick guide Take a couple of minutes to discover how MailCleaner works with your e mail software This chapter contains all the necessary information to help you master your new antivirus and anti spam system in just a few minutes The default configuration of the MailCleaner filter immediately provides you with maximum protection so you can rely on MailCleaner from the very start MailCleaner requires only minimal attention on your part It works autonomously to eradicate viruses identify dangerous content and remove spam from your e mail 24 hours a day MailCleaner works transparently and you will receive regular quarantine reports that will tell you everything about its activity Quarantine reports As a MailCleaner user you will be receiving a quarantine report for each e mail address that is protected by the system Quarantine reports may be sent to you daily weekly or monthly depending on the configuration chosen by your e mail administrator or your Internet Service Provider ISP A quarantine report lists all the messages received in a given period that are identified as soam These messages are quarantined meaning that they
15. displays the MailCleaner logo and the caption Unwanted Figure 2 5 The filter adjustment button in Outlook re Unwanted To notify the MailCleaner Analysis Center of received spam using the MailCleaner plug in Select the received spam in the list of messages Click on the Unwanted button in the Tools bar A filter adjustment request is sent to the Analysis Center along with a copy of the unwanted message You may then delete the spam No confirmation will be sent to you but your request will be taken into account in the continuous filter adjustment process Note if the MailCleaner plug in is missing in Outlook ask your e mail administrator to install it for you or consult the installation instructions in this manual MailCleaner Quick Guide 9 CHAPTER 2 Spam received by another e mail program If you do not use Microsoft Outlook with the MailCleaner extension all filter adjustment requests resulting from unwanted spam must be sent manually to a specific e mail address at the MailCleaner Analysis Center This address is defined by your e mail administrator or ISP It cannot be found in this manual To obtain this address click on the Help section of the Management Center and then on Filter Adjustment Request Copy the e mail address as it will be needed in the subsequent steps To manually notify the MailCleaner Analysis Center received spam Select the received spam in the list of messages Resend
16. e Click on the Save button MailCleaner Configuration Section CHAPTER 8 Note The Systemically quarantine e mail delivery error messages function quarantines the automated warnings generated by the mail servers of your e mail recipients such as in the case of invalid e mail addresses bounced messages or full mailboxes This function prevents you from receiving dozens if not hundreds or error messages in case your personal e mail address is used by a spammer to send mails in your name worldwide this spoofing is unfortunately a common practice If your address is spoofed anti spam systems that protect e mail recipients will send rejection notices to your mailbox a process that can last several days If your identity is forged and you start receiving large amounts of automated rejection notices you can enable the Systemically quarantine e mail delivery error messages function until the phenomenon subsides This function should not be enabled permanently An error message may instantly provide you with useful information for example if you have mistyped your intended recipient s e mail address or if the recipient s server is rejecting your message If such a notification is quarantined this may prevent you from becoming aware of the problem Configuring report delivery and format If quarantine mode is chosen for a particular address MailCleaner sends a quarantine report for this address every day week or month You may c
17. e messages of your choice The Statistics section displays data traffic statistics including the volume of messages processed by MailCleaner Logging off the Management Center To end your session in the Management Center simply click on the Logout button located on the main navigation bar MailCleaner Management Center 15 C HAPTER 5 Quarantine section To avoid polluting your mailbox spam messages are held in the quarantine zone Every address filtered by MailCleaner has an associated quarantine which contains messages identified as spam If you have only one e mail address MailCleaner provides you with a single quarantine If you have several e mail addresses quarantines are managed by MailCleaner for each address However It is possible to group them in an address group Quarantined spam messages are automatically and irreversibly deleted after a retention period determined by your e mail administrator You can release a quarantined message at any point prior to the end of the retention period Figure 5 1 Address displayed john docpexampie net Yj In quarantine 123 messages sored by date actor Date A 2008 10 06 1032 08 amp i amp 2008 10 06 10 27 37 H iA 2008 10 06 08 23 21 amp A 2008 10 08 07 18 39 2008 10 08 08 27 31 A 2008 10 08 04 391 gt A 2008 10 06 0323 55 V iA 2008 10 06 B A 2008 10 08 0235 15 O 2008 10 08 0039 34 a
18. ed message may be consulted When the retention period expires the message is automatically deleted Score A quarantine indicator that offers a weighted numerical estimation that a message is spam or not SMTP Simple Mail Transfer Protocol A protocol used to send electronic mail Spam An electronic message that is unwanted by the recipient but without any dangerous content Also called junk mail Spoofing E mail address spoofing is a soammer s strategy where the sender of a message Is forged in an attempt to disguise spam as a legitimate message from another sender Switzerland Country of origin of MailCleaner where spam is eradicated with watchmaker s quality and precision Virus An intrusive software entity sometimes included as an attachment to a message which may alter the integrity of your computer MailCleaner Glossary APPENDIX C Warn list A list of e mail addresses that are trustworthy and should not generate spam You will receive a warning if a message sent from a warn list address is blocked by MailCleaner White list A list of e mail addresses that are fully trustworthy Messages sent from white list addresses will never be blocked by MailCleaner Wow What we hope you will say as a MailCleaner user 45 MailCleaner Glossary
19. eeeeeeeeeeeeeeeececeeeeeeceeeseaaeeeeessaeeesessaeeeeeesaaneeees 14 Logging off the Management Center ccccccccccccesseceeeceeeeeeeceeseeeecauseceeeeesseeeeeseueceeseaeeceeessaeceessaaeees 14 Quarantine section 15 Selecting the address to DE examined cccccccsseeeeeeceeeeeeeeeeececeeeeeeeeseceeeeesseeeeeeeeeeeessaeeeeeeeeeesssaaaeeeeeeeessaas 16 Reviewing the quarantine set cnin nic ectrsdnc tise cpes nie ened sein snnce edid cms buisic ls saven cele tewdeibe elebenr ele dene btiseaniee a Meweaeteshonndde aneron reenn 16 Listing quarantined Messages lt acccacc Scars onlecctnenduehscasde dec aate cise saad entdeenaneed dsc aanika aaien aana 17 Slee m O76 0 96 OE IE CeCe neta E eee E N ene ene E E er ae ee N ree ne ee eee nee 17 FNC OTE O a e E A T E AE E O E AA TA A O AS 17 Quarantine processing tOOlS yscssssec secs sacnseeasaesuccssatadesasacgonessasesabasasusessatausbassue aE iiaa ia 17 PAGES INO a mE S Sage oee E a E eemeee 17 Displaying the contents of a message vricascicecsiempegsativeeraatascabencuteendeianedontuigeenanUaedobsdeanuetaaduegegaaiiinesaataeconsl dubueadaumadandeaes 18 Reguesting a Titer adjustment esesisesr rnnr inian N EEEE EERE EENET ERARE RAE EEEREN ERER AD 19 Sorting selecting and searching MESSAGES cceccccceecceeeeeeeeeceeeeeeeseeeceeeeeeeeseceeeeesseeeeeeeeeeeessaaaeeeeeeeseaaas 20 Navigating rouan me guarane serres E E EE EERE Eaa EAA 20 Sonno TC QUaniNE sacinatiatasatrsantesinnarncitedandnau
20. ency at which quarantine reports are sent or disable this option in the Configuration section of the Management Center If you choose to disable reporting you will need to visit your Management Center to consult your quarantine Unblocked spam A spam has not been filtered What should I do Use your e mail software to request a Filter Adjustment which will reinforce the filter rules Why did MailCleaner let a spam reach my mailbox Some spam messages manage to slip through the filter because none of the mathematical analyses carried out at the time were able to differentiate it from legitimate e mail It is therefore very important that you report this error to the MailCleaner Analysis Center which will then reinforce the relevant filter rules In borderline situations MailCleaner chooses to deliver the message to your mailbox since it is better to receive spam on an exceptional basis than to miss a potentially important message Filter adjustment What is a filter adjustment A filter adjustment results from a request that you decide to make when you encounter a legitimate mail that is wrongfully quarantined or a soam message that is wrongfully delivered to your mailbox In the first case MailCleaner will relax a rule to be more tolerant towards a specific sender or format In the second case MailCleaner becomes more strict What happens when request a filter adjustment A copy of the message is sent to the MailCleaner Analysis Cen
21. ess spam messages adding addresses to the warn list will have no effect Customization for expert users Configuring the warn list P 33 39 MailCleaner Filter inaccuracies APPENDIX A White list Messages whose sender address is in the white list are directly delivered to your mailbox without being filtered for soam Viruses and dangerous content are still filtered Note It is preferable to use the warn list and not the white list Customization for expert users Configuring the white list P 34 40 MailCleaner Filter inaccuracies 41 ANNEXE B Frequently Asked Questions Simple answers to common questions Management Center What is the Management Center The Management Center is your personal MailCleaner space that is accessible via an Internet browser It gives you access to your quarantine and lets you configure MailCleaner settings according to your specific needs How do I access the Management Center The Management Center address usually has the following format httos mailcleaner mycompany com replace mycompany com with your domain name If in doubt ask your e mail administrator to give you the correct address Where can get my user name and password For any given address filtered by MailCleaner your user name and password are the same as those used for your e mail account in your standard e mail software Spam and quarantine What is a quarantine A quaranti
22. ge detected as spam retain in quarantine deliver with subject keyword Spam C immediately delete Retain error messages Frequency of quarantine reports Weekly E Format of quarantine reports HTML aj Apply settings to all addresses Selecting an address If several addresses are grouped in the same Management Center different settings may apply to each address For example you may choose the quarantine mode for your main address and a flag mode for a second address or an alias To select the settings for a specific address Simply select the desired address in the list of available addresses The settings that are displayed are the current settings for that address Configuring spam processing modes After selecting a particular address you should decide how MailCleaner should process spam sent to that mailbox You have three options In quarantine mode all spam is kept in an isolated zone outside of your computer In flag mode spam is delivered to the mailbox but is identified by adding a keyword to the message subject for example SPAM In delete mode all soam is immediately and irreversibly deleted Reminder The handling of viruses and dangerous content is not affected by this setting these elements are filtered in a different manner MailCleaner Configuration Section 28 C HAPTER 8 Selecting quarantine mode To apply quarantine mode to the selected address
23. gt 2008 10 08 02250 amandiaska 2008 10 07 2327 35 A 2008 10 07 2323 48 OE D Q 2008 10 E A 2008 10 07 17 53 24 D A 2008 10 07 1507 59 2008 10 07 14 46 21 A 2008 10 07 14 37 31 A 2008 10 07 1250 53 Page 1of7 g Note If you configure MailCleaner to operate in flag mode or delete mode your quarantine list will Sender jper_anthory_we onkee no weantor autosurms c Ddurrant orkin com hostudert Desu uget ac ru toddversiongichocc fourtain com o rcacarredasy to advecicom homeG beberch org 03 maxweb jaxnet ret Hio_YusoGrewabrpube com h_minh_hwtiminmaii net v ladir oadw bowad com users eterl 73301 jo doe exampia reta pamassass users rotrn 73300 john doe exampie cet s pamass ans 5747 peyabokshquzmae mutcow org 21 52 5 peegmoblity com teregiunng com hk m lesteric jkaimangroner com werugh bpaa com roy thapGbmawt com erso Ge ret remain empty MailCleaner Quarantine Section The quarantine list in the Management Center Subject Score SOLD OUT Do you want Rotax or any other axira watch kyj Biave Pichon besben Geist und Korper Traum Persverbengerung Traum Persverbengerung PERFECT VWimichasRapiicas from 199 Over 1 million unts SOLD Wordwide Ship to Upgrade to huge volume Froe 4 0 12 pih Veg Cais tor You wth any purchase uy sx a 16 800 Vwaich We only sof 205 fs 70 85 Cheaper than Rotal Price Jap Lanury Smepieces af
24. hange the frequency or decide not to receive any reports Note If the chosen mode is different than quarantine the report frequency settings are ignored Exception If you have chosen the option Systemically quarantine e mail delivery error messages a quarantine report will be sent to you when error messages are retained 29 MailCleaner Configuration Section 30 C HAPTER 8 Figure 8 2 A quarantine report sent by e mail O lr J A Message v From supportiGexmngie net join doe Dexampie net Subje t MaliClearver quarante teport Quarantese report for the last 7 days for the address john doeMexamnple net From 05 10 06 to 12 10 08 Globet state of De quarantine settings stestcs or help nipt Auser maliciesner net SPSS SSSSSSSFSSFSSESSSEESESESCHEESEHESESESE F Pe BB SEES Ba l S S A EERE EEE EEESBEE EBB EE Selecting the frequency of quarantine reports To select the frequency of quarantine reports Select the desired option daily weekly monthly or none in the displayed list Click on the Save button Configuring the format of quarantine reports MailCleaner can generate quarantine reports in two different formats HTML or raw text The HTML format offers the best legibility but may be incompatible with older e mail software applications If this is the case you should choose the raw format To choose the format of quarantine reports Select the desired option HTML or raw text in the
25. hment function of your e mail software Type in or paste the e mail address for Filter Adjustment Requests obtained previously A filter adjustment request is sent along with a copy of the unwanted message You may then delete the spam No confirmation will be sent to you but your request will be taken into account in the continuous filter adjustment process Managing false negatives with Netscape Mozilla or Thunderbird Select the received spam in the list of messages Select Message Forward as Attachment in the menu Enter in the recipient field the e mail address for Filter Adjustment Requests obtained previously A filter adjustment request is sent along with a copy of the unwanted message You may then delete the spam No confirmation will be sent to you but your request will be taken into account in the continuous filter adjustment process Managing false negatives with Microsoft Entourage Apple computers Select the received spam in the list of messages Select Message Resend in the menu Enter in the recipient field the e mail address for Filter Adjustment Requests obtained previously A filter adjustment request is sent along with a copy of the unwanted message You may then delete the spam No confirmation will be sent to you but your request will be taken into account in the continuous filter adjustment process MailCleaner Filter inaccuracies APPENDIX A Managing false negatives with Mail Apple compute
26. leaner is an efficient and indispensable tool that makes sure your e mail system does what it is supposed to do Filtered messages MailCleaner filters three types of unwanted messages Viruses MailCleaner simply deletes viruses without sending any alerts to the recipient Dangerous content Your e mail administrator must filter dangerous content as a preventive measure Examples of such content include attachments with executable scripts exe or links to suspicious web sites MailCleaner removes potentially harmful content and delivers the remainder of the message to your mailbox along with a note explaining how to ask your administrator to send you the complete message Spam Spam does not constitute any technical threat but is simply unwanted unsolicited e mail It can be seen as the electronic version of printed advertisements that fill up your postal mailbox As you will see in the following sections MailCleaner offers you three different modes for handling incoming spam Principles behind filtering MailCleaner operates in a transparent fashion without slowing down or stopping up the stream of incoming messages The filtering relies on over thirty quality control criteria Some criteria concern the potentially illicit aspects of a message while others focus on issues of trust and confidence of the sending server MailCleaner General Principles 11 CHAPTER 3 MailCleaner verifications belong to different categories sta
27. mail address that is examined by MailCleaner its statistics are displayed by default However if several addresses have been grouped in the same Management Center the selection menu located above the list of messages allows you to display statistics for any individual individual address at will To select the statistics for a particular address Select the address in the menu The statistics for this address are displayed Figure 6 1 Address selection menu Address displayed john doe example net El Note To obtain a one page summary of the statistics for all your e mail addresses choose Allin the menu Selecting the period to analyze MailCleaner statistics are calculated using calendar dates to define the period You have the option to specify the number of days to analyze or to define start and end dates Figure 6 2 Selecting the period for your statistics Analyzed period C 7 lastdays From s Oct 2008 tofs oct 2008 Refresh MailCleaner Statistics Section 24 CHAPTER 7 To select a period for your statistics Choose the number of days to analyze or define start and end dates Click on Refresh The statistics are updated to reflect your choices Activity Statistics Table Activity statistics for each address are displayed in a table A graphical representation is displayed on the left and precise numerical data are displayed on the right These include Total nu
28. mber of messages received Number of viruses and dangerous messages Number of spam messages Number of legitimate messages In addition to providing you with useful information about the nature of the mail that is sent to you these statistics verify that MailCleaner operates correctly and illustrate the quality of its filtering system Figure 6 3 The statistics table waa Activity statistics for john doe example net 7 last days Messages received 691 691 received messages Viruses and dangerous messages 0 0 sls ages 291 42 11 7 last days caine Clean messages 400 57 89 Note Clicking on the graph switches the view from a linear to a pie chart graph MailCleaner Statistics Section CHAPTER 7 Help Section Are you wondering which configuration is best for you The online help will provide you with the answer The online help includes a summarized version of this manual along with questions frequently asked by MailCleaner users worldwide It also includes the following resources the latest versions of the Microsoft Outlook plug in which automatically alerts the Analysis Center of any spam that passed undetected through the filter e mail addresses for manually sending filter adjustment requests a downloadable copy of the latest version of this manual in PDF format a development history that includes past MailCleaner modifications 25 MailCleaner Help Section 26 C HAP
29. n company com Authentication for this unified Management Center will rely on the user name and password used for the main address john company com Note In the case of a distribution list only one of its members may declare and manage the list address in MailCleaner Adding a new address to a group To add a personal address to a group Enter the address in the Add address field Click on the Add address button The new address is temporarily shown in the list in italics MailCleaner sends a confirmation message to the mailbox of the added address Click on the confirmation link in the received confirmation message Configuration options and the quarantine associated with the newly added address can now be accessed from the Management Center of your main address MailCleaner Configuration Section 33 C HAPTER 8 Removing an address from a group To remove one or more addresses from a group Check the box next to each address that you want to remove depending on your operating system and your browser an X a check mark or a dot should be visible Click on the Remove selected addresses button The selected addresses are deleted from the list and their quarantines can no longer be accessed from the Management Center of your main address They continue to be filtered and may be administered individually using their own Management Centers Configuring the warn list Note Depending on the global set
30. ne is an isolated zone outside of your mailbox which retains messages identified as spam Quarantined messages A legitimate message has been mistakenly quarantined What should do Release the message to allow its delivery to your mailbox and request a filter adjustment from within the quarantine Why did MailCleaner quarantine a message that I was supposed to receive Such a situation may occur if the message was relayed by a mail server that may temporarily have a compromised reputation caused for example by spammers that use it as a spam relay Alternatively a specific unusual format of the message may have triggered an anti spam rule It does not mean that MailCleaner has malfunctioned but simply that the system acts cautiously when encountering unusual characteristics of an e mail message that cannot be correctly interpreted by a simple scan of the message contents How do I release a message Click on the arrow icon located on the same line as the message to release it This can be done either in the quarantine report or within the Management Center MailCleaner Frequently Asked Questions 42 ANNEXE B have released a message but it is still displayed in the quarantine Is this normal A released message is kept in the quarantine in case you need to release it again in the future It is displayed in italics to indicate that it has been released What do I do to stop receiving quarantine reports You may change the frequ
31. ned by your e mail administrator This option is only useful if there is a very large number of blocked messages and you wish to remove all spam in a particular quarantine Figure 5 11 Manual purge of the quarantine inl Manually purge the quarantine MailCleaner Quarantine Section CHAPTER 5 To manually purge the quarantine Click on the corresponding icon Confirm your request All blocked messages are irreversibly deleted Manual quarantine report transmission MailCleaner sends quarantine reports to your mailbox es on a regular basis provided that you have not disabled this function In either case you may generate a quarantine report manually at any time This function also allows you to generate a replacement report if you have mistakenly deleted a report that was sent to your mailbox Figure 5 12 Manual quarantine report transmission l Manually send the quarantine report To request a quarantine report transmission Click on the corresponding icon Confirm your request A quarantine report is sent to the selected address 22 MailCleaner Quarantine Section 23 CHAPTER 7 Statistics Section Are you a favorite target for spammers MailCleaner statistics will give you the answer In the Statistics section you will find useful information about the number of soam messages viruses and dangerous content filtered by MailCleaner Selecting the address to analyze If you have only one e
32. ng your knowledge of MailClea ner ccccceeecccccsseeeeeeeeeeeeeeceeeeeeeeeeeeeeeeessaeeeeeesseeseeeesaeeeeeeessaeeeeeeeas 9 General principles 10 What you should KNOW about SPAM cceccceccseeeeeeeceeeeeeeecseeeeeeeeseeeeeeeeseaeeeeesseaeueeesseaeeeessaaeeeeessaaeeeeeesaeess 10 Filtered Messages eainiie R ia sa tase ERE E aai EARE AE basse EEEE REEE i 10 Principles Behind Merg issriscsiscesiesssrarusisicarusirneniaia nsina tati iinei arae iiaa be raiant nide iia aaa siiani 10 Internet domains and addresses under PLOLCCTION sseececececececeeecennasesuesssseeeececessesssaasauseaseeeseeeesssssssaaaaaaaenseseeseess 11 Principles behind adjustments dsccesvcsssntiesdceecewesceentenanccuseks dekeuteasedelalWieshanecbeesieceesdeeuctinatiusients detmsabeneedeneacceenehens 11 Principles behind spam processing ccccceccseeeceecceeeeeeecceeeeeeeeeeeeceeeseueeceeeseeeeceeesseeeeessuaeeceesesaneeeessaaneeees 12 Quarantine ModE creeren rae E A ARETA EAE AEE EE ERNA 12 PAO WQS ere E A E T E E A E AE E E E 12 1B 2 211215 O a E A E E E E E EA E E E EE OE E EE etter 12 Management Center 13 Accessing your Management Ceniter cccccccccccceeseeeeeeececeeeeeeeeececeeeeseeesseeeeeeseseeeaseeeeeesseaeaseeeeeeesssagegess 13 Setting the language of the INtErfaCe 0 2 ccccccseeeeeeceeeeceeeeeeeeeeeeeeeeeseeceeeeeseeeseeceeeeeseaeaeeeeeeesseeaaeeeeeeeseseas 14 The four sections of the Management Center ccccccccsseee
33. one quarter the price Securtysage is dead Was ONS_FROM_SECURITYSAGE broken DNS_FROM_SECURITYSAGE broken Success is whal your we TY prices Get immense rod tor yourset Wholesale Prive piis from 34 Pack Ps is super great offer spst T Lassen Sie uns Ihre Finanzen hochhoben Aas Pounding irm upon dnbvery Next 1 2 31415 617 Messages displayed 7 last days Modly Automatic purge after 40 days CHAPTER 5 Selecting the address to be examined If you have only one e mail address that is protected by MailCleaner its corresponding quarantine is displayed by default However if several addresses have been grouped in the same Management Center the selection menu located above the list of messages allows you to examine the quarantines for each address To choose a quarantine associated with a particular address Select the address in the menu The quarantine pages are immediately updated to reflect your choice Figure 5 2 The menu to select the address to be examined Address displayed john doem example net Customization Configuring an address group P 32 Reviewing the quarantine During the first weeks of using MailCleaner carefully inspect the quarantine to make sure that no legitimate messages that should have reached you have been blocked by the system After these initial checks it is useful to inspect the quarantine if only to verify that an expected message that has not reached you h
34. ount MailCleaner uses the same authentication data as your e mail system Click on OK Figure 4 1 The authentication zone re cleaner User name Password MailCleaner Management Center 14 CHAPTER 4 Once your input is validated you are directed to the MailCleaner Management Center The main navigation bar displays four main sections to the left Configuration Help Quarantine Statistics and to the right your user name as well as a Logout button Figure 4 2 Main navigation bar Ag cleaner Configuration Help Setting the language of the interface When you first access your Management Center you are invited to set your preferred language Your choice will apply to all sections of the Management Center and to the quarantine reports that are regularly sent by MailCleaner To choose the language Select one of the languages in the list Click on Save to confirm your choice Note If you do not save your changes the MailCleaner Management Center will use the previous configuration upon your next visit The four sections of the Management Center The Configuration section lets you customize different settings Customization is optional MailCleaner is immediately operational using the default settings The Help section contains the electronic version of this manual and different help resources The Quarantine section lists spam that has been blocked and lets you releas
35. r OSE nT Meter yee nee EEN 28 Seleciing Tag NOE siistii e aia sac servant pod E EE ti ee oc iE ac tassios aed ant EEEN aa 28 caren Tace e TOTE a ene tien nO Tne Roe ae Re RE ean ane eer nee PO eee Reo eee ae ee eee een mee eee ere or eee 28 Configuring error message retention 0s ececcccceccceceeeeeeeteeeee tenet aaa ea daaaaaaaaaaaaasaaaaadaaaaaaasadasasaeseeeseeeeeegeeseeeeeeeseeeeeseeesenees 28 Configuring report delivery and IOMMAM iasssiticiiaiaiveriiasncaaldratsuaucnedeiaducnauanaieiuaadieiaadeaiiiucecieils 29 Selecting the frequency of quarantine reports cccccccsseeseeececsanuseeecensaauasseneeesaaneseeeeesnaaaasaneeessaaanaaeneessanaaaanesessanaqaass 30 Configuring the format of quarantine repottS sa cicsisendonsinasencudswasonsivatasieeasaatoredndaevsasseaxenntatabivadeialueninaseneeieancnesinds Wexahandles 30 Applying configuration settings to all ACTCSSCS ccccccccccececeeeeeeeteeetetenenenenenenennenneseseseseseseseseeeseeeseeeeeseeeteseeeseseeeness 30 Configuring the quarantine display ccccccccccccsseeeeecceeeeeeeeeseceeeeeeeeeesecceeeeeseeeeeeceeeeessaeeeeeeeeeessaaaeeeeeeeeesags 31 Setting the default address rrsan aeni nann aaa aA aA AAE AARAA NAARAAN ARARNAR ER EREA RARER NAAN KNER PRA RNANA ARAA 31 Setting the number of lines to display wwasrasentacaatiaavesamianvansatsuedgatandonadtancusamansenselavesdywandoanstaavenantasioasasauesdnaandeadaianesinnies 31 Setting the number Of days tO CISDIAY ccccccccceccsssnssse
36. r of days to display To understand this setting two points should be clarified The quarantine retention period is the period during which spam messages are kept and may be examined Messages that you do not release during this period are automatically and irreversibly deleted The retention time is set by your e mail administrator and cannot be modified for individual addresses The number of days to display defines a time limit for soam messages to be displayed in the quarantine list This time filter hides old messages without deleting them since deletion is handled by the system when the retention period has expired This setting avoids displaying a large number of pages in the quarantine and allows for more efficient message searches by focusing on a specific time period The number of days to display may be identical to the retention period in which case all currently blocked spam is displayed at all times To set the number of days to display Select a duration among the options in the list Click on the Save button Note The retention period and number of days to display are visible at all times under the quarantine list MailCleaner Configuration Section 32 C HAPTER 8 Hiding user released messages A message that has been released is shown in italics in the quarantine list and can also be identified by a specific icon You may decide to hide released messages so that the quarantine only shows messages
37. riangle points downwards the sorting order is decreasing If the triangle points upwards the sorting order is increasing The order may be changed by clicking on the triangle Figure 5 9 The active sorting column displays a triangle Date 2008 10 08 10 32 08 MailCleaner Quarantine Section 21 CHAPTER 5 Searching for messages To search for messages sent by a specific sender or containing specific terms in the subject use the fields displayed on top of the list The search results take into account the combination of both fields the sender and the subject and not the sender or the subject Figure 5 10 Search fields Q Sender Subject Search To search for a message Enter your criteria in the Sender and Subject fields one of the two fields may remain empty click on the Search button The list of messages is updated To reinitialize the list click on the link Display the full quarantine list Maintenance tools Note These tools are not available in quarantine reports To help with occasional maintenance of your quarantine MailCleaner includes specific tools to purge the quarantine and manually send quarantine reports Manual purge This option lets you purge a quarantine linked to a specific address The quarantine is emptied and all blocked messages are deleted It is not necessary to use this option on a regular basis because messages are deleted automatically after a retention period defi
38. rs Select the message Select Message Forward as attachment in the menu Enter in the recipient field the e mail address for Filter Adjustment Requests obtained previously A filter adjustment request is sent along with a copy of the unwanted message You may then delete the spam No confirmation will be sent to you but your request will be taken into account in the continuous filter adjustment process Appropriate use of the warn and white lists The warn list and the white list alter the filtering activity of MailCleaner for e mail senders that are considered trustful Normally you should never have to add any addresses to either of these two lists There are only two possible exceptions You actually wish to receive spam or similar content from a particular sender for some specific reason Because of strict confidentiality issues it is not appropriate for you to request a filter adjustment for the sender which necessitates the transmission of a copy of the blocked message Warn list If a sender s e mail address is added to the MailCleaner warn list you will be notified immediately each time a message originating from this e mail address is blocked by the system The warn list can almost be considered to be a combination between the flag and quarantine operating modes The quarantined message may be released directly using the received notification Note If you have chosen flag mode or delete mode to proc
39. s a non standard format of the e mail message or a compromised reputation of the mail server used to send the message It does not mean that MailCleaner is malfunctioning but simply that the system acts cautiously when encountering an e mail message with unusual characteristics that cannot be correctly interpreted by a simple scan of the message contents If you encounter such a situation there are two things you should do release the message from the quarantine to allow it to reach your mailbox notify the MailCleaner Analysis Center so that the engineers may render the filter more tolerant towards the sender or format of the blocked message This is referred to as filter adjustment in the MailCleaner vocabulary If you are unsure about the nature of the message that has been blocked you can view its contents before deciding whether it should be released or not via the MailCleaner Management Center Note The MailCleaner Analysis Center located on our premises is composed of a team of highly specialized engineers whose role is to guarantee the highest possible quality of filtering in response to global spam traffic emergence of viruses and filter adjustment requests emanating from users worldwide Viewing the contents of a message To view a message Click on the date the subject or the preview icon The contents of the message are displayed in a new window Figure 2 2 Message preview icon Releasing a quarantined mes
40. s the sender or format of the blocked message Figure A 2 Filter Adjustment Request icon bed Additional information Releasing a message P 17 Requesting a filter adjustment P 19 Managing false negatives If a spam slips undetected through the MailCleaner system a false negative the differences between this spam and a legitimate e mail message are necessarily very small In such a case MailCleaner chooses to deliver the message to your mailbox It is better to receive spam on an exceptional basis than to miss a potentially important message If you receive spam you should ask for a filter adjustment to reinforce MailCleaner detection rules 36 MailCleaner Filter inaccuracies APPENDIX A Managing false negatives with Microsoft Outlook for Windows A plug in may be added to Microsoft Outlook for Windows to automatically notify MailCleaner that soam has been received This plug in installs a button in the menu bar that displays the MailCleaner logo and the caption Unwanted Figure A 3 The MailCleaner button in Outlook re Unwanted es To report received spam Select the received spam in the list of messages Click on the Unwanted button in the toolbar A filter adjustment request is sent to the Analysis Center along with a copy of the unwanted message You may then delete the spam No confirmation will be sent to you but your request will be taken into account in the continuous fil
41. sage Click on the message release icon next to the message of interest Acopy of the blocked message is sent to your mailbox Figure 2 3 Message release icon MailCleaner Quick Guide CHAPTER 2 Filter adjustment request Click on the filter adjustment request icon next to the message of interest Confirm your request A filter adjustment request is sent to the Analysis Center along with a copy of the blocked message You will be notified within one working day of any corrective measures taken by the MailCleaner Analysis Center Figure 2 4 Filter adjustment request icon Note If you use any of the preceding tools available in the quarantine report your browser will open a new window or a confirmation dialog box What to do if a spam has not been blocked If a spam slips undetected through the MailCleaner system the differences between this spam and a legitimate e mail message are likely very small In such a situation MailCleaner chooses to deliver the message to your mailbox It is better to receive soam on an exceptional basis than to miss a potentially important legitimate message If you receive a spam message you should request a filter adjustment to fine tune MailCleaner detection rules Spam received by Microsoft Outlook A plug in may be added to Microsoft Outlook for Windows to automatically notify MailCleaner that unfiltered soam has been received This plug in installs a button in the menu bar that
42. son Successful authentication in MailCleaner is necessary for a user to access his or her quarantine Analysis Center A team of specialized engineers working at the MailCleaner headquarters whose role is to guarantee at all times the best possible quality of filtering in response to global spam traffic virus activity and adjustment requests from MailCleaner users worldwide Dangerous content Suspicious content found in a message that has been filtered out as a preventive measure by your ISP or e mail administrator Domains under protection All of the Internet domains examined by the same instance of MailCleaner examples company com enterprise com False negative Spam that has not been identified as such by the MailCleaner filter All false negatives should be reported to the Analysis Center to take corrective action False positive A legitimate message considered as spam by MailCleaner All false positives should be reported via a filter adjustment request Fastnet SA The nice folks who are the authors of MailCleaner They are just the opposite of soammers Fastnet headquarters are in St Sulpice Switzerland Filter Adjustment Request A voluntary action on the part of a user in case a legitimate message is blocked or spam is delivered to your mailbox In the first case filter adjustment will render MailCleaner more tolerant towards a particular sender or format In the second case MailCleaner will reinforce its filter Filter adju
43. ssesesseecesecsaeanaauaessesssseecesessseaaaaaaedsuseseeesesscsssauaaaaaaeeseeseseesessanaaas 31 Hiding user released messages aconaunasstessanwidenacinay vodesinindomasinatei usa aiatduassinsindlOe aiaedosdaaeiesnasdvandoah RARE AREARE RAR ARANEAE NAARAAN RANEES 32 Configuring an address group ccccccccseeeeccececceeeesececeeeeeeeeseeceeeeesseaeseeeeeeesseesaeceeeeesseeeseeeceeessaeaaeeeeeeeesaaas 32 Adding a new address to a group oe oisec atinen conssbetindetavheennszeieeasuebavescbehidsinsaeteauasicdelvaiden ensoisbdddetewisedeViekde Votacieeeediendnciuariass 32 Removing an address Tom a OUD esesiresureieiirnii enc atdacaie ii ENEP ENEE EE EEEE EERE E EEEE RATEDE PRERE EEA EEE NENE aiia 33 Connguring ihe warni US Eis scence ota cesaseccm ac ie ea e rr e A TRETE E Ea EEE TEREE AEE oc Adding an address to the warn NSE wiicsisatoniivsrineiiaveieiivasantisiatnbarisiaieadalavbiwiesdsieisalonioviedieeddsaeavewiventetdianlovanriaaseeadaatonns 33 Removing an address from the warn NSE vas cictasicsonnctedeeceeteceiesbeceniniasderysssidavers dadeelaaUbeteuhideevantabewsiadiapiisbateeeiasdeeeeiaten 33 Contig ring ihe white NSM snares ccttnedacecetazndnsdcwddsnecheaxtcn dedacaeciatneesdnaddensshaeesendsadndsusbetueasdeaddencstecxecsdeacdedeubatneasdeaes 34 Adding an address to the white NSt sxssscuissdentnnstionetnnianiagsonastvadansnitaasssenactanlasdsasnsanvsanntasdaanstanveainastaanataeveds nandeandeaseuinntes 34 Removing an address from the white liSt
44. stment requests are handled by the MailCleaner Analysis Center Filter rule A mathematical and statistical analysis of specific characteristics of a message in order to determine whether it should be considered as spam ISP Internet Service Provider a company providing access to the Internet and offering e mail services Management Center A private Internet zone where you can inspect incoming quarantined messages and configure different MailCleaner options MailCleaner Glossary 44 APPENDIX C Plug in An extension that can be added to a preexisting software application The MailCleaner plug in for Microsoft Outlook simplifies the process of notifying of false negatives Quarantine An isolated area outside of your mailbox for storing messages identified as spam Quarantine report An automatically generated periodic report which lists all blocked messages and which provides tools to inspect their content and to release quarantined messages if necessary RBL Realtime Blackhole List RBLs maintain lists of servers in real time known to send spam Using RBLs is very simple in principle If an incoming message is sent by an RBL listed server it is considered a priori as spam The difficulty in using RBLs is the need to continuously verify that they are reliable Releasing a message User action that releases a quarantined message so that it can reach the recipient s mailbox Retention period Period of time during which a quarantin
45. t PEPE Ree regret en eer nee ete Renn eee eer ere err reee ee Senn renee eee ee ere terete er arte errr e 39 US TY cesta aca ae ea ce oss se nea as gn sec a we ee 40 Frequently Asked Questions 41 Management C CM CM sssrinin e E ras e E Ern Era eE Er ENE e 41 opam and ou UMS pesee REA E E E 41 Quarantined MeSSagES ae eee ne eae ee iai E MRE ee eee i E i 41 JANCKE fic 0 2 12 e a ee eee eee Re eon eT ORE OE E E Ine One ern oe ae eRe een E oP eee eer nee ee eee 42 POS SINE scraper sie tse eset erence ERE leat neces oe cetec rm et aaron E E Gees serena e 42 Viruses ANA dangerous MESSAQCES cccccseeeeececeeeeecceceeeeeeeeceeeeceeeseeeeeeeseeeeeeeeseeeeeeeseaeeeeessaeeeeessaneeeeesaeess 42 Glossary 43 MailCleaner User manual CHAPTER 1 Introduction Welcome to a world where the e mail you get is the e mail you want MailCleaner is an extremely powerful antivirus and anti spam system Based on the latest generation of filtering technology MailCleaner does not need to be installed on your computer Instead it acts before e mail messages reach your mailbox at the highest level of the network infrastructure of your company organization or ISP MailCleaner relies on sophisticated rules that are updated daily by the engineers of the MailCleaner Analysis Center in response to spammers ever changing strategies and the appearance of new viruses Thanks to MailCleaner s unblinking surveillance you can be assured 24 hours a day that you h
46. ter The message is examined by MailCleaner engineers and the filter may be corrected The measures taken by the Analysis Center are communicated to you within one working day Viruses and dangerous messages How does MailCleaner handle viruses Viruses are eliminated without any notification What do you mean by dangerous content Dangerous content is the type of content that your e mail administrator must filter as a preventive measure Examples include attachments with executable scripts exe or links to Suspicious web sites MailCleaner removes dangerous content and delivers the remainder of the message to your mailbox along with a note explaining how to ask your administrator to send you the complete message How do know that a message included dangerous content The subject of such a message includes a keyword usually DANGEROUS CONTENT as well as an attached document explaining how to release it How do obtain this dangerous content from my e mail administrator Follow the instructions in the message attachment To receive the retained content you must provide the ID of the message that was blocked If your administrator believes that the original attachment poses a genuine threat he or she may refuse to forward it to you MailCleaner Frequently Asked Questions 43 APPENDIX C Glossary Authentication A process that verifies that the true identity of a person matches the identity claimed by this per
47. ter adjustment process Installing the MailCleaner plug in for Outlook To install the MailCleaner plug in for Outlook for Windows Download the latest version from the Help section of the Control Panel Close the Outlook application if it has been started Double click on the installer icon Follow the instructions A message confirms the successful installation of the plug in Restart Outlook Anew button should be present in your Outlook toolbar Note Your system administrator may have blocked the installation of Outlook plug ins on your computer and should be contacted in such a case Apple users This plug in is only available for Windows Follow the instructions below Managing false negatives with other e mail applications If you do not use Microsoft Outlook with the MailCleaner plug in all filter adjustment requests resulting from unwanted spam must be sent manually to a specific e mail address at the MailCleaner Analysis Center This address is defined by your e mail administrator or ISP It cannot be found in this manual To obtain this address click on the Help section of the Management Center and then on Filter Adjustment Request Copy the e mail address as it will be needed in the subsequent steps MailCleaner Filter inaccuracies 38 APPENDIX A To manually report a false negative Select the received spam in the list of messages Redirect the message using the resend or forward as attac
48. that have never been delivered to your mailbox To hide user released messages in the quarantine list Check the option Hide user released messages Click on the Save button Configuring an address group Note Depending on global MailCleaner settings managed by your e mail administrator the options below may not be available In order to fully understand the concept of an address group it is important to understand that MailCleaner inspects every single e mail address that belongs to an Internet domain that is placed under its protection by your e mail administrator or ISP MailCleaner creates a quarantine zone with its own Management Center for each unique address that is encountered If you have several personal e mail addresses that belong to one or more Internet domains under MailCleaner protection including aliases redirections and distribution lists you may choose for the sake of simplicity and comfort to group all of your addresses in a single unified Management Center To do so you need to select one of your addresses as the main address This option eliminates the generation of several Management Centers yet maintains the independence of each address Thus different types of processing and quarantine settings may be chosen for each address Example Let s suppose that john company com and john enterprise com belong to the same person It is possible to group these two addresses in the Control Panel used for joh
49. the message for example SPAM Flagging makes it easy to select all soam using your e mail software You may simply sort your messages alphabetically run a search or even implement an automated rule based on a keyword The subject of a flagged message may be as follows SPAM Blue pills very low price Delete mode In delete mode spam is immediately and irreversibly deleted You should choose this mode if you prefer expediency and if you accept the fact that MailCleaner may on rare occasion incorrectly evaluate an incoming message as spam and erase what is in fact a legitimate message x Customization Configuring spam processing modes P 27 MailCleaner General Principles 13 CHAPTER 4 Management Center Your dedicated web space to consult your quarantine and customize MailCleaner The address of your Management Center has been given to you by your e mail administrator or ISP Contact the person responsible if you have not received this information Accessing your Management Center The MailCleaner Management Center can be accessed like any standard web site using your favorite web browser The Management Center address usually has the following format httos mailcleaner yourdomain com The home page displays an authentication zone You may optionally select the language of your choice click on a flag in the lower right corner Enter the user name and the password for your e mail acc
50. tings chosen by your e mail administrator warn list configuration may not be available in your system If a sender s e mail address is added to the MailCleaner warn list you will be notified immediately each time a message that appears to originate from this e mail address is blocked by the system You should use this function only in particular situations because it does not help to improve the quality of the MailCleaner filter Instead try first to submit a Filter Adjustment Request to help MailCleaner identify the source of the inaccuracy and take corrective measures If necessary Adding an address to the warn list To add a sender s address to the warn list Enter the address in the field Add an address Click on the Add address button The new address is shown on the list and you will be notified of all messages received from this address that are blocked by MailCleaner Removing an address from the warn list To remove one or more addresses from the warn list Check the box next to each address that you want to remove depending on your operating system and your browser an X a check mark or a dot should be visible Click on the Remove selected addresses button The selected addresses are deleted from the warn list and you will stop being notified about messages received from this address that are blocked by MailCleaner Note It is also possible to disable an address rather than delete it MailCle
51. tistical for example repeated occurrences of specific terms or concepts explicit the sending server may be blacklisted or the message may have a specific format or dynamic the signatures and the volume of received mails are analyzed A relevance score is calculated mathematically at each step of the analysis The sum of these scores determines whether the message is classified as legitimate or as spam Internet domains and addresses under protection MailCleaner analyzes all incoming mail for all Internet domains that are under its protection This basic setting is configured when MailCleaner is installed by your e mail administrator or your ISP You do not need to configure anything All of the e mail addresses belonging to the protected domains including redirections aliases and distribution lists are handled by MailCleaner For example MailCleaner will filter john company com and john enterprise com if the two domains company com and enterprise com have been put under its protection Customization Configuring an address group P 32 Principles behind adjustments A protection appliance such as MailCleaner is capable of filtering out nearly all soam However some inaccuracies may occur and specific exceptions may have to be made Three scenarios are possible A spam has managed to pass undetected through MailCleaner and has been delivered to your mailbox A message that should have reached you was classified by M
52. ttaauntitrsautsaulsuoniaivansinauvanuuiatniautndryarunsaidandnautraunattmacuineutuiaeiadeanaianuvanunes 20 CACM FE S So aa A ER E AE A EE AEEA EEEE OE AONA 21 Maintenance t00lS seisin a aaa AEAEE Aa isi iania Anai ara AoE ES Riini 21 Manual DUJE ssie eree E R EE EE E EERE E A EEEE E EE EE AEE E EE EAD 21 Manual quarantine report trAnSIMISSION cccccccsessceececsanunseeecessaaeseeeeeseannsseeeeseaaneseeeeeseaanaaaenseesaaaaaannsessaaaaaanssessaaaaaaness 22 Statistics Section 23 Selecting the address tO ANALYZE 2 0 eee eeeeeeccccececeeeeseeeeeeeeeaeeeeceeeeesseeeseceeeeeseeeaeeeeeeessseeeeeeeeeeesseaaaeeeeeeeeeaaas 23 Selecting the Period to ANALYZE cccceesesecccceeceaeeseeceeeeeeeeeeeeceeeeeseeesseeeeeeeseseeeeeeeeeesseeeseeeeeeeessaaaeeeeeeeeeseas 23 PCN WANG S Ta DiC er E 24 Help Section 25 Configuration Section 26 Connorin ine lal 2 a fe c ate eee nee ee EEEE E E EE 26 MailCleaner User manual TABLE OF CONTENTS TOA SOU OU ect casrire eeepc E E E E E E so et pandne E E E T 26 Configuring address Settings aici cece detec scteentnoceiddendoriereraseadeinddcmecceleeewddencotadebenaadced seus sauiocmeddee camenesoceuddaracmeseene 26 celeco an adaro SS soeren eara EAS E AAR R A AAR E 27 Configuring spam processing MODES ws veiw uivsdudnsieayveda ustanduasivnanidecsnntonundnsiean isan astastinadivinan van nites duGnsiean vide danduasienabitusnntendrGncieanveeanias 27 Selecing guaran Ne MOE Peete nen Ree Renn Me men ne en OROC PERE ere a er
53. ure 5 3 Processing tools icons Pa fa oy Releasing a message In rare cases you may wish to receive a legitimate message that has been wrongfully quarantined Releasing such a message results in immediate delivery to your mailbox A copy of the message is kept in the quarantine should you need to release it again MailCleaner Quarantine Section CHAPTER 5 To release a message Click on the corresponding icon The blocked message is sent to your mailbox Figure 5 4 Icon to release a message Note Unless you decide to hide released messages in the quarantine list they are displayed in italics Customization Hiding user released messages P 32 Displaying the contents of a message To display the contents of a message Click on the date the message subject or the preview icon The contents of the message are displayed in a new window Figure 5 5 Message preview icon Additional information is available for advanced users including the long header extended information about the sender and the outgoing mail server the applied filter rules and the associated scores This information which is initially hidden is displayed by clicking on the corresponding triangular buttons 18 MailCleaner Quarantine Section 19 CHAPTER 5 Figure 5 6 Preview window KR Contents of the message Identifier 1KnLDB 0001g7 60 Sender h_minh_hw minmailnet gt A To john doe example net D
54. ustment request procedure two or three times to obtain the desired outcome MailCleaner Quarantine Section 20 CHAPTER 5 To make a filter adjustment request Click on the corresponding icon Confirm your request You will be notified within one working day about the corrective measures taken by the MailCleaner Analysis Center Sorting selecting and searching messages Note These tools are not available in quarantine reports In order to locate a quarantined message that matches specific criteria MailCleaner includes efficient tools to sort select and search quarantines Navigating through the quarantine If your quarantine contains a large number of spam messages the list is paginated using the chosen number of lines per page To avoid displaying a large number of pages only the most recent messages are visible by default Figure 5 8 Quarantine page links Page 1 of 7 Next 1 2 3 4 5 6 7 To navigate through the quarantine Simply click on the page links located at the bottom of the list a display which is similar to a search engine x Customization Configuring the quarantine display P 31 Sorting the quarantine By default messages are sorted by date with the most recent messages appearing first If you click on the title of a column the messages are sorted accordingly An orange triangle next to the title indicates that the corresponding column is used to sort the quarantine If the t
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