GFI MailEssentials Administrator Guide

Administrator Guide
The information and content in this document is provided for informational purposes only and is
provided "as is" with no warranty of any kind, either express or implied, including but not limited to
the implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
GFI Software is not liable for any damages, including any consequential damages, of any kind that
may result from the use of this document. The information is obtained from publicly available
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makes no claim, promise or guarantee about the completeness, accuracy, recency or adequacy of
information and is not responsible for misprints, out-of-date information, or errors. GFI makes no
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completeness of any information contained in this document.
If you believe there are any factual errors in this document, please contact us and we will review
your concerns as soon as practical.
Windows, Exchange, IIS, .NET, Internet Explorer, Outlook, SQL Server and Microsoft are either
registered trademarks or trademarks of Microsoft Corporation in the United States and/or other
countries.
All product and company names herein may be trademarks of their respective owners.
GFI MailEssentials is copyright of GFI SOFTWARE Ltd. - 1999-2013GFI Software Ltd. All rights
reserved.
Document Version: 2.0.1
Last updated (month/day/year): 10/15/2013
Contents
1 Introduction
1.1 About this manual
1.2 Terms and conventions used in this manual
2 About GFI MailEssentials
2.1 GFI MailEssentials components
2.2 Inbound mail filtering
2.3 Outbound mail filtering
2.4 Email scanning and filtering engines
2.5 Typical deployment scenarios
3 Installation
3.1 System requirements
3.2 Pre-installation actions
3.3 Installation procedure
3.4 Upgrading a previous version
3.5 Post-Install actions
4 Monitoring status
4.1 Dashboard
4.2 Reports
5 User Actions
5.1 Personal Whitelist and Blocklist
5.2 Quarantine Search
6 Email Security
6.1 Virus Scanning Engines
6.2 Information Store Protection
6.3 Trojan and Executable Scanner
6.4 Email Exploit Engine
6.5 HTML Sanitizer
7 Anti-Spam
7.1 Anti-Spam filters
7.2 Spam Actions - What to do with spam emails
7.3 Sorting anti-spam filters by priority
7.4 SMTP Transmission Filtering
7.5 Spam Digest
7.6 Anti-Spam settings
7.7 SpamTag for Microsoft Outlook
7.8 Public Folder Scanning
8 Content Filtering
8.1 Keyword Filtering
10
10
11
12
12
14
14
15
17
20
20
23
37
45
46
50
50
57
68
68
70
74
74
95
98
101
104
108
108
145
148
149
150
153
160
167
174
174
8.2 Attachment Filtering
8.3 Advanced Content Filtering
8.4 Decompression Engine
9 Quarantine
9.1 Important Notes
9.2 Searching the quarantine
9.3 Search Folders
9.4 Working with Quarantined emails
9.5 Quarantine RSS Feeds
9.6 Quarantine Options
9.7 Quarantine Store Location and Public URL
10 Email Management
10.1 Disclaimers
10.2 Auto-Replies
10.3 List Server
10.4 Mail Monitoring
11 General Settings
11.1 Administrator email address
11.2 Enabling/Disabling scanning modules
11.3 Proxy settings
11.4 Local domains
11.5 Managing local users
11.6 Licensing
11.7 SMTP Virtual Server bindings
11.8 Patch Checking
11.9 Access Control
12 Miscellaneous topics
12.1 Installation information
12.2 Virtual directory names
12.3 User interface mode
12.4 Failed emails
12.5 Tracing
12.6 POP2Exchange - Download emails from POP3 server
12.7 Moving spam email to user’s mailbox folders
12.8 Move spam to Exchange 2010 folder
12.9 Synchronizing configuration data
12.10 Disabling email processing
12.11 Email backup before and after processing
12.12 Remoting ports
12.13 Monitoring Virus Scanning API
13 Troubleshooting and support
13.1 Introduction
181
188
193
201
201
201
206
208
211
213
218
221
221
225
226
230
232
232
232
233
235
236
236
237
237
238
240
240
241
241
245
246
248
252
254
255
265
266
268
269
273
273
13.2 Common issues
13.3 Scanning engines & filters
13.4 Email Management
13.5 GFI SkyNet
13.6 Web Forum
13.7 Request technical support
13.8 Documentation
273
275
276
276
276
277
277
14 Appendix - Bayesian Filtering
278
15 Glossary
282
16 Index
289
List of Figures
Screenshot 1: Verifying the MX record of the DNS
31
Screenshot 2: Lotus Domino Administrator - click Configurations option.
31
Screenshot 3: Click Edit Configuration
32
Screenshot 4: Lotus Domino LDAP Settings
32
Screenshot 5: Enable Anonymous Authentication
33
Screenshot 6: Create a new database
34
Screenshot 7: Load convert result
34
Screenshot 8: Copy to the clipboard a link to the current application
35
Screenshot 9: Include all public and other users’ folders when a folder list is requested
35
Screenshot 10: New mail-in database
36
Screenshot 11: Enable Public Folder Scanning
37
Screenshot 12: Specifying administrator's email address and license key
39
Screenshot 13: SMTP server and virtual directory details
40
Screenshot 14: DNS Server settings
41
Screenshot 15: Proxy settings
42
Screenshot 16: Inbound email domains
42
Screenshot 17: SMTP Server settings
43
Screenshot 18: Selecting the default anti-spam action to use
44
Screenshot 19: Creating a test rule on Keyword filtering
48
Screenshot 20: Test email blocked by Test rule
49
Screenshot 21: The GFI MailEssentials Dashboard
51
Screenshot 22: The GFI MailEssentials Services
52
Screenshot 23: Quarantine statistics
52
Screenshot 24: Dashboard charts
53
Screenshot 25: Email processing logs
54
Screenshot 26: Email processing logs filter
55
Screenshot 27: Virus scanning engines updates
56
Screenshot 28: POP2Exchange log
57
Screenshot 29: Creating a report
58
Screenshot 30: Emails blocked graph report
60
Screenshot 31: Searching the reporting database
62
Screenshot 32: Reports database search results
63
Screenshot 33: Configuring a Microsoft® Access database backend
64
Screenshot 34: Configuring SQL Server Database backend
66
Screenshot 35: GFI MailEssentials logged on as a user
69
Screenshot 36: Personal Whitelist\Blocklist
70
Screenshot 37: GFI MailEssentials logged on as a user
71
Screenshot 38: Quarantine Search
72
Screenshot 39: Quarantine Search Results
73
Screenshot 40: Vipre configuration
75
Screenshot 41: Virus scanning engine actions
76
Screenshot 42: Virus scanning engine updates
77
Screenshot 43: BitDefender configuration
78
Screenshot 44: Virus scanning engine actions
80
Screenshot 45: Virus scanning engine updates
81
Screenshot 46: Kaspersky configuration
82
Screenshot 47: Virus scanning engine actions
83
Screenshot 48: Virus scanning engine updates
85
Screenshot 49: Norman configuration
87
Screenshot 50: Virus scanning engine actions
88
Screenshot 51: Virus scanning engine updates
90
Screenshot 52: McAfee configuration
91
Screenshot 53: Virus scanning engine actions
93
Screenshot 54: Virus scanning engine updates
94
Screenshot 55: Information Store Protection node
96
Screenshot 56: VSAPI Settings
97
Screenshot 57: Trojan and Executable Scanner: General Tab
98
Screenshot 58: Virus scanning engine updates
100
Screenshot 59: Email Exploit configuration
101
Screenshot 60: Virus Scanning Engine: Configuration page (Actions Tab)
102
Screenshot 61: Virus scanning engine updates
103
Screenshot 62: Email Exploit List
104
Screenshot 63: HTML Sanitizer configuration page
105
Screenshot 64: HTML Sanitizer Whitelist page
106
Screenshot 65: Domain\IP Exclusions
107
Screenshot 66: SpamRazer Properties
110
Screenshot 67: SpamRazer Updates tab
111
Screenshot 68: Anti-Phishing options
113
Screenshot 69: Directory Harvesting page
115
Screenshot 70: Email blocklist
117
Screenshot 71: Personal blocklist
119
Screenshot 72: IP Blocklist
120
Screenshot 73: IP DNS Blocklist
122
Screenshot 74: URI DNS Blocklist
123
Screenshot 75: Enable and configure the Sender Policy Framework
125
Screenshot 76: GFI MailEssentials Anti-Spoofing filter
127
Screenshot 77: Email Exclusions
129
Screenshot 78: Header checking options
132
Screenshot 79: Language Detection
133
Screenshot 80: Spam Keyword checking properties
136
Screenshot 81: Bayesian analysis properties
138
Screenshot 82: Whitelist tab
141
Screenshot 83: Personal whitelist
142
Screenshot 84: New Senders General tab
143
Screenshot 85: New Senders Exceptions
144
Screenshot 86: Anti-spam actions
146
Screenshot 87: Assigning filter priorities
149
Screenshot 88: SMTP Transmission Filtering properties
150
Screenshot 89: Spam digest properties/Administrator spam digest
151
Screenshot 90: Recipient spam digest
152
Screenshot 91: Spam digest recipient list
153
Screenshot 92: Log file rotation
154
Screenshot 93: Global actions
155
Screenshot 94: DNS server settings
156
Screenshot 95: Perimeter SMTP Server settings
159
Screenshot 96: SpamTag installation language and license terms
164
Screenshot 97: SpamTag in Microsoft Outlook 2010
167
Screenshot 98: SpamTag in Microsoft Outlook 2003
167
Screenshot 99: Content Filtering: Body Tab - setting conditions
176
Screenshot 100: Content Filtering: Body Tab- configuring other options
177
Screenshot 101: Content Filtering: Users/Folders Tab
179
Screenshot 102: Add users to a Content Filtering rule
179
Screenshot 103: Attachment Filtering: General Tab
183
Screenshot 104: Attachment Filtering: Actions Tab
184
Screenshot 105: Content Filtering: Users/Folders Tab
186
Screenshot 106: Add users to a Content Filtering rule
186
Screenshot 107: Adding a new Advanced Content Filtering rule
189
Screenshot 108: Actions Tab
190
Screenshot 109: Content Filtering: Users/Folders Tab
192
Screenshot 110: Add users to a Content Filtering rule
192
Screenshot 111: Decompression engine checks
194
Screenshot 112: Malware and Spam Search Area
202
Screenshot 113: Malware and Spam Search Area
203
Screenshot 114: Spam Only search area
205
Screenshot 115: Default and custom search folders
206
Screenshot 116: Default search folders
207
Screenshot 117: Search Results
209
Screenshot 118: Quarantined Items details
210
Screenshot 119: Quarantine RSS feeds
212
Screenshot 120: Spam Options - General Options tab
213
Screenshot 121: Spam Options - User Settings tab
214
Screenshot 122: Quarantine Mode
216
Screenshot 123: Nonexistent Recipients
217
Screenshot 124: Quarantine Store location and Public URL
219
Screenshot 125: Adding a new disclaimer
222
Screenshot 126: HTML Disclaimer
223
Screenshot 127: Auto-reply settings
225
Screenshot 128: Variables dialog
226
Screenshot 129: Creating a new list
227
Screenshot 130: Specifying the administrator’s email address
232
Screenshot 131: Scanning Manager
233
Screenshot 132: Updates server proxy settings
234
Screenshot 133: Local Domains list
235
Screenshot 134: Checking for product patches
237
Screenshot 135: Access control settings
238
Screenshot 136: Version Information page
240
Screenshot 137: GFI MailEssentials Switchboard - UI Mode
242
Screenshot 138: IIS Security - ACL tab
243
Screenshot 139: IIS Security - Authentication tab
244
Screenshot 140: Enabling Failed emails notification
246
Screenshot 141: Configuring Tracing options
247
Screenshot 142: The GFI MailEssentials POP3 downloader
249
Screenshot 143: Dialup options
251
Screenshot 144: Configuring a master server
258
Screenshot 145: Configuring a slave server
259
Screenshot 146: Configuration Export/Import Tool
261
Screenshot 147: Exporting settings via command line
263
Screenshot 148: Importing settings via command line
264
Screenshot 149: The GFI MailEssentials Switchboard: Troubleshooting
266
Screenshot 150: The GFI MailEssentials Switchboard: Troubleshooting
267
Screenshot 151: Changing Remoting ports
268
Screenshot 152: Adding VSAPI performance monitor counters in Windows 2008 Server
270
Screenshot 153: Monitoring Virus Scan Files Scanned in Windows Server 2008 Performance Monitor
271
1 Introduction
1.1 About this manual
The scope of this Administrator Guide is to help you install, run, configure and troubleshoot GFI
MailEssentials on your network. The table below describes the contents of this guide.
Chapter
About
Description
The components and tools that make up GFI MailEssentials
How inbound and outbound mail scanning works
Overview of the engines that protect your mail system
Typical deployment scenarios
For more information, refer to About GFI MailEssentials (page 12).
Installation
The various environments and email infrastructures supported by GFI MailEssentials
Product prerequisites applicable to your network
Prepare your environment for product installation
Guides you through the installation and upgrade procedures
Walks you through the key steps needed to get the product running on default settings.
Test installation and run the product.
For more information, refer to Installation (page 20).
Monitoring
status
How to use the Dashboard to monitor status of GFI MailEssentials in real time
How to generate mail usage statistical and graphical reports
For more information, refer to Monitoring status (page 50).
User Actions
Explains what domain users (not domain administrators) can do with GFI MailEssentials
Configuring personal whitelists and blocklists
Maintaining quarantined emails
For more information, refer to User Actions (page 68).
Email Security
Anti-Spam
Explains how to configure anti-malware scanning engines
For more information, refer to Email Security (page 74).
How to configure anti-spam filters
What to do with emails identified as spam
Sorting the scanning order by filter priority
General anti-spam settings
How users classify emails directly from their mailbox (Public Folder Scanning)
For more information, refer to Anti-Spam (page 108).
Content Filtering
Describes how to configure engines that scan email content
For more information, refer to Content Filtering (page 174).
Quarantine
Describes how administer and use the GFI MailEssentials Quarantine.
For more information, refer to Quarantine (page 201).
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1 Introduction | 10
Chapter
Description
Email Management
How to use the tools in the Email Management Tools console
Disclaimers
Auto-replies
List server
Email Monitoring
For more information, refer to Email Management (page 221).
NOTE: From the Email Management console you can also access the Pop2Exchange feature. For
more information, refer to POP2Exchange - Download emails from POP3 server (page 248).
General Settings
Describes how to customize general settings for your environment.
For more information, refer to General Settings (page 232).
Miscellaneous
Explains various functions and tools that can be used to manage GFI MailEssentials.
For more information, refer to Miscellaneous topics (page 240).
Troubleshooting
This chapter describes how to resolve common issues encountered when using GFI MailEssentials.
For more information, refer to Troubleshooting and support (page 273).
1.2 Terms and conventions used in this manual
Term
Description
Additional information and references essential for the operation of GFI MailEssentials.
Important notifications and cautions regarding potential issues that are commonly encountered.
>
Step by step navigational instructions to access a specific function.
Bold text
Items to select such as nodes, menu options or command buttons.
Italics text
Parameters and values that you must replace with the applicable value, such as custom paths and file
names.
Code
Indicates text values to key in, such as commands and addresses.
For any technical terms and their definitions as used in this manual, refer to the Glossary chapter.
GFI MailEssentials
1 Introduction | 11
2 About GFI MailEssentials
Topics in this chapter:
2.1 GFI MailEssentials components
12
2.2 Inbound mail filtering
14
2.3 Outbound mail filtering
14
2.4 Email scanning and filtering engines
15
2.5 Typical deployment scenarios
17
2.1 GFI MailEssentials components
2.1.1 GFI MailEssentials scan engine
The GFI MailEssentials scan engine analyzes the content of inbound, outbound and internal emails
using a number of engines and filters. The result of the analysis identifies whether an email is to be
blocked or allowed.
NOTE
When installing GFI MailEssentials on Microsoft® Exchange server 2003, it scans the Microsoft®
Exchange information store. If installed on a Microsoft® Exchange Server 2007/2010 machine with
Hub Transport and Mailbox Server Roles, it will also analyze internal emails.
2.1.2 GFI MailEssentials web interface
Through the GFI MailEssentials web interface, you can:
Monitor email scanning activity
Manage scanning and filtering engines
Review and process quarantined emails
Configure email management features
Generate reports
2.1.3 GFI MailEssentials Switchboard
Use the GFI MailEssentials Switchboard to configure:
How to launch the GFI MailEssentials user interface
Set Virtual Directory names for the web interface and RSS
Enable/Disable email processing
Enable/Disable tracing
Setting email backups before and after processing
Setting Quarantine Store location and Quarantine Public URL
Specifying user account for the 'Move to Exchange Folder' settings
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2 About GFI MailEssentials | 12
Specifying Remoting Ports
Enable/Disable failed mail notifications
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2.2 Inbound mail filtering
Inbound mail filtering is the process through which incoming emails are scanned and filtered before
delivery to users.
Inbound emails are routed to GFI MailEssentials and processed as follows:
1. SMTP level filters (Directory Harvesting, Greylist, IP Blocklist & IP DNS Blocklist) can be executed
before the email body is received.
2. The email is scanned by the malware and content filtering engines. Any email that is detected as
containing malware is processed according to the actions configured. If an email is considered as
safe, it then goes to the next stage.
3. The email is checked to see if it is addressed to a list in the list server. If the email matches a list,
it will be processed by the list server.
4. The incoming email is filtered by the anti-spam filters. Any email that fails a spam filter check is
processed as configured in the anti-spam actions. If an email goes through all the filters and is not
identified as spam, it then goes to the next stage.
5. If configured, auto-replies are next sent to the sender.
6. If configured, email monitoring is next executed and the appropriate actions taken.
7. Email is next checked by the New Senders filter.
8. If email is not blocked by any scanning or filtering engine, it is sent to the user’s mailbox.
2.3 Outbound mail filtering
Outbound mail filtering is the process through which emails sent by internal users are processed
before sending them out over the Internet.
When sending an outbound email, this is routed to GFI MailEssentials and processed as follows:
1. The email is scanned by the malware and content filtering engines. Any email that is detected as
containing malware is processed according to the actions configured. If an email is considered as
safe, it then goes to the next stage.
2. Remote commands check and execute any remote commands in email, if any are found. If none
are found, email goes to the next stage.
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2 About GFI MailEssentials | 14
3. If configured, the applicable disclaimer is next added to the email.
4. If configured, email monitoring is next executed and the appropriate actions taken.
5. If enabled, Auto Whitelist adds the recipients' email addresses to the auto-whitelist. This automatically enables replies from such recipients to go to the sender without being checked for spam.
6. Email is sent to the recipient.
2.4 Email scanning and filtering engines
GFI MailEssentials contains a number of scanning and filtering engines to prevent malicious emails,
spam and other unwanted emails from reaching domain users.
2.4.1 Malicious emails' scanning
The following engines scan and block emails containing malicious content.
Email scanning
engine
Description
Virus Scanning
Engines
GFI MailEssentials uses multiple antivirus engines to scan inbound, outbound and internal emails for
the presence of viruses. GFI MailEssentials ships with Vipre and BitDefender Virus Scanning Engines.
You can also acquire a license for Norman, Kaspersky & McAfee.
Information
Store Protection
When GFI MailEssentials is installed on the Microsoft® Exchange server machine, Information Store Protection allows you to use the Virus Scanning Engines to scan the Microsoft® Exchange Information Store
for viruses.
Trojan &
executable
scanner
The Trojan and Executable Scanner analyzes and determines the function of executable files
attached to emails. This scanner can subsequently quarantine any executables that perform
suspicious activities (such as Trojans).
Email exploit
engine
The Email Exploit Engine blocks exploits embedded in an email that can execute on the recipient’s
machine either when the user receives or opens the email.
HTML Sanitizer
The HTML Sanitizer scans and removes scripting code within the email body and attachments.
2.4.2 Content filtering engines
The following engines scan the content of emails, checking for parameters matching configured rules.
Email scanning engine
Description
Keyword Filtering
Keyword Filtering enables you to set up rules that filter emails with particular keywords or a
combination of keywords in the body or subject of the email.
Attachment Filtering
Attachment Filtering allows you to set up rules to filter what types of email attachments to
allow and block on the mail server.
Decompression engine
The Decompression engine extracts and analyzes archives (compressed files) attached to an
email.
Advanced Content Filtering
Advanced Content filtering enables scanning of email header data and content using
advanced configurable search conditions and regular expressions (regex).
2.4.3 Anti-spam filtering engines
The following engines scan and block spam emails.
FILTER
DESCRIPTION
ENABLED BY
DEFAULT
SpamRazer
An anti-spam engine that determines if an email is spam by using email
reputation, message fingerprinting and content analysis.
Yes
Anti-Phishing
Blocks emails that contain links in the message body pointing to known
phishing sites or if they contain typical phishing keywords.
Yes
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2 About GFI MailEssentials | 15
FILTER
DESCRIPTION
ENABLED BY
DEFAULT
Directory Harvesting
Directory harvesting attacks occur when spammers try to guess email
addresses by attaching well known usernames to your domain. The
majority of the email addresses are non-existent.
Yes (only if GFI MailEssentials is installed in
an Active Directory
environment)
Email Blocklist
The Email Blocklist is a custom database of email addresses and domains
from which you never want to receive emails.
Yes
IP Blocklist
The IP Blocklist is a custom database of IP addresses from which you
never want to receive emails.
No
IP DNS Blocklist
IP DNS Blocklist checks the IP address of the sending mail server against
a public list of mail servers known to send spam.
Yes
URI DNS Blocklist
Stops emails that contain links to domains listed on public Spam URI
Blocklists.
Yes
Sender Policy Frame- This filter uses SPF records to stop email sent from forged IP addresses
work
by identifying if the sender IP address is authorized.
No
Anti-Spoofing
Checks emails received with a sender email address claiming to originate from your own domain against a list of IP addresses by GFI MailEssentials. If the sender IP address is not on the list of own-domain server
IP addresses, email is blocked.
No
Header Checking
The Header Checking filter analyses the email header to identify spam
emails.
Yes
Spam Keyword
Checking
This filter enables the identification of Spam based on keywords in the
email being received.
No
Bayesian analysis
An anti-spam filter that can be trained to accurately determine if an
email is spam based on past experience.
No
2.4.4 Filters running at SMTP level
The following engines scan and block emails during SMTP transmission before the email is received.
For more information, refer to SMTP Transmission Filtering (page 149).
FILTER
DESCRIPTION
ENABLED
BY
DEFAULT
IP Blocklist
The IP Blocklist is a custom database of IP addresses from which you never want to
receive emails.
No
Directory Harvesting
Directory harvesting attacks occur when spammers try to guess email addresses by
attaching well known usernames to your domain. The majority of the email
addresses are non-existent.
No
IP DNS Blocklist
IP DNS Blocklist checks the IP address of the sending mail server against a public list
of mail servers known to send spam.
Yes
Greylist
The Greylist filter temporarily blocks incoming emails received from unknown
senders. Legitimate mail systems typically try to send the email after a few
minutes; spammers simply ignore such error messages.
No
2.4.5 Other engines
The following engines help to identify safe emails.
FILTER
DESCRIPTION
ENABLED
BY
DEFAULT
Whitelist
The Whitelist contains lists of criteria that identify legitimate email. Emails that match these
criteria are not scanned by anti-spam filters and are always delivered to the recipient.
Yes
New
Senders
The New Senders filter identifies emails that have been received from senders to whom
emails have never been sent before.
No
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2 About GFI MailEssentials | 16
2.5 Typical deployment scenarios
This chapter explains the different scenarios how GFI MailEssentials can be installed and configured.
2.5.1 Installing directly on Microsoft® Exchange server
Figure 1: Installing GFI MailEssentials on your Microsoft® Exchange server
You can install GFI MailEssentials directly on Microsoft® Exchange Server 2003 or later, without any
additional configuration.
In Microsoft® Exchange 2007/2010 environments, GFI MailEssentials can only be installed on the
servers with the following roles:
Edge Server Role, or
Hub Transport Role, or
Hub Transport and Mailbox Roles - with this configuration GFI MailEssentials can also scan internal
emails for viruses.
In Microsoft® Exchange 2013, GFI MailEssentials can only be installed on the server with the Mailbox
Role.
NOTE
GFI MailEssentials supports a number of mail servers but can only be installed on the same
machine as Microsoft® Exchange. For other mail servers, for example Lotus Domino, install GFI
MailEssentials on a separate machine.
2.5.2 Installing on an email gateway or relay/perimeter server
Figure 2: Installing GFI MailEssentials on a mail gateway/relay server
GFI MailEssentials
2 About GFI MailEssentials | 17
This setup is commonly used to filter spam on a separate machine, commonly installed in the DMZ. In
this environment a server (also known as a gateway/perimeter server) is set to relay emails to the
mail server. GFI MailEssentials is installed on the gateway/perimeter server so that spam and email
malware is filtered before reaching the mail server.
This method enables you to filter out blocked emails before these are received on the mail server and
reduce unnecessary email traffic. It also provides additional fault tolerance, where if the mail server
is down, you can still receive email since emails are queued on the GFI MailEssentials machine.
When installing on a separate server (that is, on a server that is not the mail server), you must first
configure that machine to act as a gateway (also known as “Smart host” or “Mail relay” server). This
means that all inbound email must pass through GFI MailEssentials for scanning before being relayed
to the mail server for distribution. For outbound emails, the mail server must relay all outgoing
emails to the gateway machine for scanning before they are sent to destination.
If using a firewall, a good way to deploy GFI MailEssentials in the DMZ. GFI MailEssentials will act as a
smart host/mail relay server when installed on the perimeter network (also known as DMZ demilitarized zone).
Figure 3: Installing GFI MailEssentials on a separate machine on a DMZ
NOTE
If GFI MailEssentials is installed on the perimeter server, you can use the anti-spam filters that
run at SMTP level - Directory Harvesting and Greylist.
NOTE
In Microsoft® Exchange Server 2007/2010 environments, mail relay servers in a DMZ can be
running Microsoft® Exchange Server 2007/2010 with the Edge Transport Server Role.
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2 About GFI MailEssentials | 18
NOTE
Configure the IIS SMTP service to relay emails to your mail server and configure the MX record of
your domain to point to the gateway machine. For more information, refer to Installing on an
email gateway or relay/perimeter server (page 24).
GFI MailEssentials
2 About GFI MailEssentials | 19
3 Installation
The scope of this chapter is to help you install GFI MailEssentials on your network with minimum
configuration effort.
Topics in this chapter:
3.1 System requirements
20
3.2 Pre-installation actions
23
3.3 Installation procedure
37
3.4 Upgrading a previous version
45
3.5 Post-Install actions
46
3.1 System requirements
3.1.1 Hardware requirements
The minimum hardware requirements for GFI MailEssentials are:
3.1.2 Processor
Minimum: 1Ghz
Recommended: 2GHz with multiple cores
3.1.3 Available Memory (RAM)
Minimum: 1.2GB
Recommended: 1.5GB
3.1.4 Free Disk Space
Minimum: 6GB
Recommended: 10GB
NOTE
Hardware requirements depend on a range of factors including email volume, and number of Anti
Virus engines enabled in GFI MailEssentials. The requirements specified above are required for GFI
MailEssentials only.
3.1.5 Software requirements
Supported Operating Systems
Windows® Server 2003 Standard or Enterprise (x86 or x64)(including R2) or later (including
Microsoft® Windows Server 2012 - Standard and DataCenter editions).
Windows Small Business Server 2003/2008/2011
Supported Mail Servers
GFI MailEssentials can be installed on the following mail servers without any further configuration.
Microsoft® Exchange Server 2013
GFI MailEssentials
3 Installation | 20
NOTE
Information Store Protection (VSAPI) is not supported on Microsoft® Exchange Server 2013
because VSAPI was removed from Microsoft® Exchange Server 2013 by Microsoft.
Microsoft® Exchange Server 2010
Microsoft® Exchange Server 2007 SP1 or higher
Microsoft® Exchange Server 2003
For more information, refer to Installing on the Microsoft® Exchange server (page 23).
GFI MailEssentials can also be installed in an environment with any SMTP compliant mail server. In this
case, GFI MailEssentials should be installed on the gateway/perimeter server so that spam is filtered
before reaching the mail server.
For more information, refer to Installing on an email gateway or relay/perimeter server (page 24).
Supported Internet browsers
GFI MailEssentials can be used with the following Internet browsers:
Microsoft Internet Explorer 8 or later
Google Chrome version 22.0.1229.94 (October 10, 2012) or later.
Mozilla Firefox version 16.0.2 (October 26, 2012) or later.
Other required components
Internet Information Services (IIS®) World Wide Web service
Internet Information Services (IIS®) SMTP service - Except when installing on Microsoft® Exchange
2007/2010/2013 server
Microsoft.NET ® Framework 4
ASP.NET ® 4.0
WCF HTTP Activation - required when using SpamTag plugin for Microsoft Outlook
Windows® Authentication role and Static Content services - Required when installing on
Microsoft® Windows Server 2008/2008R2
MSMQ - Microsoft® Messaging Queuing Service - for more information how to install MSMQ, refer to:
http://go.gfi.com/?pageid=ME_MSMQ
NOTE
For more information on how to install pre-requisites on Microsoft Windows® Server 2008 refer
to:
http://go.gfi.com/?pageid=ME_Win2008
For more information on how to install pre-requisites on Microsoft Windows® Server 2012 refer
to:
http://go.gfi.com/?pageid=ME_Win2012
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3 Installation | 21
NOTE
GFI MailEssentials Information Store Protection cannot be used if any other software is registered
to make use of Microsoft® Exchange VSAPI.
NOTE
GFI MailEssentials can also be installed in virtual environments such as Microsoft® Hyper-V and
VMWare virtualization software.
Microsoft Virtual Server cluster group resource with a physical disc cluster. This is required ONLY
for environments running Microsoft® Exchange 2003 clusters. For more information, refer to
Microsoft® Exchange 2003 Clusters (page 27).
NOTE
For more information on how to create a Resource Group for an Exchange Virtual Server in a
Windows Server Cluster, refer to: http://go.gfi.com/?pageid=ME_Clusterresourcegrouphowto.
3.1.6 Antivirus and backup software
Antivirus and backup software scanning may cause GFI MailEssentials to malfunction. This occurs
when such software denies access to certain files required by GFI MailEssentials.
Disable third party antivirus and backup software from scanning the following folders:
32-bit installations (x86)
64-bit installations (x64)
<..\Program Files\Common Files\GFI>
<..\Program Files (x86)\Common Files\GFI>
<GFI MailEssentials installation path>\GFI\MailEssentials\
<..\Inetpub\mailroot> - if installed on a gateway machine.
<..\Program Files\Exchsrvr\Mailroot> - if installed on the same machine as Microsoft® Exchange 2003
<..\Program Files\Microsoft\Exchange Server\TransportRoles> - if installed on the same machine as Microsoft® Exchange
2007
<..\Program Files\Microsoft\Exchange Server\V14\TransportRoles> - if installed on the same machine as Microsoft®
Exchange 2010
<..\Program Files\Microsoft\Exchange Server\V15\TransportRoles> - if installed on the same machine as Microsoft®
Exchange 2013
3.1.7 Firewall port settings
Configure your firewall to allow the ports used by GFI MailEssentials.
Port
Description
53 - DNS
Used by the following anti-spam filters:
IP DNS Blocklist
SpamRazer
URI DNS Blocklist
20 & 21 FTP
GFI MailEssentials
Used by GFI MailEssentials to connect to ftp.gfi.com and retrieve latest product version information.
3 Installation | 22
Port
Description
80 - HTTP
Used by GFI MailEssentials to download product patches updates for:
SpamRazer
Anti-Phishing
Bayesian Analysis
Antivirus definition files
Trojan and executable scanner
Email Exploit engine
GFI MailEssentials downloads from the following locations:
http://update.gfi.com
http://update.gfisoftware.com
http://support.gfi.com
*.mailshell.com
*.spamrazer.gfi.com
NOTE: GFI MailEssentials can also be configured to download updates through a proxy server. For more
information, refer to Proxy settings (page 233).
8013, 8015,
8021 Remoting
These ports are used for inter-process communication. No firewall configuration is required to allow
connections to or from the remoting ports since all the GFI MailEssentials processes run on the same
server.
NOTE: Ensure that no other applications (except GFI MailEssentials) are listening on these ports. If other
applications are using this ports, these ports can be changed. For more information, refer to Remoting
ports (page 268).
389/636 LDAP/LDAPS
This port is used in these scenarios:
Microsoft® Exchange environment - Required if the server running GFI MailEssentials does not have
access/cannot get list of users from Active Directory, for example, in a DMZ environment or other environments which do not use Active Directory.
Lotus Domino mail server environment - Required to get email addresses from Lotus Domino
server.
Other SMTP mail server environments - Required to get email addresses from SMTP server.
3.2 Pre-installation actions
Before installing GFI MailEssentials, prepare your environment for deployment.
Topics in this chapter:
Installing on the Microsoft Exchange server
Installing on an email gateway or relay/perimeter server
Microsoft Exchange 2003 Clusters
Lotus Domino
3.2.1 Installing on the Microsoft® Exchange server
When installing GFI MailEssentials on the same server as Microsoft® Exchange 2003 or later, no preinstall actions or configurations are required.
In Microsoft® Exchange 2007/2010 environments, GFI MailEssentials can only be installed on the
servers with the following roles:
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3 Installation | 23
Edge Server Role, or
Hub Transport Role, or
Hub Transport and Mailbox Roles - with this configuration GFI MailEssentials can also scan internal
emails for viruses.
In Microsoft® Exchange 2013, GFI MailEssentials can only be installed on the server with the Mailbox
Role.
3.2.2 Installing on an email gateway or relay/perimeter server
GFI MailEssentials can be installed:
On a perimeter server (for example, in a DMZ)
As a mail relay server between the perimeter (gateway) SMTP server and mail server.
This setup is commonly used to filter spam on a separate machine, commonly installed in the DMZ. In
this environment a server (also known as a gateway/perimeter server) is set to relay emails to the
mail server. GFI MailEssentials is installed on the gateway/perimeter server so that spam and email
malware is filtered before reaching the mail server.
GFI MailEssentials uses the IIS SMTP service as its SMTP Server and therefore the IIS SMTP service must
be configured to act as a mail relay server. To do this:
Step 1: Enable IIS SMTP Service
Step 2: Create SMTP domains for email relaying
Step 3: Enable email relaying to your Microsoft® Exchange server
Step 4: Secure your SMTP email-relay server
Step 5: Enable your mail server to route emails via gateway
Step 6: Update your domain MX record to point to mail relay server
Step 7: Test your new mail relay server
Step 1: Enable IIS SMTP Service
Windows Server 2003
1. Go to Start > Control Panel > Add or Remove Programs > Add/Remove Windows
Components.
2. Select Application Server and click Details.
3. Select Internet Information Services (IIS) and click Details.
4. Select the SMTP Service option and click OK.
5. Click Next to finalize your configuration.
Windows Server 2008
1. Launch Windows Server Manager.
2. Navigate to the Features node and select Add Features.
3. From the Add Features Wizard select SMTP Server.
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3 Installation | 24
NOTE
The SMTP Server feature might require the installation of additional role services and features.
Click Add Required Role Services to proceed with installation.
4. In the following screens click Next to configure any required role services and features, and
click Install to start the installation.
5. Click Close to finalize configuration.
Step 2: Create SMTP domain(s) for email relaying
1. Go to Start > Control Panel > Administrative Tools > Internet Information Services (IIS) Manager.
2. In the left pane, expand the respective server node. Right click Default SMTP Virtual Server and
select Properties.
4. Expand Default SMTP Virtual Server node.
5. Right click Domains and select New > Domain.
6. Select Remote and click Next.
7. Specify organization domain name (for example, test.mydomain.com) and click Finish.
Step 3: Enable email relaying to your Microsoft® Exchange server
1. Right click on the new domain and select Properties.
2. Select Allow the Incoming Mail to be Relayed to this Domain.
3. Select Forward all mail to smart host and specify the IP address of the server managing emails in
this domain. IP address must be enclosed in square brackets, for example, [123.123.123.123], to
exclude them from all DNS lookup attempts.
4. Click OK to finalize your configuration.
Step 4: Secure your SMTP email-relay server
If unsecured, your mail relay server can be exploited and used as an open relay for spam. To prevent
this, it is recommended that you specify which mail servers can route emails through this mail relay
server (for example, allow only specific servers to use this email relaying setup). To achieve this:
1. Go to Start > Control Panel > Administrative Tools > Internet Information Services (IIS) Manager.
2. In the left pane, expand the respective server node. Right click on Default SMTP Virtual Server and
select Properties.
3. From the Access tab, select Relay.
4. Select Only the list below and click Add.
5. Specify IP(s) of the internal mail server(s) that are allowed to route emails through your mail relay
server. You can specify:
Single computers - Authorize one specific machine to relay email through this server. Use the DNS
Lookup button to lookup an IP address for a specific host.
Group of computers - Authorize specific computer(s) to relay emails through this server.
Domain - Allow all computers in a specific domain to relay emails through this server.
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3 Installation | 25
NOTE
The Domain option adds a processing overhead that can degrade SMTP service performance. This
is due to the reverse DNS lookup processes triggered on all IP addresses (within that domain) that
try to route emails through this relay server.
Step 5: Enable your mail server to route emails via GFI MailEssentials
Microsoft® Exchange Server 2003
Set up SMTP connectors that forward all emails to GFI MailEssentials.
1. Start Exchange System Manager.
2. Right-click Connectors, click New > SMTP Connector and specify a connector name.
3. Select Forward all mail through this connector to the following smart host, and specify the IP of
your GFI MailEssentials relay server within square brackets, for example, [123.123.1.123].
4. Click Add and select the GFI MailEssentials email relay server.
5. Click OK.
6. Go to Address Space tab.
7. Click Add, select SMTP and click OK.
8. Enter domain name and click OK
9. Select Allow messages to be relayed to these domains.
10. Click OK.
Lotus Notes
For more information on how to setup Lotus Domino routing, refer to Installation Guide(Domino).
SMTP/POP3 mail server
Configure your mail server to route all inbound and outbound email through GFI MailEssentials. In the
configuration program of your mail server, use the option to relay all outbound email via another mail
server (this option is usually called something similar to Forward all messages to host. Enter the
computer name or IP of the machine running GFI MailEssentials. Save the new settings and restart
your mail server.
Step 6: Update your domain MX record to point to mail relay server
Update the MX record of your domain to point to the IP of the new mail relay server. If your DNS
server is managed by your ISP, ask your ISP to update the MX record for you.
NOTE
If the MX record is not updated, all emails will be routed directly to your email server - hence
bypassing GFI MailEssentials.
Verify that MX record has been successfully updated
To verify whether MX record is updated:
GFI MailEssentials
3 Installation | 26
1. From command prompt key in nslookup and hit Enter.
2. Key in set type=mx and hit Enter.
3. Specify your mail domain name and hit Enter.
The MX record should return the IP addresses of the mail relay servers.
Step 7: Test your new mail relay server
Before proceeding to install GFI MailEssentials, verify that your new mail relay server is working
correctly.
Test IIS SMTP inbound connection
1. Send an email from an ‘external’ account (example, from a Gmail account) to an internal email
address/user.
2. Ensure that intended recipient received the test email in the respective email client.
Test IIS SMTP outbound connection
1. Send an email from an ‘internal’ email account to an external account (example, to a Gmail
account).
2. Ensure that the intended recipient/external user received the test email.
NOTE
You can also use Telnet to manually send the test email and obtain more troubleshooting
information. For more information refer to:
http://go.gfi.com/?pageid=ME_TelnetPort25
3.2.3 Microsoft® Exchange 2003 Clusters
This topic contains instructions on how to install and uninstall GFI MailEssentials on Microsoft®
Exchange 2003 clusters.
A cluster is a group of servers, technically known as nodes, working collectively as a single server.
Such environment provides high availability and fail over mechanisms to ensure constant availability
of resources and applications including email infrastructures. If one of the nodes in the cluster fails/is
not available, resources and applications switch to another cluster node.
NOTE
GFI MailEssentials can only be installed in an Active-Passive cluster environment. In an
active/passive cluster, a ‘failover’ mechanism ensures that whenever an active cluster fails, one
of the available passive nodes becomes active (i.e. takes over the role of the failed node).
To install GFI MailEssentials on a Microsoft® Exchange Server 2000/2003 cluster ensure that:
Any running applications are closed.
Microsoft® Exchange Server 2000/2003 is installed in clustered mode.
An Exchange Virtual Server cluster group resource exists and includes, among other things, a Physical Disk cluster resource.
GFI MailEssentials
3 Installation | 27
All cluster nodes should be turned off, except the node where GFI MailEssentials will first be
installed.
1. Start the installation process and ensure that:
All files are installed on the shared hard drive
You are installing on the machine’s Default Website
2. On completion, start default website using IIS Manager.
3. Go to Control Panel > Administrative Tools > Cluster Administrator and create a new resource
group (Right click Groups > New > Group).
4. Key in GFI MailEssentials as the name and Services for GFI MailEssentials as
the description. Click Next.
5. Move all available nodes to Preferred Owners and click Finish.
6. Right click GFI MailEssentials > New > Resource.
7. Set the name as GFI List Server.
8. Set Resource Type to Generic Service and click Next.
9. Set all available nodes to possible owners and click Next.
10. Click Next.
11. Set service name to listserv and click next.
12. Click Finish.
13. Repeat steps 7 to 12 with the following details:
Name
Service Name
GFI MailEssentials AntiSpam Attendant
gfiasmlhost
GFI MailEssentials AS Scan Engine
gfiscans
GFI MailEssentials Autoupdater
msecavupdate
GFI MailEssentials AV Scan Engine
gfiscanm
GFI MailEssentials EmailSecurity Attendant
msecmlhost
GFI MailEssentials Enterprise Transfer
gfimetrxsvc
GFI MailEssentials Legacy Attendant
gfiasmsecatt
GFI MailEssentials LocalMode Host
csecmlhost
GFI POP2Exchange
gfipop2exch
14. On completion, bring the GFI MailEssentials group online.
15. Shut down this node and start a new node.
16. Repeat steps 1 and 2 for all cluster nodes.
Uninstalling GFI MailEssentials in a cluster environment
Ensure that only one cluster node is turned on; the rest should all be turned off.
1. Stop all GFI services
2. Backup all the contents of theGFI MailEssentials installation folder to a different location.
3. Delete all GFI Services from the Cluster Resources from the group GFI MailEssentials.
4. Start all GFI services and ensure all cluster services and Exchange services are up and running.
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3 Installation | 28
5. Uninstall from first Node.
6. From command prompt
Type sc delete msecavupdate and press Enter.
Type sc delete gfiasmsecatt and press Enter.
7. Click Start > Run and type regedit. Press Enter.
8. Locate and delete the Computer\HKEY_LOCAL_MACHINE\SOFTWARE\GFI key
9. Copy the backup of GFI MailEssentials to where it was installed.
10. Turn off the current node and start the next node. Ensure all cluster services, Exchange services
and GFI MailEssentials services are up and running
11. Uninstall GFI MailEssentials.
12. From command prompt:
Type sc delete msecavupdate and press Enter.
Type sc delete gfiasmsecatt and press Enter.
13. Repeat steps 7 to 12 for all remaining nodes.
14. Delete the GFI MailEssentials installation folder and its backup. From cluster administrator delete
all GFI services.
3.2.4 Lotus Domino
Information on using GFI MailEssentials with Lotus Domino.
Lotus Domino incompatibilities
Installation information for Lotus Domino
Lotus Domino Anti Spam Folder Configuration
Lotus Domino incompatibilities
Internal memos/emails are not scanned
GFI MailEssentials does not scan internal memos/emails sent by Lotus Domino since the Lotus
Domino’s sender/receiver format is not in a compatible format. When internal memos/emails are
passed into GFI MailEssentials, these end up in the queue and are not processed.
NOTE
Do not pass internal memos/emails through GFI MailEssentials.
GFI MailEssentials List Server will not work with Lotus Domino
Creating Newsletters or discussion lists will not work for the internal domain of Lotus Domino. This
option should not be used. If used, Lotus Domino users will not be able to send emails to the list.
GFI MailEssentials Installation Guide for Lotus Domino
Use the information in this section to install and configure Lotus Domino with GFI MailEssentials.
Install GFI MailEssentials on a separate machine then Lotus Domino, as seen on the figure below.
GFI MailEssentials
3 Installation | 29
Figure 4: GFI MailEssentials installation on a separate server than Lotus Domino
Install GFI MailEssentials by running the GFI MailEssentials installation file and following the onscreen
instructions. For more information, refer to Installation (page 20).
If GFI MailEssentials is installed on a machine where Active Directory is present, one may encounter
the dialog box below. Select No, I do not have Active Directory… to install GFI MailEssentials in SMTP
mode.
Configure the machine where GFI MailEssentials is installed to act as a gateway (also known as "Smart
host" or "Mail relay" server) for all email. Effectively, all inbound email must pass through this
machine before relayed to the mail server for distribution (it is the first to receive all emails destined
for your mail server).
The same applies for outbound emails; mail server must relay all outgoing emails to the gateway
machine for scanning before these are sent to external recipients via Internet (it must be the last
'stop' for emails destined for the Internet). In this way, GFI MailEssentials checks all inbound and
outbound mail it is delivered to the recipients.
The MX record of your domain must point to the mail relay server
NOTE
If your ISP manages the DNS server, ask this provider to update it for you.
Since the new mail relay server must first receive all inbound email, update the MX record of your
domain to point to the IP of the new mail relay/Gateway server.
Verify the MX record of your DNS server as follows:
1. From command prompt, type nslookup and press Enter.
2. Type set type=mx and press Enter.
3. Type your mail domain and press Enter.
The MX record should return a single IP that corresponds to the IP address of the machine running GFI
MailEssentials.
GFI MailEssentials
3 Installation | 30
Screenshot 1: Verifying the MX record of the DNS
4. Test the new mail relay server. Before proceeding to install GFI MailEssentials, verify that the new
mail relay server is working correctly.
5. Test the IIS SMTP inbound connection of the mail relay server by sending an email from an external
account to an internal user (use web-mail, for example mail.live.com,if you do not have an external
account available). Verify that the email client received the email.
6. Test the IIS SMTP outbound connection of your mail relay server by sending an email to an external
account from an email client. Verify that the external user received the email.
NOTE
Alternatively, instead of an email client, send email manually through Telnet. This will give you
more troubleshooting information.
For more information, refer to:
http://support.microsoft.com/support/kb/articles/Q153/1/19.asp
Configuring Lotus Domino to send outbound emails through GFI MailEssentials
To direct all outgoing emails to the server where GFI MailEssentials is installed, Lotus Domino needs
to be configured as below.
1. From the Lotus Domino Administrator, click Configuration tab and select Server > Configurations.
Screenshot 2: Lotus Domino Administrator - click Configurations option.
GFI MailEssentials
3 Installation | 31
2. After configuration section is selected, main window will show the configuration of the server.
Select desired server and click Edit configuration.
Screenshot 3: Click Edit Configuration
From the configuration document page, select Router/SMTP tab and ensure that Basics is selected.
Double click on content to enable edit mode. Select Relay host for messages leaving the local
internet domain and enter the IP Address of the machine that GFI MailEssentials is installed. Click
Save and Close to save configuration document.
Lotus Domino LDAP Settings
From Lotus Domino, enable Directory Catalog and Directory Assistance. In the Directory Assistance
database, click Add Directory Assistance to create a new Assistance document. In the document, one
must enable the LDAP clients under Make this domain available to as follows:-
Screenshot 4: Lotus Domino LDAP Settings
In the server configuration one must edit the credentials under the configuration. Anonymous
authentication must be enabled so that GFI MailEssentials can access the Lotus Domino LDAP.
GFI MailEssentials
3 Installation | 32
Screenshot 5: Enable Anonymous Authentication
Lotus Domino Anti Spam Folder Configuration
1. From Lotus Notes Administrator, create a database with the normal MAIL85.NTF template, that is
used as the public folder. When the database is created, right click the database from the files section and select Access Control. Configure the user or group or server to have access on the database.
GFI MailEssentials
3 Installation | 33
Screenshot 6: Create a new database
2. Convert the database using the server console by typing:
load convert -e -h mail\public.nsf
Command should display the following results.
Screenshot 7: Load convert result
3. On completion, ensure that the database is accessible from IMAP service. From the Lotus Notes
Administrator, go to Configuration, and select the Files tab. Highlight the database of the public
folder, click Edit, select Copy as Link and click Application Link.
GFI MailEssentials
3 Installation | 34
Screenshot 8: Copy to the clipboard a link to the current application
4. From the configuration, go to Messaging Settings and select IMAP tab.
Screenshot 9: Include all public and other users’ folders when a folder list is requested
5. Select Public and Other Users’ Folders tab. Right click and paste on the Public Folders Database
Links and enable the Include all public and other users folders when a folder list is requested’.
6. Save and close the document.
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3 Installation | 35
Screenshot 10: New mail-in database
7. From the Lotus Notes Administrator, configure the folder for mail usage. Go to People and Groups
and select Mail-In Database. Create a new Mail-in Database and in the whole directory path enter
the full path (for example, Mail\public.nsf).
8. Save and close the document.
9. From the GFI MailEssentials web interface, expand AntiSpam and select AntiSpam Settings.
10. On the right hand pane, select Public Folder Scanning tab and enable Public Folder Scanning.
11. From the IMAP configuration section, enter the IMAP server (your Lotus Domino server, Port and
the credentials of the user to access the folder).
NOTE
The test button will not function.
12. Click Apply to save modifications.
GFI MailEssentials
3 Installation | 36
Screenshot 11: Enable Public Folder Scanning
13. From the registry , change values to use this function. From the registry select HKEY_LOCAL_
MACHINE\SOFTWARE\GFI\ME12\ATTENDANT\RPFOLDERS:5 and create the following Key String
Value as follows:
Name/Value
SharedNamespace Public Folders\\Public Folder
FolderDelimiter \\
3.3 Installation procedure
This section describes how to run the installation of GFI MailEssentials.
3.3.1 Important notes
1. If you are currently using a previous version of GFI MailEssentials, you can upgrade your current
installation while at the same time retaining all your existing configuration settings. Upgrade is not
reversible; you cannot downgrade to the previous version you had installed.For more information,
refer to Upgrading a previous version (page 45).
2. For information on how to upgrade to GFI MailEssentials from VIPRE Email Security for Exchange
refer to http://go.gfi.com/?pageid=ME_VPXUpgrade
3. If you are currently on SMA and you want to upgrade, access the GFI website customer area to
upgrade your current license key.
GFI MailEssentials
3 Installation | 37
NOTE
'Evaluation' is no longer accepted as a license key. Access the GFI website customer area to
upgrade your license key before starting the upgrade process.
4. Download the appropriate GFI MailEssentials build for your type of machine. Use GFI MailEssentials
32-bit (x86) setup for 32-bit systems and the 64-bit (x64) setup for 64-bit systems.
5. Before running installation wizard, ensure that:
You are logged on using an account with administrative privileges.
The machine where GFI MailEssentials is going to be installed, meets the specified system requirements. For more information, refer to System requirements (page 20).
Configure your firewall to allow GFI MailEssentials to connect to GFI servers. For more information, refer to Firewall port settings (page 22).
Disable third-party antivirus and backup software from scanning folders used by GFI MailEssentials.
For more information, refer to Antivirus and backup software (page 22).
If installing GFI MailEssentials on an email gateway or relay/perimeter server, configure that
machine to act as a gateway.For more information, refer to Installing on an email gateway or
relay/perimeter server (page 24).
Save any pending work and close all open applications on the machine.
6. GFI MailEssentials installation restarts Microsoft® Exchange or Microsoft IIS® SMTP services. This is
required to allow GFI MailEssentials components to register correctly. It is recommended to install
GFI MailEssentials at a time when restarting these services has the least impact on your network.
3.3.2 Running the installation wizard
1. Run the GFI MailEssentials setup program.
2. Select the language to use with this installation of GFI MailEssentials and click Install.
NOTE
Language selection is not reversible. You will need to reinstall GFI MailEssentials to change the
language selected at this stage.
3. Click Next in the Welcome page.
4. Select whether to check for newer versions/builds of GFI MailEssentials and click Next.
5. Read the license agreement and click I accept the terms in the license agreement if you accept
the terms and conditions. Click Next.
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3 Installation | 38
Screenshot 12: Specifying administrator's email address and license key
6. Key in the administrator’s email address in the Administrator Email and enter License Key. Click
Next.
NOTE
'Evaluation' is no longer accepted as a license key. Access the GFI website customer area to
upgrade your license key before starting the upgrade process.
7. Select the mode that GFI MailEssentials will use to retrieve the list of email users.
Option
Description
Yes, all email users are
available on Active Directory.
Rules will be based on Active
Directory users.
Active Directory mode
GFI MailEssentials will retrieve the list of users from Active Directory. Selecting this
option means that GFI MailEssentials is being installed behind your firewall and that it
has access to the Active Directory containing ALL your email users.
No, I do not have
Active Directory or my
network does not have access
to Active Directory (DMZ)
SMTP mode
Select this mode if you are installing GFI MailEssentials on a machine that does not
have access to the Active Directory containing the complete list of all your email
users. This includes machines on a DMZ or machines that are not part of the Active
Directory domain.
In this mode, GFI MailEssentials automatically populates the list of local users using
the sender’s email address in outbound emails. The list of users can also be managed
from the GFI MailEssentials General Settings node. For more information, refer to
Managing local users (page 236).
Click Next.
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3 Installation | 39
Screenshot 13: SMTP server and virtual directory details
8. In the Web Server Setup dialog, configure the following options:
NOTE
Default settings are typically correct for most installations.
Option
Description
The website to create the GFI MailEssentials virtual
directory
Select the website where you want to host the GFI MailEssentials virtual directories.
The GFI MailEssentials Configuration
virtual directory
Specify a name for the GFI MailEssentials virtual directory.
The GFI MailEssentials Quarantine
RSS feeds virtual directory
Specify a name for the GFI MailEssentials Quarantine RSS feeds virtual directory.
SMTP Server Setup
Select the SMTP Server that GFI MailEssentials binds to. By default, GFI MailEssentials binds to
your Default SMTP Virtual Server. If you have multiple SMTP virtual servers on your domain,
you can bind GFI MailEssentials to any available SMTP virtual server.
NOTES
1. If you are installing on a Microsoft® Exchange Server 2007/2010/2013 machine this option
is not shown since Microsoft® Exchange has its own built-in SMTP server.
2. After installation, you can still bind GFI MailEssentials to another SMTP virtual server
from the GFI MailEssentials Configuration. For more information, refer to SMTP Virtual
Server bindings (page 237).
Click Next.
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9. Select folder where to install GFI MailEssentials and click Next. When the installation is an
upgrade, GFI MailEssentials installs in the same location as the previous installation.
10. Click Install to start the installation process. If you are prompted to restart the SMTP services,
click Yes.
11. On completion, click Finish.
NOTE
For new installations, setup automatically launches the Post-Installation Wizard. For more
information, refer to Post-Installation Wizard (page 41).
3.3.3 Post-Installation Wizard
The post-installation wizard loads automatically after installing GFI MailEssentials the first time. It
enables configuration of the most important settings of GFI MailEssentials.
1. Click Next in the welcome page.
Screenshot 14: DNS Server settings
2. In the DNS Server dialog, select:
Option
Description
Use the same DNS server used
by this server
Select this option to use the same DNS server that is used by the operating system
where GFI MailEssentials is installed.
Use an alternate DNS server
Select this option to specify a custom DNS server IP address.
Click Test to test connection with the specified DNS server. If test is unsuccessful, specify another DNS
server. Click Next.
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Screenshot 15: Proxy settings
3. In the Proxy Settings dialog, specify how GFI MailEssentials connects to the Internet. If the server
connects through a proxy server click Configure proxy server… and specify proxy settings. Click Next.
Screenshot 16: Inbound email domains
4. In the Inbound email domains dialog specify all the domains to scan for viruses and spam. Any
local domains that are not specified in this list will not be scanned. Click Next.
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NOTE
When adding domains, select Obtain domain’s MX records and include in perimeter servers list
to retrieve the domain’s MX records and automatically add them to the perimeter SMTP servers
list (configured in the next step).
Screenshot 17: SMTP Server settings
5. In the SMTP Servers dialog specify how the server receives external emails. If emails are routed
through other servers before they are forwarded to GFI MailEssentials, add the IP address of the
other servers in the list. For more information about perimeter SMTP servers refer to: http://go.gfi.com/?pageid=ME_PerimeterServer. When using hosted email security products GFI MAX MailProtection, GFI MAX MailEdge or GFI MailEssentials Online, enable checkbox Emails are also filtered by….
For more information refer to: http://go.gfi.com/?pageid=ME_MAXMPME. Click Next.
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Screenshot 18: Selecting the default anti-spam action to use
6. In the Default anti-spam action dialog select the default action to be taken when emails are
detected as spam. This action applies to anti-spam filters only. Malware filters automatically quarantine blocked emails. For more information, refer to Email scanning and filtering engines (page 15).
NOTE
When installing on Microsoft® Exchange 2010 and the default action selected is Move to sub
folder in recipient's Exchange mailbox, a user with impersonation rights must be created. Select
whether to let GFI MailEssentials automatically create the user or manually specify the
credentials and click Set access rights to assign the required rights to the specified user. This user
must be dedicated to this feature only and the credentials must not be changed. For more
information refer to http://go.gfi.com/?pageid=ME_SpamExch2010.
Click Next.
7. When installing on Microsoft® Exchange Server 2007/2010, the list of Microsoft® Exchange server
roles detected and GFI MailEssentials components required is displayed. Click Next to install the
required GFI MailEssentials components.
8. Click Finish to finalize the installation.
GFI MailEssentials installation is now complete and the email protection system is up and running.
Next step: Optimize your protection system to ensure that it is effectively up and running. For more
information, refer to Post-Install actions (page 46).
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NOTE
To re-run the Post-Installation wizard, from command prompt, navigate to the GFI MailEssentials
installation folder and run the following command:
e2kwiz.exe clean
3.4 Upgrading a previous version
Upgrade to the latest version of GFI MailEssentials from GFI MailEssentials 12 and over, and/or
GFI MailSecurity 10.1 and over.
Important notes
1. Before upgrading to the latest version of GFI MailEssentials, ensure your system meets the minimum system requirements. For more information, refer to System requirements (page 20).
2. Upgrade is not reversible; you cannot downgrade to the previous version you had installed.
3.4.1 Upgrading from version 2012 or later
To upgrade GFI MailEssentials 2012 or later to the latest version, launch the latest installer on the
server where GFI MailEssentials is currently installed. After accepting the End User License
Agreement, installer detects existing installation and shows the previous version installation path.
Click Next to upgrade and Finish on completion.
A new license key is required when upgrading from a major version to another, for example,
upgrading from GFI MailEssentials 2012 to GFI MailEssentials 2014. Obtain your new key from the GFI
Customers Area.
Microsoft® Exchange 2007 & over
For upgrades on Microsoft® Exchange 2007 & over, the Post Installation wizard is displayed after the
installation. It displays the list of Microsoft® Exchange server roles detected and the GFI
MailEssentials components required. Click Next to install the required GFI MailEssentials components
and Finish to complete Post-Install wizard.
3.4.2 Upgrade from older versions
Information on how to upgrade to the latest version of GFI MailEssentials from:
GFI MailEssentials versions 12, 14, 2010
GFI MailSecurity versions 10.1 and 2011
GFI MailEssentials 2012 and 2014 introduced a number of changes over the functionality available in
the above versions. For more information, refer to the GFI MailEssentials Upgrade Guide. Major
changes include:
Anti-spam and anti-virus features are merged in one solution
A new web-based user interface
Difference in the anti-virus engines available
Reporting is integrated within the user interface
Other updates
Choose the environment that you are upgrading over:
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GFI MailEssentials versions 12, 14, 2010
GFI MailSecurity versions 10.1, 2011
Both GFI MailEssentials & GFI MailSecurity
Upgrading over GFI MailEssentials versions 12, 14, 2010
Anti-Spam and Anti-Phishing features are licensed on upgrade. The Anti-Virus and Anti-Malware
features are on a 30 day trial period.
Install GFI MailEssentials as if installing for the first time. For more information, refer to Installation
procedure (page 37).
For upgrades on Microsoft® Exchange 2007 & over, the Post Installation wizard is displayed after the
installation. It displays the list of Microsoft® Exchange server roles detected and the GFI
MailEssentials components required. Click Next to install the required GFI MailEssentials components
and Finish to complete Post-Install wizard.
Upgrading over GFI MailSecurity versions 10.1, 2011
Anti-Virus and Anti-Malware features are licensed on upgrade. The Anti-Spam and Anti-Phishing
features are on a 30 day trial period.
Install GFI MailEssentials as if installing for the first time. For more information, refer to Installation
procedure (page 37).
Following the installation, also complete the GFI MailEssentials Post Install Wizard. For more
information, refer to Post-Installation Wizard (page 41).
Upgrading over both GFI MailEssentials & GFI MailSecurity
When upgrading on a server that contains both GFI MailEssentials & GFI MailSecurity, all Anti-Virus,
Anti-Malware, Anti-Spam and Anti-Phishing features are licensed on upgrade.
Install GFI MailEssentials as if installing for the first time. For more information, refer to Installation
procedure (page 37).
For upgrades on Microsoft® Exchange 2007 & over, the Post Installation wizard is displayed after the
installation. It displays the list of Microsoft® Exchange server roles detected and the GFI
MailEssentials components required. Click Next to install the required GFI MailEssentials components
and Finish to complete Post-Install wizard.
3.5 Post-Install actions
To ensure GFI MailEssentials scanning and filtering system is effectively up and running, perform the
following post-install actions:
Action
Description
Add GFI MailEssentials
scanning engines to the
Windows DEP Exception
List.
Data Execution Prevention (DEP) is a set of hardware and software technologies that
perform memory checks to help prevent malicious code from running on a system.
If you installed GFI MailEssentials on an operating system that includes DEP, you will
need to add the GFI MailEssentials scanning engine (GFiScanM.exe) and the Kaspersky
Virus Scanning Engine (kavss.exe) executables.
NOTE
This is required only when installing on Microsoft® Windows Server 2003 SP 1 or SP 2.
For more information, refer to Add engines to the Windows DEP Exception List (page 47).
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Action
Description
Launch GFI MailEssentials
Configuration
Go to Start > Programs > GFI MailEssentials > GFI MailEssentials Configuration.
Enable Directory Harvesting
Directory harvesting attacks occur when spammers try to guess email addresses by
attaching well known usernames to your domain. The majority of the email addresses
are non-existent. This filter is enabled by default if GFI MailEssentials is installed in an
Active Directory Environment. For more information, refer to Directory Harvesting (page
114).
Enable Greylist
The Greylist filter temporarily blocks incoming emails received from unknown senders.
Legitimate mail systems typically try to send the email after a few minutes; spammers
simply ignore such error messages. This filter is not enabled by default. For more information, refer to Greylist (page 128).For more information, refer to Greylist (page 128).
Configure Whitelists
The Whitelist contains lists of criteria that identify legitimate email. Emails that match
these criteria are not scanned by anti-spam filters and are always delivered to the recipient. For more information, refer to Whitelist (page 139).
Test your installation
After configuring all post-install actions, GFI MailEssentials is ready to start protecting
and filtering your mail system from malicious and spam emails. Test your installation to
ensure that GFI MailEssentials is working properly.
For more information, refer to Test your installation (page 47).
3.5.1 Add engines to the Windows DEP Exception List
Data Execution Prevention (DEP) is a set of hardware and software technologies that perform memory
checks to help prevent malicious code from running on a system.
If you installed GFI MailEssentials on an operating system that includes DEP, you will need to add the
GFI MailEssentials scanning engine (GFiScanM.exe) and the Kaspersky Virus Scanning Engine
(kavss.exe) executables.
NOTE
This is required only when installing on Microsoft® Windows Server 2003 SP 1 or SP 2.
To add the GFI executables in the DEP exception list:
1. From Control Panel open the System applet.
2. From the Advanced tab, under the Performance area, click Settings.
3. Click Data Execution Prevention tab.
4. Click Turn on DEP for all programs and services except those I select.
5. Click Add and from the dialog box browse to: <GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity, and choose GFiScanM.exe.
6. Click Add and from the dialog box browse to: <GFI MailEssentials installation
path>\GFI\MailEssentials\AntiVirus\Kaspersky\, and choose kavss.exe.
7. Click Apply and OK to apply the changes.
8. Restart the GFI MailEssentials Autoupdater service and the GFI MailEssentials AV Scan Engine
services.
3.5.2 Test your installation
After configuring all post-install actions, GFI MailEssentials is ready to start protecting and filtering
your mail system from malicious and spam emails.
Ensure that GFI MailEssentials blocks unwanted emails. To do this, send inbound and outbound test
emails that are purposely composed in such a way that they are blocked by GFI MailEssentials.
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Step 1: Create a Content Filtering rule
1. Launch the GFI MailEssentials console.
2. Go to GFI MailEssentials > Content Filtering > Keyword Filtering node.
3. Click Add Rule….
Screenshot 19: Creating a test rule on Keyword filtering
4. In Rule name type Test Rule.
5. From the Subject tab, select Block emails if content is found matching these conditions
(message subject).
6. In Edit Condition type Threat test and click Add Condition.
7. From Actions tab, enable Block email and perform this action and select Quarantine email.
8. Click Apply to save the rule.
Step 2: Send an inbound test email
1. From an external email account, create a new email and type Threat test as the subject.
2. Send the email to one of your internal email accounts.
Step 3: Send an outbound test email
1. From an internal email account, create a new email and type Threat test as the subject.
2. Send the email to an external email account.
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Step 4: Confirm that test emails are blocked
Verify that both inbound and outbound test emails are blocked and quarantined. To do this:
1. From GFI MailEssentials, go to GFI MailEssentials Configuration > Quarantine > Today.
2. Ensure that both inbound and outbound test emails are listed in Malware and Content tab, reason
being: Triggered rule "Test rule".
Screenshot 20: Test email blocked by Test rule
NOTE
When test is completed successfully, delete or disable Test rule created in step 1.
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4 Monitoring status
GFI MailEssentials enables monitoring of your email activity in real time or by generating reports of
email activity for a particular time period.
Monitoring
module
Description
Dashboard
The GFI MailEssentialsDashboard provides real time information that enables you to monitor the product.
To access the Dashboard, go to GFI MailEssentials > Dashboard. This includes:
Important statistical information about blocked emails. For more information, refer to Status and statistics (page 51).
Status of GFI MailEssentials services. For more information, refer to Services (page 52).
Graphical presentation of email activity. For more information, refer to Charts (page 53).
List of emails processed. For more information, refer to Email processing logs (page 54).
Status of software updates. For more information, refer to Antivirus and anti-spam engine updates
(page 56).
Log of POP2Exchange activities. For more information, refer to POP2Exchange activity (page 57).
Reports
GFI MailEssentials enables you to create reports based on data logged to database.
To access Reporting, go to GFI MailEssentials > Reporting.
Enabling reporting - For more information, refer to Enabling/Disabling reporting (page 57).
Configure reporting database - For more information, refer to Configuring reporting database (page
63).
Generate reports - For more information, refer to Generating a report (page 57).
Create custom reports - For more information, refer to Custom reports (page 61).
Search the reporting database - For more information, refer to Searching the reporting database
(page 62).
4.1 Dashboard
The GFI MailEssentialsDashboard provides real time information that enables you to monitor the
product. To access the Dashboard, go to GFI MailEssentials > Dashboard. This includes:
Important statistical information about blocked emails. For more information, refer to Status and
statistics (page 51).
Status of GFI MailEssentials services. For more information, refer to Services (page 52).
Graphical presentation of email activity. For more information, refer to Charts (page 53).
List of emails processed. For more information, refer to Email processing logs (page 54).
Status of software updates. For more information, refer to Antivirus and anti-spam engine
updates (page 56).
Log of POP2Exchange activities. For more information, refer to POP2Exchange activity (page 57).
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4.1.1 Status and statistics
Screenshot 21: The GFI MailEssentials Dashboard
To open the Dashboard, go to GFI MailEssentials > Dashboard. This page displays statistics, status of
services and a graphical presentation of email activity. More details on these sections are provided
below.
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Services
Screenshot 22: The GFI MailEssentials Services
The Services area displays the status of GFI MailEssentials services.
- Indicates that the service is started. Click this icon to stop service.
- Indicates that the service is stopped. Click this icon to start a stopped service.
You can also start or stop services from the Microsoft® Windows Services console. To launch the
Services console, go to Start > Run, type services.msc and click OK.
Quarantine Statistics
Screenshot 23: Quarantine statistics
The Quarantine Statistics area displays the following statistical information:
Statistic title
Description
Quarantined Malware
Emails
Number of emails blocked by Email Security and Content Filtering engines, and stored in the
Malware Quarantine Store.
Malware Quarantine
Size
Size on disk of the Malware Quarantine Store database.
Quarantined Spam
Emails
Number of emails blocked by anti-spam engines and stored in the Spam Quarantine Store.
Spam Quarantine Size
Size on disk of the Spam Quarantine Store database.
Free disk space
Free space on the disk where quarantine stores are saved.
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Charts
Screenshot 24: Dashboard charts
The Charts area displays graphical information about emails processed by GFI MailEssentials. Select
the time period from the drop-down list to display information for that period in the charts.
Area
Description
View charts for
Enables you to select a period for which to view charts. Available options are:
Last 6 hours
Last 24 hours
Last 48 hours
Last 7 days
Email scanning
timeline (time graph)
Shows a time graph in intervals for the time period selected. The graph shows the number of
processed, legitimate, malware, content filtering and spam emails.
Scan statistics (pie
chart)
A graphical distribution of the total number of safe, quarantined and failed emails for the time
period selected.
Legend
The legend shows the color used in graphs and the count of each category.
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4.1.2 Email processing logs
Screenshot 25: Email processing logs
From GFI MailEssentials Configuration, you can monitor all processed emails in real time. Navigate to
GFI MailEssentials > Dashboard and select the Logs tab to display the list of processed emails. The
following details are displayed for each email processed:
Date/Time
Sender
Recipient(s)
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Subject
Scan Result - shows the action taken on the email.
Action
Description
OK
Email is not blocked by GFI MailEssentials, and is delivered to its intended recipients.
Quarantined
Email is blocked by an engine or a filter that has the action set to Quarantine. Click Quarantine to review
the email.
NOTE
The email cannot be previewed in quarantine if it was manually deleted from quarantine.
Blocked
Email is blocked by an engine or filter. Action taken is as configured for that particular engine.
Deleted
Email is blocked by an engine or filter with the action set to delete detected emails.
Failed
Email that could not be scanned by GFI MailEssentials. Email is moved to one of the following folder:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\FailedMails\
<GFI MailEssentials installation path>\GFI\MailEssentials\AntiSpam\FailedMails\
For more information, refer to Failed emails (page 245).
Filtering the email processing logs
Screenshot 26: Email processing logs filter
Filtering the email processing logs simplifies the reviewing process by providing the possibility to find
particular emails. From the Filter area, specify any of the following criteria:
Filter
Description
Sender
Specify the full or part of an email address to display only the emails sent by matching senders.
Recipient
Specify the full or part of an email address to display only the emails sent to matching recipients.
Subject
Specify the full or part of an email subject to display only the emails with a matching subject.
Scan result
From the drop-down list, select whether to display only emails with a particular scan result (for example,
quarantined emails only)
From & To
Specify a date and time range to display emails processed during that particular period.
NOTE
Click Clear Filters to remove specified filters and to show all email logs.
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4.1.3 Antivirus and anti-spam engine updates
Screenshot 27: Virus scanning engines updates
The updates of antivirus and antispam scanning engines can be monitored from a central page. Go to
GFI MailEssentials > Dashboard and select the Updates tab to review the status and dates when
scanning engines were last updated.
Click Update all engines to check for, and download, all updates.
The updates are checked for, and downloaded, as configured in the engines' configuration pages. Go
to the configuration page of each engine and navigate to the Updates tab to configure update
settings.
NOTE
Updates for each engine are checked for and downloaded sequentially (one engine update at a
time).
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4.1.4 POP2Exchange activity
Screenshot 28: POP2Exchange log
From GFI MailEssentials, you can monitor the activity of POP2Exchange in real time. Navigate to GFI
MailEssentials > Dashboard and select the POP2Exchange tab.
NOTE
For more information, refer to POP2Exchange - Download emails from POP3 server (page 248).
4.2 Reports
GFI MailEssentials enables you to create reports based on data logged to database.
To access Reporting, go to GFI MailEssentials > Reporting.
Enabling reporting - For more information, refer to Enabling/Disabling reporting (page 57).
Configure reporting database - For more information, refer to Configuring reporting database
(page 63).
Generate reports - For more information, refer to Generating a report (page 57).
Create custom reports - For more information, refer to Custom reports (page 61).
Search the reporting database - For more information, refer to Searching the reporting database
(page 62).
4.2.1 Enabling/Disabling reporting
By default, Reporting is enabled and email activity data is logged to a Microsoft® Access database
located in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\data\reports.mdb.
Go to Reporting > Settings node and check or uncheck Enable Reporting to enable or disable
reporting respectively.
4.2.2 Generating a report
1. From GFI MailEssentials configuration, go to GFI MailEssentials > Reporting > Reports.
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Screenshot 29: Creating a report
2. From the Report List tab, configure the following report options:
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Option
Description
Report type
Select the type of report to generate:
Emails Blocked - shows total emails blocked by anti-spam and anti-malware filters for each
email direction (Inbound, Outbound and Internal) out of all emails processed.
Emails Blocked Graph - graphically shows total emails blocked by anti-spam and anti-malware filters for each email direction (Inbound, Outbound and Internal) out of all emails processed.
Email Direction Chart - graphically shows total emails processed for each email direction Inbound, Outbound and Internal.
Email Direction - shows total emails processed for each email direction - Inbound, Outbound and
Internal.
User Report - shows the number of blocked and allowed emails for each email address.
Spam Filter - shows the total number of emails blocked by each anti-spam filter.
Spam Filter Graph - graphically shows the total number of emails blocked by each anti-spam filter.
Click View Report Preview to preview how report looks like.
Date filtering
Select report date range. When selecting Custom date range, specify the period to display data for,
from the Custom From and Custom To calendar controls.
Email directions
filtering
Select a particular email direction to display data for or select All email directions (inbound, outbound, internal) to display data for all directions.
Email address
filtering
Key in an email address to display report information for that particular email address only.
Report Grouping
Specify how to group data. Available options are:
Group by Day
Group by Week
Group by Month
Group by Year
3. Click Generate to build and display the report or Save as Custom to save report settings for reuse
at a later time.
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Screenshot 30: Emails blocked graph report
Report functions
Use the report top toolbar to do the following functions:
Function
Icon
Description
Print
Click to print report.
Print current
page
Click to print the page that is currently displayed.
Navigate
Use this toolbar to navigate through report pages.
Save
Select format to save report in and click Save. Specify
location where to save report.
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4.2.3 Custom reports
Custom reports enable you to save specific report parameters (for example, a report type for a
specific time/date period) and to have it generated on a schedule. Use this feature to automate
report generation.
Configuring custom reports
1. From GFI MailEssentials configuration, go to GFI MailEssentials > Reporting > Reports.
2. Select Custom Reports tab and click New.
3. Configure the following options:
Option
Description
Report type
Select the type of report to generate:
Emails Blocked - shows total emails blocked by anti-spam and anti-malware filters for each
email direction (Inbound, Outbound and Internal) out of all emails processed.
Emails Blocked Graph - graphically shows total emails blocked by anti-spam and anti-malware filters for each email direction (Inbound, Outbound and Internal) out of all emails processed.
Email Direction Chart - graphically shows total emails processed for each email direction Inbound, Outbound and Internal.
Email Direction - shows total emails processed for each email direction - Inbound, Outbound and
Internal.
User Report - shows the number of blocked and allowed emails for each email address.
Spam Filter - shows the total number of emails blocked by each anti-spam filter.
Spam Filter Graph - graphically shows the total number of emails blocked by each anti-spam filter.
Click View Report Preview to preview how report looks like.
Date filtering
Select report date range. When selecting Custom date range, specify the period to display data for,
from the Custom From and Custom To calendar controls.
Email directions
filtering
Select a particular email direction to display data for or select All email directions (inbound, outbound, internal) to display data for all directions.
Email address
filtering
Key in an email address to display report information for that particular email address only.
Report Grouping
Specify how to group data. Available options are:
Group by Day
Group by Week
Group by Month
Group by Year
4. Optionally, enable Send every checkbox and configure a date/time combination to have the
report generate at a specific date and time . Click Add Rule to save report generation time.
NOTE:
To delete a rule, select an existing report generation time and click Delete.
5. Select whether to send report by email or save it to disk. To send report by email, select Send by
email and provide the email address to where the email is sent. To save report to disk, select Save
to Disk, provide a location where file will be saved the format of the file.
6. Click Save to save newly created report.
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4.2.4 Generating custom reports
To generate a custom report:
1. From GFI MailEssentials configuration, go to GFI MailEssentials > Reporting > Reports.
2. From the Custom Reports tab, select a report to generate.
3. Click Generate.
4.2.5 Deleting custom reports
To delete a custom report:
1. From GFI MailEssentials configuration, go to GFI MailEssentials > Reporting > Reports.
2. From the Custom Reports tab, select a report to delete.
3. Click Delete.
4.2.6 Searching the reporting database
GFI MailEssentials stores some properties of all emails processed in the reporting database. GFI
MailEssentials enables you to search the reporting database, to find processed emails. To search the
reporting database:
1. From GFI MailEssentials Configuration, go to GFI MailEssentials > Reporting > Search.
Screenshot 31: Searching the reporting database
2. Specify search criteria:
Search criteria
Description
Start date & End
date
Select date range to filter emails from that period. Click Search.
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Search criteria
Description
User
Filter email address results. Key in number and click
to specify conditions.
Total emails
Filter users by the amount of emails processed. Key in number and click
conditions.
to specify
3. The list of matching users is displayed. Click an email address to view detailed report of emails
processed for that email address.
Screenshot 32: Reports database search results
4. (Optional) From the report, filter the data by email direction, sender, receiver or subject.
5. To export the report to another format, select format and click Export.
4.2.7 Configuring reporting database
By default, GFI MailEssentials uses a Microsoft® Access database reports.mdb located in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\data\
You can also use a Microsoft® SQL Server database for reports.
Configuring a Microsoft® Access database backend
Configuring a Microsoft® SQL Server database backend
Configuring database auto-purging
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Configuring a Microsoft® Access database backend
Screenshot 33: Configuring a Microsoft® Access database backend
1. Navigate to Reporting > Settings.
2. Select MS Access.
3. Key in the complete path including file name (and .mdb extension) of the database file. If you only
specify a file name, the database file is created in the following default path:
<GFI MailEssentials installation path>\GFI\MailEssentials\data\
4. Click Apply.
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Configuring a Microsoft® SQL Server database backend
1. Create a new database in Microsoft® SQL Server.
NOTE
It is recommended to create a dedicated user/login in Microsoft® SQL Server for GFI MailEssentials
and assign it the database owner role.
NOTE
For information how to create a new database in Microsoft® SQL Server refer to
http://go.gfi.com/?pageid=ME_newSQLdb.
2. Navigate to Reporting > Settings.
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Screenshot 34: Configuring SQL Server Database backend
3. Select SQL Server.
4. Select Detected server and select the automatically detected SQL Server from the list. If the
server is not detected, select Manually specified server and key in the IP address or server name of
the Microsoft® SQL Server.
5. Key in the credentials with permissions to read/write to the database.
6. Click Get Database List to extract the list of databases from the server.
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7. From the Database list, select the database created for GFI MailEssentials Reporting.
8. Click Apply.
Configuring database auto-purging
You can configure GFI MailEssentials to automatically delete (auto-purge) records from the database
that are older than a particular period. To enable auto-purging:
1. Navigate to Reporting > Settings and select Auto-purge tab.
2. Select Enable Auto-Purging and specify how long items in database should be stored in months .
NOTE
Auto-purging is applied only to the current database configured in the Reporting tab.
3. Click Apply.
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5 User Actions
GFI MailEssentials uses Active Directory groups to determine what is displayed to logged in users when
they login GFI MailEssentials. If the currently logged in user is part of the Administrators group, then
GFI MailEssentials loads with all the configuration options that enable setting up GFI MailEssentials. If
the currently logged in user is part of the users group, then GFI MailEssentials loads with only a
limited number of options that enable the currently logged on user to administer his/her own
quarantine and the personal whitelist/blocklists. The url used to login GFI MailEssentials is always the
same one, regardless of whether the currently logged on user is part of the administrator or user
Active Directory group.
This topic explains what users can do when they login using a user (non Active Directory
Administrator) account.
NOTE:
User actions are only available if GFI MailEssentials is configured to use IIS mode. For more
information, refer to User interface mode (page 241).
Topics in this chapter:
5.1 Personal Whitelist and Blocklist
68
5.2 Quarantine Search
70
5.1 Personal Whitelist and Blocklist
The Personal Whitelist and Blocklist feature enables users to configure a complimentary list of
whitelisted and blocklisted email addresses, over and above the list set up by the systems
administrator. To configure a Personal Whitelist/Blocklist:
1. Logon GFI MailEssentials using a user Active Directory or user logon credentials.
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Screenshot 35: GFI MailEssentials logged on as a user
2. Select Personal Whitelist\Blocklist.
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Screenshot 36: Personal Whitelist\Blocklist
3. To create a Personal Whitelist, select Personal Whitelist tab; for personal blocklists, select Personal Blocklist tab.
4. Key in the email address to whitelist/block and click Add. To update an existing entry, select the
email address, perform any required changes and click Update. To delete an exiting entry, select an
entry and click Delete.
NOTE
You can also export and import lists. Click Export to export the current list of Whitelisted or
Blocklisted emails. To import previously exported lists, click Choose File, select the exported file
list and click Import.
5.2 Quarantine Search
The Quarantine Store is accessible from the GFI MailEssentials interface and allows management of
quarantined emails. When logged in as a user, GFI MailEssentials provides the facility of searching and
viewing through quarantined emails for the currently logged on user. Users can then approve or
delete emails in quarantine.
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5.2.1 Using the Quarantine Search
1. Logon GFI MailEssentials using a user Active Directory or user logon credentials.
Screenshot 37: GFI MailEssentials logged on as a user
2. Select Quarantine Search.
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Screenshot 38: Quarantine Search
3. Specify the required search criteria.
SEARCH CRITERIA
DESCRIPTION
Date:
Select the date range when the email was quarantined. Available date ranges are:
Any date/time
Since yesterday
Last 7 days
Last 30 days
Custom date range
Search by sender
Specify a sender who sent the email that was quarantined.
Search for text in subject
Specify the text to search for within quarantined email subject.
Search by anti-spam filter
Select the filter that identified the email as spam.
4. Click Search.
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Screenshot 39: Quarantine Search Results
5. Select one or more quarantined emails and click Approve to approve an email in mailbox and have
it delivered to the currently logged on user's email. Alternatively click Delete to permanently delete
an email from Quarantine.
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6 Email Security
The security filters of GFI MailEssentials offer protection against virus-infected and other malicious
emails.
Topics in this chapter:
6.1 Virus Scanning Engines
74
6.2 Information Store Protection
95
6.3 Trojan and Executable Scanner
98
6.4 Email Exploit Engine
101
6.5 HTML Sanitizer
104
6.1 Virus Scanning Engines
GFI MailEssentials uses multiple antivirus engines to scan inbound, outbound and internal emails for
the presence of viruses. GFI MailEssentials ships with Vipre and BitDefender Virus Scanning Engines.
You can also acquire a license for Norman, Kaspersky & McAfee.
This chapter describes how to configure Virus Scanning Engines, updates, actions and the scanning
sequence.
6.1.1 Vipre
1. Go to Email Security > Virus Scanning Engines > Vipre.
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Screenshot 40: Vipre configuration
2. Select Enable Gateway Scanning (SMTP) check box, to scan emails using this Virus Scanning
Engine.
3. Select whether to scan inbound and/or outbound emails using this Virus Scanning Engine.
Option
Description
Scan inbound SMTP email
Select this option to scan incoming emails
Scan outbound SMTP email
Select this option to scan outgoing emails
4. If you installed GFI MailEssentials on a Microsoft® Exchange machine, you will also have the option
to scan internal emails and the Information Store. Select Scan Internal and Information Store Items.
NOTE
To use the Information Store Virus Scanning feature, you must enable the option from
Information Store Protection node. For more information, refer to Information Store Protection
(page 95).
NOTE
In this page you can also review the antivirus engine licensing and version information.
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Screenshot 41: Virus scanning engine actions
5. From Actions tab, choose the action to take when an email is blocked:
Action
Description
Quarantine email
Stores all infected emails detected by the selected Virus Scanning Engine in the Quarantine
Store. You can subsequently review (approve/delete) all the quarantined emails. For more
information, refer to Quarantine (page 201).
Delete email
Deletes infected emails.
Send a sanitized copy
of the original email
to recipient(s)
Choose whether to send a sanitized copy of the blocked email to the recipients.
6. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
7. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
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<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
Screenshot 42: Virus scanning engine updates
8. From Updates tab, select Automatically check for updates to enable automatic updating of the
AV files for the selected engine.
9. From Downloading option list, select one of the following options:
Option
Description
Only check for
updates
Select this option if you want GFI MailEssentials to just check for and notify the administrator when
updates are available for this engine. This option will NOT download the available updates automatically.
Check for
updates and
download
Select this option if you want GFI MailEssentials to check for and automatically download any updates
available for this engine.
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10. Specify how often you want GFI MailEssentials to check/download updates for this engine, by
specifying an interval value in hours.
11. From Update options area, select Enable email notifications upon successful updates to send
an email notification to the administrator whenever the engine updates successfully.
NOTE
An email notification is always sent when an update fails.
12. To check for and download updates immediately, click Download updates.
13. Click Apply.
6.1.2 BitDefender
1. Go to Email Security > Virus Scanning Engines > BitDefender.
Screenshot 43: BitDefender configuration
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2. Select Enable Gateway Scanning (SMTP) check box, to scan emails using this Virus Scanning
Engine.
3. Select whether to scan inbound and/or outbound emails using this Virus Scanning Engine.
Option
Description
Scan inbound SMTP email
Select this option to scan incoming emails
Scan outbound SMTP email
Select this option to scan outgoing emails
4. If you installed GFI MailEssentials on a Microsoft® Exchange machine, you will also have the option
to scan internal emails and the Information Store. Select Scan Internal and Information Store Items.
NOTE
To use the Information Store Virus Scanning feature, you must enable the option from
Information Store Protection node. For more information, refer to Information Store Protection
(page 95).
NOTE
In this page you can also review the antivirus engine licensing and version information.
5. BitDefender can also be used to block emails with attachments that contain macros. Enable this
feature from the Macro Checking area by selecting Block all documents containing macros.
NOTE
IF Macro Checking is disabled, GFI MailEssentials still scans for and blocks Macro Viruses.
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Screenshot 44: Virus scanning engine actions
6. From Actions tab, choose the action to take when an email is blocked:
Action
Description
Quarantine email
Stores all infected emails detected by the selected Virus Scanning Engine in the Quarantine
Store. You can subsequently review (approve/delete) all the quarantined emails. For more
information, refer to Quarantine (page 201).
Delete email
Deletes infected emails.
Send a sanitized copy
of the original email
to recipient(s)
Choose whether to send a sanitized copy of the blocked email to the recipients.
7. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
8. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
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<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
Screenshot 45: Virus scanning engine updates
9. From Updates tab, select Automatically check for updates to enable automatic updating of the
AV files for the selected engine.
10. From Downloading option list, select one of the following options:
Option
Description
Only check for
updates
Select this option if you want GFI MailEssentials to just check for and notify the administrator when
updates are available for this engine. This option will NOT download the available updates automatically.
Check for
updates and
download
Select this option if you want GFI MailEssentials to check for and automatically download any updates
available for this engine.
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11. Specify how often you want GFI MailEssentials to check/download updates for this engine, by
specifying an interval value in hours.
12. From Update options area, select Enable email notifications upon successful updates to send
an email notification to the administrator whenever the engine updates successfully.
NOTE
An email notification is always sent when an update fails.
13. To check for and download updates immediately, click Download updates.
14. Click Apply.
6.1.3 Kaspersky
1. Go to Email Security > Virus Scanning Engines > Kaspersky.
Screenshot 46: Kaspersky configuration
2. Select Enable Gateway Scanning (SMTP) check box, to scan emails using this Virus Scanning
Engine.
3. Select whether to scan inbound and/or outbound emails using this Virus Scanning Engine.
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Option
Description
Scan inbound SMTP email
Select this option to scan incoming emails
Scan outbound SMTP email
Select this option to scan outgoing emails
4. If you installed GFI MailEssentials on a Microsoft® Exchange machine, you will also have the option
to scan internal emails and the Information Store. Select Scan Internal and Information Store Items.
NOTE
To use the Information Store Virus Scanning feature, you must enable the option from
Information Store Protection node. For more information, refer to Information Store Protection
(page 95).
NOTE
In this page you can also review the antivirus engine licensing and version information.
Screenshot 47: Virus scanning engine actions
5. From Actions tab, choose the action to take when an email is blocked:
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Action
Description
Quarantine email
Stores all infected emails detected by the selected Virus Scanning Engine in the Quarantine
Store. You can subsequently review (approve/delete) all the quarantined emails. For more
information, refer to Quarantine (page 201).
Delete email
Deletes infected emails.
Send a sanitized copy
of the original email
to recipient(s)
Choose whether to send a sanitized copy of the blocked email to the recipients.
6. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
7. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
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Screenshot 48: Virus scanning engine updates
8. From Updates tab, select Automatically check for updates to enable automatic updating of the
AV files for the selected engine.
9. From Downloading option list, select one of the following options:
Option
Description
Only check for
updates
Select this option if you want GFI MailEssentials to just check for and notify the administrator when
updates are available for this engine. This option will NOT download the available updates automatically.
Check for
updates and
download
Select this option if you want GFI MailEssentials to check for and automatically download any updates
available for this engine.
10. Specify how often you want GFI MailEssentials to check/download updates for this engine, by
specifying an interval value in hours.
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11. From Update options area, select Enable email notifications upon successful updates to send
an email notification to the administrator whenever the engine updates successfully.
NOTE
An email notification is always sent when an update fails.
12. To check for and download updates immediately, click Download updates.
13. Click Apply.
6.1.4 Norman
1. Go to Email Security > Virus Scanning Engines > Norman.
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Screenshot 49: Norman configuration
2. Select Enable Gateway Scanning (SMTP) check box, to scan emails using this Virus Scanning
Engine.
3. Select whether to scan inbound and/or outbound emails using this Virus Scanning Engine.
Option
Description
Scan inbound SMTP email
Select this option to scan incoming emails
Scan outbound SMTP email
Select this option to scan outgoing emails
4. If you installed GFI MailEssentials on a Microsoft® Exchange machine, you will also have the option
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to scan internal emails and the Information Store. Select Scan Internal and Information Store Items.
NOTE
To use the Information Store Virus Scanning feature, you must enable the option from
Information Store Protection node. For more information, refer to Information Store Protection
(page 95).
NOTE
In this page you can also review the antivirus engine licensing and version information.
5. Select Enable Sandbox to use the Norman Antivirus Sandbox feature. This executes email attachments in a virtual environment and monitors all actions and effects on a system. If an attachment
exhibits viral behavior, email is marked as malicious and all appropriate actions are taken.
NOTE
Since this check is executed in a controlled virtual environment, it does not pose any threats to
the machine or network where GFI MailEssentials is installed.
Screenshot 50: Virus scanning engine actions
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6. From Actions tab, choose the action to take when an email is blocked:
Action
Description
Quarantine email
Stores all infected emails detected by the selected Virus Scanning Engine in the Quarantine
Store. You can subsequently review (approve/delete) all the quarantined emails. For more
information, refer to Quarantine (page 201).
Delete email
Deletes infected emails.
Send a sanitized copy
of the original email
to recipient(s)
Choose whether to send a sanitized copy of the blocked email to the recipients.
7. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
8. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
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Screenshot 51: Virus scanning engine updates
9. From Updates tab, select Automatically check for updates to enable automatic updating of the
AV files for the selected engine.
10. From Downloading option list, select one of the following options:
Option
Description
Only check for
updates
Select this option if you want GFI MailEssentials to just check for and notify the administrator when
updates are available for this engine. This option will NOT download the available updates automatically.
Check for
updates and
download
Select this option if you want GFI MailEssentials to check for and automatically download any updates
available for this engine.
11. Specify how often you want GFI MailEssentials to check/download updates for this engine, by
specifying an interval value in hours.
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12. From Update options area, select Enable email notifications upon successful updates to send
an email notification to the administrator whenever the engine updates successfully.
NOTE
An email notification is always sent when an update fails.
13. To check for and download updates immediately, click Download updates.
14. Click Apply.
6.1.5 McAfee
1. Go to Email Security > Virus Scanning Engines > McAfee.
Screenshot 52: McAfee configuration
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2. Select Enable Gateway Scanning (SMTP) check box, to scan emails using this Virus Scanning
Engine.
3. Select whether to scan inbound and/or outbound emails using this Virus Scanning Engine.
Option
Description
Scan inbound SMTP email
Select this option to scan incoming emails
Scan outbound SMTP email
Select this option to scan outgoing emails
4. If you installed GFI MailEssentials on a Microsoft® Exchange machine, you will also have the option
to scan internal emails and the Information Store. Select Scan Internal and Information Store Items.
NOTE
To use the Information Store Virus Scanning feature, you must enable the option from
Information Store Protection node. For more information, refer to Information Store Protection
(page 95).
NOTE
In this page you can also review the antivirus engine licensing and version information.
5. McAfee Antivirus can also be used to block emails with attachments that contain macros. Enable
this feature from the Macro Checking area by selecting Block all documents containing macros.
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Screenshot 53: Virus scanning engine actions
6. From Actions tab, choose the action to take when an email is blocked:
Action
Description
Quarantine email
Stores all infected emails detected by the selected Virus Scanning Engine in the Quarantine
Store. You can subsequently review (approve/delete) all the quarantined emails. For more
information, refer to Quarantine (page 201).
Delete email
Deletes infected emails.
Send a sanitized copy
of the original email
to recipient(s)
Choose whether to send a sanitized copy of the blocked email to the recipients.
7. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
8. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
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<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
Screenshot 54: Virus scanning engine updates
9. From Updates tab, select Automatically check for updates to enable automatic updating of the
AV files for the selected engine.
10. From Downloading option list, select one of the following options:
Option
Description
Only check for
updates
Select this option if you want GFI MailEssentials to just check for and notify the administrator when
updates are available for this engine. This option will NOT download the available updates automatically.
Check for
updates and
download
Select this option if you want GFI MailEssentials to check for and automatically download any updates
available for this engine.
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11. Specify how often you want GFI MailEssentials to check/download updates for this engine, by
specifying an interval value in hours.
12. From Update options area, select Enable email notifications upon successful updates to send
an email notification to the administrator whenever the engine updates successfully.
NOTE
An email notification is always sent when an update fails.
13. To check for and download updates immediately, click Download updates.
14. Click Apply.
6.2 Information Store Protection
When GFI MailEssentials is installed on the Microsoft® Exchange server machine, Information Store
Protection allows you to use the Virus Scanning Engines to scan the Microsoft® Exchange Information
Store for viruses.
NOTE
When GFI MailEssentials is installed on a Microsoft® Exchange Server 2007/2010 machine,
Information Store Protection is available only when both the Mailbox Server Role and Hub
Transport Server Role are installed.
NOTE
Information Store Protection (VSAPI) is not supported on Microsoft® Exchange Server 2013
because VSAPI was removed from Microsoft® Exchange Server 2013 by Microsoft.
This section will show you how to enable Information Store Scanning and select the scan method used
by VSAPI (Virus Scanning API).
6.2.1 Information Store Scanning
1. Go to Email Security > Information Store Protection.
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Screenshot 55: Information Store Protection node
2. From Information Store Virus Scanning tab, select Enable Information Store Virus Scanning.
3. Click Apply.
The status of the Virus Scanning Engines used to scan the Information Store is displayed in the table.
You can also disable a particular antivirus engine from Information Store Scanning. Navigate to the
Virus Scanning Engines page, select the antivirus engine and disable Scan Internal and Information
Store Items.
6.2.2 VSAPI Settings
The method used by GFI MailEssentials to access emails and attachments in the Microsoft® Exchange
Information Store is VSAPI (Virus Scanning Application Programming Interface). GFI MailEssentials
allows you to specify the method to use when scanning the Information Store.
1. Go to Email Security > Information Store Protection.
2. Select VSAPI Settings tab
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Screenshot 56: VSAPI Settings
3. (Optional) Select Enable background scanning to run Information Store Scanning in the background.
WARNING
Background scanning causes all the contents of the Information Store to be scanned. This can
result in a high processing load on the Microsoft® Exchange server depending on the amount of
items stored in the Information Store. It is recommended to enable this option only during periods
of low server activity such as during the night.
4. Select a VSAPI scan method:
Scan
Method
Description
Onaccess
scanning
New items in the Information Store are scanned as soon as they are accessed by the email client. This introduces a short delay before the email client displays the contents of a new message.
Pro-active scanning
New items added to the Information Store are added to a queue for scanning. This is the default and
recommended mode of operation, since in general the delay associated with on-access scanning is avoided.
NOTE
In the event that an email client tries to access an item that is still in the queue, it will be allocated a
higher scanning priority so that it is scanned immediately.
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5. Click Apply.
6.3 Trojan and Executable Scanner
The Trojan and Executable Scanner analyzes and determines the function of executable files
attached to emails. This scanner can subsequently quarantine any executables that perform
suspicious activities (such as Trojans).
How does the Trojan & Executable Scanner work?
GFI MailEssentials rates the risk-level of an executable file by decompiling the executable, and
detecting in real-time what the executable might do. Subsequently, it compares capabilities of the
executable to a database of malicious actions and rates the risk level of the file. With the Trojan &
Executable scanner, you can detect and block potentially dangerous, unknown or one-off Trojans
before they compromise your network.
6.3.1 Configuring the Trojan & Executable Scanner
1. Go to Email Security > Trojan & Executable Scanner.
Screenshot 57: Trojan and Executable Scanner: General Tab
2. Select Enable Trojan & Executable Scanner to activate this filter.
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3. In Email checking area, specify the emails to check for Trojans and other malicious executables by
selecting:
Option
Description
Check inbound emails
Scan incoming emails for Trojans and malicious executable files.
Check outbound emails
Scan outgoing emails for Trojans and malicious executable files.
4. From the Security settings area, choose the required level of security:
Security
Level
Description
High Secur- Blocks all executables that contain any known malicious signatures
ity
Medium
Security
Blocks suspicious executables. Emails are blocked if an executable contains one high-risk signature or a
combination of high-risk and low-risk signatures.
Low Security
Blocks only malicious executables. Emails are blocked if an executable contains at least one high-risk signature.
5. From Actions tab, configure the actions you want GFI MailEssentials to take on emails containing a
malicious executable.
NOTE
Emails blocked by the Trojan & Executable Scanner are always quarantined.
NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
6. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
7. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
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Screenshot 58: Virus scanning engine updates
8. From Updates tab, select Automatically check for updates to enable automatic updating of the
AV files for the selected engine.
9. From Downloading option list, select one of the following options:
Option
Description
Only check for
updates
Select this option if you want GFI MailEssentials to just check for and notify the administrator when
updates are available for this engine. This option will NOT download the available updates automatically.
Check for
updates and
download
Select this option if you want GFI MailEssentials to check for and automatically download any updates
available for this engine.
10. Specify how often you want GFI MailEssentials to check/download updates for this engine, by
specifying an interval value in hours.
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11. From Update options area, select Enable email notifications upon successful updates to send
an email notification to the administrator whenever the engine updates successfully.
NOTE
An email notification is always sent when an update fails.
12. To check for and download updates immediately, click Download updates.
13. Click Apply.
6.4 Email Exploit Engine
The Email Exploit Engine blocks exploits embedded in an email that can execute on the recipient’s
machine either when the user receives or opens the email. An exploit uses known vulnerabilities in
applications or operating systems to compromise the security of a system. For example, execute a
program or command, or install a backdoor.
6.4.1 Configuring the Email Exploit Engine
1. Go to Email Security > Email Exploit Engine.
Screenshot 59: Email Exploit configuration
2. From the General tab, select whether to scan inbound and/or outbound emails.
Option
Description
Scan inbound SMTP emails
Select this option to scan incoming emails
Scan outbound SMTP emails
Select this option to scan outgoing emails
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Screenshot 60: Virus Scanning Engine: Configuration page (Actions Tab)
3. From Actions tab, choose the action to take when an email is blocked:
Action
Description
Quarantine
item
Stores all infected emails detected by the selected Virus Scanning Engine in the Quarantine Store. You
can subsequently review (approve/delete) all the quarantined emails. For more information, refer to
Working with Quarantined emails (page 208).
Delete
item
Deletes infected emails.
4. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
5. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
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Screenshot 61: Virus scanning engine updates
6. From Updates tab, select Automatically check for updates to enable automatic updating of the
AV files for the selected engine.
7. From Downloading option list, select one of the following options:
Option
Description
Only check for
updates
Select this option if you want GFI MailEssentials to just check for and notify the administrator when
updates are available for this engine. This option will NOT download the available updates automatically.
Check for
updates and
download
Select this option if you want GFI MailEssentials to check for and automatically download any updates
available for this engine.
8. Specify how often you want GFI MailEssentials to check/download updates for this engine, by
specifying an interval value in hours.
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9. From Update options area, select Enable email notifications upon successful updates to send an
email notification to the administrator whenever the engine updates successfully.
NOTE
An email notification is always sent when an update fails.
10. To check for and download updates immediately, click Download updates.
11. Click Apply.
6.4.2 Enabling/Disabling Email Exploits
1. Go to Email Security > Email Exploit Engine > Exploit List
Screenshot 62: Email Exploit List
2. Select the check box of the exploit(s) to enable or disable.
3. Click Enable Selected or Disable Selected accordingly.
6.5 HTML Sanitizer
The HTML Sanitizer scans and removes scripting code within the email body and attachments. It
scans:
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the email body of emails that have the MIME type set to “text/html”
all attachments of type .htm or .html.
6.5.1 Configuring the HTML Sanitizer
1. Go to Email Security > HTML Sanitizer.
Screenshot 63: HTML Sanitizer configuration page
2. Enable the HTML Sanitizer by selecting Enable the HTML Sanitizer checkbox .
3. Select direction of emails:
Option
Description
Scan inbound SMTP emails
Scan and sanitize HTML scripts from all incoming emails.
Scan outbound SMTP emails
Scan and sanitize HTML scripts from all outgoing emails.
4. Click Apply.
6.5.2 HTML Sanitizer Whitelist
The HTML Sanitizer Whitelist can be configured to exclude emails received from specific senders.
NOTE
To exclude specific IP Addresses or domains, use the HTML Sanitizer Domain\IP Exclusions feature.
For more information, refer to HTML Sanitizer (page 104).
To manage senders in the HTML Sanitizer Whitelist:
1. Navigate to Email Security > HTML Sanitizer and select Whitelist tab.
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Screenshot 64: HTML Sanitizer Whitelist page
2. In Whitelist entry, key in an email address, an email domain (for example, *@domain.com) or an
email sub-domain (for example, *@*.domain.com) and click Add.
NOTE
To remove an entry from the HTML Sanitizer whitelist, select an entry and click Remove.
3. Click Apply.
6.5.3 HTML Santizer Domain\IP Exclusions
The HTML Santizer Domain\IP Exclusions feature enables administrators to specify IP addresses or
domains to exclude from HTML Sanitizer. This will not simply use an IP address list; it can also support
domain addresses, which are then resolved at runtime, so that all the IP addresses for the domain in
question are obtained. This is done in two ways:
1. By default, the feature queries the MX records of the domain being processed
2. Optionally,you can choose to have the SPF record of the domain queried. If the domain doesn’t
have an SPF record, the SPF part is ignored and only the MX records are used.
If the IP address from where the email originated (the one which sent to the perimeter server) is an IP
listed in the Domains\IPs exclusions tab or resolved from a domain in the same list, then the email is
not processed by HTML Sanitizer. This is a sort of IP Whitelist but with the additional benefit of
specifying domains and have the feature resolve the domains’ MX records and (optionally) the SPF
record to get the IP addresses.
To manage domains\IP exclusions in the HTML Sanitizer Whitelist:
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1. Navigate to Email Security > HTML Sanitizer and select Domains\IP exclusions tab.
Screenshot 65: Domain\IP Exclusions
2. Key in the domain or IP address to exclude and click Add.
NOTE
To remove an entry from the HTML Sanitizer Domain\IP Exclusions, select an entry and click
Remove.
3. Optionally, select Query the SPF records of the specified domains for the list of the servers to
exclude.
4. Click Apply.
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7 Anti-Spam
The anti-spam filters included with GFI MailEssentials help detect and block unwanted emails (spam).
Topics in this chapter:
7.1 Anti-Spam filters
108
7.2 Spam Actions - What to do with spam emails
145
7.3 Sorting anti-spam filters by priority
148
7.4 SMTP Transmission Filtering
149
7.5 Spam Digest
150
7.6 Anti-Spam settings
153
7.7 SpamTag for Microsoft Outlook
160
7.8 Public Folder Scanning
167
7.1 Anti-Spam filters
GFI MailEssentials uses various scanning filters to identify spam:
FILTER
DESCRIPTION
ENABLED BY
DEFAULT
SpamRazer
An anti-spam engine that determines if an email is spam by using email
reputation, message fingerprinting and content analysis.
Yes
Anti-Phishing
Blocks emails that contain links in the message body pointing to known
phishing sites or if they contain typical phishing keywords.
Yes
Director Harvesting
Directory harvesting attacks occur when spammers try to guess email
addresses by attaching well known usernames to your domain. The
majority of the email addresses are non-existent.
Yes (only if GFI MailEssentials is installed in
an Active Directory
environment)
Email Blocklist
The Email Blocklist is a custom database of email addresses and domains
from which you never want to receive emails.
Yes
IP Blocklist
The IP Blocklist is a custom database of IP addresses from which you
never want to receive emails.
No
IP DNS Blocklist
IP DNS Blocklist checks the IP address of the sending mail server against
a public list of mail servers known to send spam.
Yes
URI DNS Blocklist
Stops emails that contain links to domains listed on public Spam URI
Blocklists.
Yes
Sender Policy
Framework
This filter uses SPF records to stop email sent from forged IP addresses
by identifying if the sender IP address is authorized.
No
Anti-Spoofing
Checks emails received with a sender email address claiming to originate from your own domain against a list of IP addresses by GFI MailEssentials. If the sender IP address is not on the list of own-domain server
IP addresses, email is blocked.
No
Greylist
The Greylist filter temporarily blocks incoming emails received from
unknown senders. Legitimate mail systems typically try to send the
email after a few minutes; spammers simply ignore such error messages.
No
Header Checking
The Header Checking filter analyses the email header to identify spam
emails.
Yes
Spam Keyword
Checking
This filter enables the identification of Spam based on keywords in the
email being received.
No
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FILTER
DESCRIPTION
ENABLED BY
DEFAULT
Bayesian analysis
An anti-spam filter that can be trained to accurately determine if an
email is spam based on past experience.
No
Whitelist
The Whitelist contains lists of criteria that identify legitimate email.
Emails that match these criteria are not scanned by anti-spam filters
and are always delivered to the recipient.
Yes
New Senders
The New Senders filter identifies emails that have been received from
senders to whom emails have never been sent before.
No
7.1.1 SpamRazer
An anti-spam engine that determines if an email is spam by using email reputation, message
fingerprinting and content analysis. SpamRazer is the primary anti-spam engine and is enabled by
default on installation. Frequent updates are released for SpamRazer that will further decrease the
response time to new trends of spam.
SpamRazer also includes Sender Policy Framework filtering which detects forged senders. It is
recommended that senders publish their mail server in an SPF record. For more information on SPF
and how it works, visit the Sender Policy Framework website at: http://www.openspf.org.
This filter also blocks NDR spam. For more information on NDR spam refer to
http://go.gfi.com/?pageid=ME_NDRSpam
Configuring SpamRazer
NOTE
Disabling SpamRazer is NOT recommended.
NOTE
GFI MailEssentials downloads SpamRazer updates from:
*.mailshell.net
1. Go to Anti-Spam > Anti-Spam Filters > SpamRazer.
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Screenshot 66: SpamRazer Properties
2. From the General tab perform any of the following actions:
Option
Description
Enable SpamRazer
engine
Enable or disable SpamRazer.
Enable SpamRazer SPF
(Recommended)
Enable or disable Sender Policy Framework. It is recommended to enable this option and to
have this filter running after to the Email Whitelist.
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Screenshot 67: SpamRazer Updates tab
3. From the Updates tab, perform any of the following actions:
Option
Description
Automatically check
for updates
Configure GFI MailEssentials to automatically check for and download any SpamRazer updates.
Specify the time interval in minutes when to check for spam detection rule and SpamRazer
engine updates.
NOTE
It is recommended to enable this option for SpamRazer to be more effective in detecting
the latest spam trends.
Enable email notifications upon successful updates
Select this option to be informed via email when new updates are downloaded.
Enable email notifications upon failed
updates
Select this option to be informed via email when a download or installation fails.
Download updates
now…
Click to download updates.
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NOTE
You can download updates using a proxy server. For more information, refer to Proxy settings
(page 233).
4. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
5. Click Apply.
7.1.2 Anti-Phishing
Blocks emails that contain links in the message body pointing to known phishing sites or if they contain
typical phishing keywords. Phishing is an email based social engineering technique aimed at having
email users disclose personal details to spammers. A phishing email is most likely crafted to resemble
an official email originating from a reputable business, for example a bank. Phishing emails will
usually contain instructions requiring users to reconfirm sensitive information such as online banking
details or credit card information. Phishing emails usually include a phishing Uniform Resource
Identifier (URI) that the user is supposed to follow to key in some sensitive information on a phishing
site. The site pointed to by the phishing URI might be a replica of an official site, but in reality it is
controlled by whoever sent the phishing emails. When the user enters the sensitive information on
the phishing site, the data is collected and used, for example, to withdraw money from bank
accounts.
The Anti-Phishing filter detects phishing emails by comparing URIs present in the email to a database
of URIs known to be used in phishing attacks. Phishing also looks for typical phishing keywords in the
URIs.
The Anti-Phishing filter is enabled by default on installation.
Configuring Anti-Phishing
NOTE
Disabling Anti-Phishing is NOT recommended.
1. Go to Anti-Spam > Anti-Spam Filters > Anti-Phishing.
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Screenshot 68: Anti-Phishing options
2. From the General tab, select/unselect Check mail messages for URI’s to known phishing sites
option to enable/disable Anti-Phishing.
3. From the Keywords tab select any of the following options:
Option
Description
Check URI's in mail messages for typical phishing keywords
Enable/disable checks for typical phishing keywords
Add
Enables adding keywords to Phishing filter.
Key in a keyword and click Add to add a keyword to the Anti-Phishing filter
Update
Enables updating selected keywords.
Select a keyword from the Current Keywords list, make any changes to
keyword in Edit Keywords field and click Update.
Remove
Enables removing selected keywords from list.
Select a keyword from the Current Keywords list, and click Remove.
Export
Exports current list to an XML format file.
Browse...
Enables importing of a previously exported keyword list.
Click Browse, select a previously exported keyword file and click Import.
4. From the Updates tab, select any of the following options:
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Option
Description
Automatically check for
updates
Configure GFI MailEssentials to automatically check for and download any Anti-Phishing
updates. Specify the time interval in minutes when to check for updates.
NOTE
It is recommended to enable this option for Anti-Phishing to be more effective in
detecting the latest phishing trends.
Enable email notifications
upon successful updates
Select/unselect checkbox to be informed via email when new updates are downloaded.
Enable email notifications
upon failed updates
Select/unselect to be informed when a download or installation fails.
Download updates now...
Click to immediately download Anti-Phishing updates.
NOTE
You can download updates using a proxy server. For more information, refer to Proxy settings
(page 233).
5. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
6. Click Apply.
7.1.3 Directory Harvesting
Directory harvesting attacks occur when spammers try to guess email addresses by attaching well
known usernames to your domain. The majority of the email addresses are non-existent. Spammers
send emails to randomly generated email addresses and while some email addresses may match real
users, the majority of these messages are invalid and consequently floods the victim’s email server.
GFI MailEssentials stops these attacks by blocking emails addressed to users not in the organizations’
Active Directory or email server.
Directory harvesting can either be configured to execute when the full email is received or at SMTP
level, that is, emails are filtered while they are being received. SMTP level filtering terminates the
email’s connection and therefore stops the download of the full email, economizing on bandwidth and
processing resources. In this case the connection is terminated immediately and emails are not
required to go through any other anti-spam filters.
This filter is enabled by default on installing GFI MailEssentials in an Active Directory Environment.
Directory Harvesting is set up in two stages as follows
Stage 1 - Configuring Directory Harvesting properties
Stage 2 - Selecting if Directory Harvesting should be done during the SMTP transmission.
Stage 1 - Configuring Directory Harvesting properties
1. Go to Anti-Spam > Anti-Spam Filters > Directory Harvesting.
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Screenshot 69: Directory Harvesting page
2. Enable/Disable Directory Harvesting and select the lookup method to use:
Option
Description
Enable directory harvesting
protection
Enable/Disable Directory Harvesting.
Use native
Active Directory lookups
Select option if GFI MailEssentials is installed in Active Directory.
GFI MailEssentials
NOTE
When GFI MailEssentials is behind a firewall, the Directory Harvesting feature might not be able to
connect directly to the internal Active Directory because of Firewall settings. Use LDAP lookups to
connect to the internal Active Directory of your network and ensure to enable default port 389/636
on your Firewall.
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Option
Description
Use
LDAP lookups
Select to configure your LDAP settings if GFI MailEssentials is installed in SMTP mode. If your LDAP
server requires authentication, unmark the Anonymous bind option and enter the authentication
details that will be used by this feature.
NOTE
Specify authentication credentials using Domain\User format (for example masterdomain\administrator).
NOTE
In an Active Directory, the LDAP server is typically the Domain Controller.
3. In Block if non-existent recipients equal or exceed, specify the number of nonexistent recipients
that will qualify the email as spam. Emails will be blocked by Directory Harvesting if all the recipients
of an email are invalid, or if the number of invalid recipients in an email equals or exceeds the limit
specified.
NOTE
Avoid false positives by configuring a reasonable amount in the Block if non-existent recipients
equal or exceed edit box. This value should account for users who send legitimate emails with
mistyped email addresses or to users no longer employed with the company. It is recommended
that this value is at least 2.
4. Provide an email address and click Test to verify Directory Harvesting settings. Repeat the test
using a non-existent email address and ensure that Active Directory lookup fails.
5. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
NOTE
If Directory Harvesting is set to run at SMTP level, only the Log rule occurrence to this file option
will be available in the Actions tab.
6. Click Apply.
Stage 2 - Selecting if Directory Harvesting should be done during the SMTP transmission.
1. Navigate to Anti-spam > Filter Priority, and select SMTP Transmission Filtering tab.
2. Click Switch to toggle the Directory Harvesting filtering between:
Option
Description
Filtering on receiving
full email
Filtering is done when the whole email is received.
Filtering during
SMTP transmission
Filtering is done during SMTP transmission by checking if the email recipients exist before the
email body and attachment are received.
NOTE
If this option is chosen, Directory Harvesting will always run before the other spam filters.
3. Click Apply.
7.1.4 Email blocklist
The Email Blocklist is a custom database of email addresses and domains from which you never want
to receive emails.
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This filter is enabled by default on installing GFI MailEssentials.
Configuring Email Blocklist
1. Go to Anti-Spam > Anti-Spam Filters > Email Blocklist.
Screenshot 70: Email blocklist
2. From the Blocklist tab, configure the email addresses and domains to block.
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OPTION
DESCRIPTION
Enable
Email Blocklist
Select/Unselect to enable/disable email blocklist.
Add
Add email addresses, email domains or an entire domain suffix to the blocklist.
1. Key in an email address, domain (for example, *@spammer.com); or an entire domain suffix (for
example *@*.tv) to add to the blocklist.
2. Specify the email type to match for the emails to be blocklisted.
NOTE
For more information about the difference between SMTP and MIME refer to:
http://go.gfi.com/?pageid=ME_DifferenceSMTPMIME
3. (Optional) You can also add a description to the entry in the Description field.
4. Click Add.
Remove
Select a blocklist entry and click Remove to delete.
Import
Import a list of blocklist entries from a file in XML format.
NOTE
A list of entries can be imported from a file in XML format in the same structure that GFI
MailEssentials would export the list of entries.
Export
Export the list of blocklist entries to a file in XML format.
Search
Key in an entry to search for. Matching entries are filtered in the list of blocklist entries.
3. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
4. Click Apply.
Personal Blocklist
The personal blocklist is an additional blocklist that compliments global blocklist. Disabled by default,
the personal blocklist can be enabled for users to enable them to add specific email addresses to a
personal blocklist that they can manage. For more information, refer to Personal Whitelist and
Blocklist (page 68).
For management purposes, administrators can also remove specific email addresses that the users
have added to their personal blocklist.
Enabling/Disabling Personal Blocklist
1. Go to Anti-Spam > Email Blocklist.
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Screenshot 71: Personal blocklist
2. Select Personal Blocklist tab and select or unselect Enable personal email blocklist to enable or
disable personal blocklist feature.
3. Click Apply.
Removing emails from users' personal blocklist
1. Go to Anti-Spam > Email Blocklist and select Personal Blocklist tab.
2. From the User drop down list, select the user for whom to delete an email address.
3. Select an email address from the list of email addresses. Click Remove.
4. Click Apply.
7.1.5 IP Blocklist
The IP Blocklist is a custom database of IP addresses from which you never want to receive emails.
This filter can be configured to execute when the full email is received or at SMTP level, that is,
emails are filtered while they are being received. SMTP level filtering terminates the email’s
connection and therefore stops the download of the full email, economizing on bandwidth and
processing resources. In this case the connection is terminated immediately and emails are not
required to go through any other anti-spam filters. For more information, refer to SMTP Transmission
Filtering (page 149).
The IP Blocklist is NOT enabled by default.
Configuring Whitelist
1. Go to Anti-Spam > Anti-Spam Filters > IP Blocklist.
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Screenshot 72: IP Blocklist
2. From the General tab, select Enable IP Blocklist to block all emails received from specific IP
addresses.
3. In the IP Blocklist Entry box, specify the IP addresses to block:
Option
Description
Single computer / CIDR
Key in a single IP address or a range of IP addresses using CIDR notation.
Group of computers
Specify the Subnet Address and Subnet Mask of the group of IPs to whitelist.
2. (Optional) Add a Description.
3 Click Add.
Description
Optionally, add a description to help identify the specified IPs.
4. Click Add to add the specified IP addresses to the IP Blocklist box.
5. To delete IP addresses from the IP Blocklist, select the addresses to remove and click Remove.
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6. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
NOTE
If IP Blocklist is set to run at SMTP level, only the Log rule occurrence to this file option will be
available in the Actions tab.
7. Click Apply.
7.1.6 IP DNS Blocklist
IP DNS Blocklist checks the IP address of the sending mail server against a public list of mail servers
known to send spam. GFI MailEssentials supports a number of IP DNS Blocklists. There are a number of
third party IP DNS Blocklists available, ranging from reliable lists that have clearly outlined procedures
for getting on or off the IP DNS Blocklist to less reliable lists.
GFI MailEssentials maintains a cache with the results of queries to the IP DNS Blocklist to avoid
querying the IP DNS Blocklists multiple times for the same IP addresses. Items remain in the cache for
4 days and are cleared on GFI MailEssentials AS Scan Engine service restart.
This filter can be configured to execute when the full email is received or at SMTP level, that is,
emails are filtered while they are being received. SMTP level filtering terminates the email’s
connection and therefore stops the download of the full email, economizing on bandwidth and
processing resources. In this case the connection is terminated immediately and emails are not
required to go through any other anti-spam filters. For more information, refer to SMTP Transmission
Filtering (page 149).
This filter is enabled by default on installing GFI MailEssentials.
Important notes
1. The DNS server must be properly configured for this feature to work. If this is not the case,
time outs will occur and email traffic will be slowed down. For more information refer to:
http://go.gfi.com/?pageid=ME_ProcessingSlow
2. Querying an IP DNS Blocklist can be slow (depending on your connection), so email can be
slowed down a little bit.
3. Ensure that all perimeter SMTP servers are configured in the Perimeter SMTP servers dialog so
that GFI MailEssentials can check the IP address that is connecting to the perimeter servers. For
more information, refer to Perimeter SMTP Server Settings (page 159).
Configuring IP DNS Blocklist
1. Go to Anti-Spam > Anti-Spam Filters > IP DNS Blocklist.
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Screenshot 73: IP DNS Blocklist
2. Configure the following options:
Option
Description
Check whether the sending mail server is on
one of the following IP DNS Blocklists:
Select to enable the IP DNS Blocklist filter.
Add IP DNS Blocklist
If required, add more IP DNS Blocklists to the ones already listed. Key
in the IP DNS Blocklist domain and click Add IP DNS Blocklist.
Enable Selected
Select an IP DNS Blocklist and click Enable Selected to enable it.
Disable Selected
Select an IP DNS Blocklist and click Disable Selected to disable it.
Remove Selected
Select an IP DNS Blocklist and click Remove Selected to remove it.
3. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
4. Click Apply.
NOTE
To enable IP DNS Blocklist at SMTP Transmission Filtering level, select Anti-Spam > Filter
Priority > SMTP Transmission Filtering tab and click Switch next to IP DNS Blockist to
enable/disable filtering at SMTP level or on receipt of full email.
7.1.7 URI DNS Blocklist
Stops emails that contain links to domains listed on public Spam URI Blocklists.
A Universal Resource Identifier (URI) is a standard means of addressing resources on the Web.
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Realtime Blocklists (RBL) detect spam based on hyperlinks in the email known to be used by
spammers.
This filter is enabled by default on installing GFI MailEssentials.
Configuring URI DNS Blocklist
1. Go to Anti-Spam > Anti-Spam Filters > URI DNS Blocklist.
Screenshot 74: URI DNS Blocklist
2. From the URI DNS Blocklist tab:
Option
Description
Check if mail message contains URIs
with domains that are in these blocklists:
Select this option to enable the URI DNS Blocklist filter.
Add URI DNS Blocklist
If required, add more URI DNS Blocklists to the ones already listed. Key in
the full name of the URI DNS Blocklist domain and click Add
URI DNS Blocklist.
Order of preference
The order of preference for enabled URI DNS Blocklists can be changed by
selecting a blocklist and clicking on the Up or Down buttons.
Enable Selected
Select a URI DNS Blocklist and click Enable Selected to enable it.
NOTE
It is recommended to disable all other URI DNS Blocklists when enabling
multi.surbl.org as this might increase email processing time.
Disable Selected
Select a URI DNS Blocklist and click Disable Selected to disable it.
Remove Selected
Select a URI DNS Blocklist and click Remove Selected to remove it.
3. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
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4. Click Apply.
7.1.8 Sender Policy Framework
This filter uses SPF records to stop email sent from forged IP addresses by identifying if the sender
IP address is authorized. The Sender Policy Framework filter is based on a community-based effort,
which requires that the senders publish the IP addresses of their mail servers in an SPF record.
Example: If an email is sent from xyz@CompanyABC.com then companyABC.com must publish an SPF
record in order for SPF to be able to determine if the email was really sent from the
companyABC.com network or whether it was forged. If an SPF record is not published by
CompanyABC.com, the SPF result will be ‘unknown’.
For more information on SPF and how it works, visit the Sender Policy Framework website at:
http://www.openspf.org.
The SPF filter is NOT enabled by default and it is recommended to enable this option and to have this
filter running prior to the Email Whitelist so to block forged senders before these are whitelisted.
GFI MailEssentials does not make it a requirement to publish any SPF records. To publish SPF records
use the SPF wizard at:
http://www.openspf.org/wizard.html.
Prerequisites
Before enabling the Sender Policy Framework filter on a non-gateway server installation:
1. Click Anti-spam > Anti-Spam Settings and select Perimeter SMTP Servers tab.
2. Click Detect in the Perimeter SMTP setup option to perform a DNS MX lookup and automatically
define the IP address of your perimeter SMTP server.
Enabling the Sender Policy Framework
1. Select Anti-Spam > Anti-Spam Filters > Sender Policy Framework.
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Screenshot 75: Enable and configure the Sender Policy Framework
2. Click Enabled to enable the Sender Policy Framework filter. If the email sender IP address is definitely not authorized to send emails from the sender domain, emails are blocked.
3. Optionally, select Enable Advanced SPF filtering and select one of the advanced option from:
OPTION
DESCRIPTION
Block SOFT FAIL result
Blocks all emails which:
Sender IP address is definitely not allowed to send emails from the
sender domain
Sender IP address is probably not allowed to send emails from the
sender domain.
For more information on Advanced SPF filtering, refer to:
http://go.gfi.com/?pageid=ME_SPFfilter
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OPTION
DESCRIPTION
Block SOFT FAIL, Neutral, Unknown and
NONE results
Blocks all emails which:
Sender IP address is definitely not allowed to send emails from the
sender domain
Sender IP address is probably not allowed to send emails from the
sender domain.
Sender IP address is explicitly inconclusive, unknown or for which
there is no published data.
For more information on Advanced SPF filtering, refer to:
http://go.gfi.com/?pageid=ME_SPFfilter
4. Select IP Exceptions or Email Exceptions tab to configure IP addresses and/or recipients to
exclude from SPF checks:
IP exception list: Entries in this list automatically pass SPF checks. Select IP Exception List checkbox,add a new IP address and description and click Add. To remove entries, select entries from the
list and click Remove Selected. To disable the IP exception list unselect IP Exception List checkbox.
NOTE
When adding IP addresses to the IP exception list, you can also add a range of IP addresses using
the CIDR notation.
Email exception list: This option ensures that certain email senders or recipients are excluded
from SPF checking, even if the messages are rejected.Select Email Exception List checkbox,add a
new email address and description and click Add. To remove entries, select entries from the list and
click Remove Selected. To disable the Email exception list unselect Email Exception List checkbox.
An email address can be entered in any of the following three ways:
local part - ‘abuse’ (matches ‘abuse@abc.com’, ‘abuse@xyz.com’, etc...)
domain - ‘@abc.com’ (matches ‘john@abc.com’, ‘jill@abc.com’, etc...)
complete - ‘joe@abc.com’ (only matches ‘joe@abc.com’)
5. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
6. Click Apply to save settings.
7.1.9 Anti-Spoofing
Checks emails received with a sender email address claiming to originate from your own domain
against a list of IP addresses by GFI MailEssentials. If the sender IP address is not on the list of owndomain server IP addresses, email is blocked.
This filter is NOT enabled by default.
WARNING
If enabling this feature do not whitelist internal users since this defeats Anti-Spoofing check.
Enabling and configuring Anti-Spoofing
1. Go to Anti-Spam > Anti-Spam Filters > Anti-Spoofing.
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Screenshot 76: GFI MailEssentials Anti-Spoofing filter
2. Select Enable Anti-Spoofing to enable Anti-Spoofing filter.
3. In the SMTP Server: field, provide the SMTP server where GFI MailEssentials checks for email recipient addresses. Also provide a description for the server in the Description: field.
NOTE
The SMTP Server field supports the following types of entry:
A single IP Address
A CIDR range (for example, 192.0.2.1/24)
4. Click Add SMTP Server to save SMTP server details.
NOTE
To remove previously added SMTP servers, select an SMTP server from the Authorized IP Address
list and click Remove Selected.
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By default, Use authorized IP addresses from perimeter server and Do not block authenticated
connections are enabled. It is not recommended that these options are disabled.
NOTE
Do not block authenticated connections checkbox does not apply for Microsoft IIS and Microsoft
Exchange 2003. It only works with Exchange 2007 or later.
7.1.10 Greylist
The Greylist filter temporarily blocks incoming emails received from unknown senders. Legitimate
mail systems typically try to send the email after a few minutes; spammers simply ignore such error
messages. If an email is received again after a predefined period, Greylist will:
Store the details of the sender in a database so that when the sender sends another email, the
email will not be greylisted
Receive the email and proceed with anti-spam scanning
Greylist is NOT enabled by default.
Important Notes
1. To enable Greylist, GFI MailEssentials must be installed on the perimeter SMTP server. For
more information refer to http://go.gfi.com/?pageid=ME_GreylistSMTP
2. Greylist contains exclusion lists so that specific email addresses, domains and IP addresses are
not greylisted. Exclusions must be configured when:
Emails originating from particular email addresses, domains or IP addresses cannot be delayed
Emails addressed to a particular local user cannot be delayed
Configuring Greylist
1. Go to Anti-Spam > Anti-Spam Filters > Greylist.
2. From the General tab select/unselect Enable Greylist to enable/disable Greylist.
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Screenshot 77: Email Exclusions
3. Select Email exclusions tab to specify any email addresses or domains that you do not want to
greylist. In the Edit Addresses area specify:
full email address; or
emails from an entire domain (for example: *@trusteddomain.com); or
an entire domain suffix (for example: *@*.mil or *@*.edu)
Also specify if the exclusion applies to senders (select From (>)) or to the local recipients (select To
(>)).
Example 1: Do not greylist emails if the recipient is administrator@mydomain.com, so that any
emails sent to administrator@mydomain.com are never delayed.
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Example 2: Do not greylist emails if the sender’s domain is trusteddomain.com (*@trusteddomain.com), so that emails received from domain trusteddomain.com are never delayed.
Click Add emails to add the exclusion.
NOTE
To exclude whitelisted and auto-whitelisted email addresses and domains from being greylisted
and delayed, select Exclude email addresses and domains specified in Whitelist.
4. Select the IP exclusions tab to specify any IP addresses to exclude from being greylisted. Click Add
IPs and specify an IP to exclude.
5. To exclude whitelisted IP addresses from being greylisted and delayed, select Exclude IP
addresses specified in Whitelist.
6. To log Greylist occurrences to a log file, click Actions tab and select Log rule occurrence to this
file.
NOTE
Log files may become very large. GFI MailEssentials supports log rotation, where new log files are
created periodically or when the log file reaches a specific size. To enable log file rotation
navigate to Anti-Spam > Anti-Spam Settings. Select Anti-spam logging tab, check Enable log file
rotation and specify the rotation condition.
7. Click Apply.
7.1.11 Header Checking
The Header Checking filter analyses the email header to identify spam emails.
Configuring Header Checking
1. Go to Anti-Spam > Anti-Spam Filters > Header Checking.
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Screenshot 78: Header checking options
2. Enable, disable or configure the following parameters:
Option
Description
Check if the email header contains an empty MIME FROM:
field.
Checks if the sender has identified himself in the From: field. If this field is empty,
the message is marked as spam.
Check if the email header contains a malformed MIME FROM:
field.
Checks if the MIME from field is a correct notation as defined in the RFCs.
Maximum number of recipients
allowed in email
Identifies emails with large amounts of recipients and flags them as SPAM.
Check if the email headers con- Checks whether the SMTP to: and MIME to: fields are the same. The spammers email
tain different SMTP TO: and
server always has to include an SMTP to: address. However, the MIME to: email
MIME TO: fields.
address is often not included or is different.
NOTE:
This feature identifies a lot of spam, however some list servers do not include the
MIME to: either. It is therefore recommended to whitelist newsletter sender
address to use this feature.
Verify if sender domain is valid
(performs DNS lookup on MIME
FROM:)
Performs a DNS lookup on the domain in the MIME from field and verifies the domain
validity.
Maximum numbers allowed in
the first part of the MIME
FROM: field:
Identifies the presence of numbers in the MIME from field. Spammers often use tools
that automatically create unique reply-to: addresses by using numbers in the
address.
Check if email contains
encoded IP addresses.
Checks the message header and body for URLs which have a hex/octal encoded IP
(http://0072389472/hello.com) or which have a username/password combination (for
example www.citibank.com@scammer.com).
NOTE:
Ensure that the DNS server is properly configured to avoid timeouts and slow email
flow.
The following examples are flagged as spam:
http://12312
www.microsoft.com:hello%01@123123
Check if email contains remote
images only. Minimum HTML
body size
Flag emails that only have remote images and a minimal amount of text as spam. Assists in identifying ‘image only email’ spam.
Check if email contains GIF
images.
Checks if the email contains one or more embedded GIF images. Embedded GIF
images are often used to circumvent spam filters.
IMPORTANT:
Since some legitimate emails contain embedded GIF images, this option is
prone to false positives.
Check if email contains attachment spam.
Checks email attachments for properties that are common to attachments sent in
spam email. This helps in keeping up with the latest techniques used by spammers
in using attachments to send spam.
Check if the email subject contains the first part of the recipient email address.
Identifies the personalized spam email, where spammers frequently include the
first part of the recipient email address in the subject.
3. From the Language tab, select Block mail that use these languages (character sets) to enable language detection.
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Screenshot 79: Language Detection
4. Select Block the list below to select the languages to block or Block all except the list below to
block all languages except the ones selected.
5. Select the languages to block/allow from the Languages area.
6. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
7. Click Apply.
7.1.12 Spam Keyword Checking
This filter enables the identification of Spam based on keywords in the email being received.
This filter is NOT enabled by default on installing GFI MailEssentials.
NOTE
This filter only checks the content of the email for text that identifies the email as Spam. For
comprehensive content filtering of email (for example to block Racial content or Profanities), use
the Keyword filtering option within the Content Filtering node.
Add Spam Keyword Check
1. Go to Anti-Spam > Anti-Spam Filters > Spam Keyword Checking.
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2. From the Body tab, select Block emails if content is found matching these conditions (message
body) to enable Spam Keyword checking on email body.
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Screenshot 80: Spam Keyword checking properties
3. In the Condition Entry area, key in a keyword or a combination of keywords for this filter to block.
Use the 'AND', 'OR', 'AND NOT' and 'OR NOT' operators to configure specific conditions.
For example:
Key in the phrase‘Basketball sports’, GFI MailEssentials to block an email with the phrase
'Basketball sports'. Only this phrase would activate the rule, not the word basketball OR
sports separated by some other words.
Key in Basketball AND Baseball and GFI MailEssentials will block emails that have both
words in the email. Emails with only Basketball or only baseball will not be blocked.
4. Select Match whole words only to search specifically for whole words and avoid blocking words
that are part of other words. For example, enabling this option would not block the word 'MSExchange', notwithstanding the fact that the word 'sex' is part of 'MSExchange'.
5. Select Subject tab, select Block emails if content is found matching these conditions (message
subject) to enable Spam Keyword checking on email subject.
6. In the Condition Entry area, key in a keyword or a combination of keywords for this filter to block.
Use the 'AND', 'OR', 'AND NOT' and 'OR NOT' operators to configure specific conditions.
7. Select Apply the keywords list to also scan senders' display names to check the display name of
the sender email, which can contain spam keywords. For example, Viagra spam, which often has
forged senders and the word Viagra in the s
8. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
9. Click Apply.
Removing conditions
To remove a Spam Keyword Checking condition:
1. From the Conditions list area within the Body or Subject tab, select one or more conditions to
remove.
NOTE
To find the condition to remove, use the controls under the list of conditions to move between
the pages listing the conditions.
2. Click Remove and Apply.
Importing and Exporting conditions
To export more conditions:
1. From the Conditions list area within the Body or Subject tab, select one or more conditions to
export.
NOTE
To find the conditions to export, use the controls under the list of conditions to move between
the pages listing the conditions.
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2. In the File Download screen, click Save and select a folder where to save the export file.
To import conditions:
1. From the Conditions list area within the Body or Subject tab, key in the folder and filename of
the file to import.
2. Click Import.
7.1.13 Bayesian Analysis
An anti-spam filter that can be trained to accurately determine if an email is spam based on past
experience.
This manual also contains information how the Bayesian filter works and how it can be trained. For
more information, refer to Appendix - Bayesian Filtering (page 278).
The Bayesian Analysis filter is NOT enabled by default.
IMPORTANT
Enable learning from outbound emails and allow at least a week for before enabling filter. This is
required because the Bayesian filter acquires its highest detection rate when it adapts to your
email patterns.
Configuring the Bayesian filter
Configuring the Bayesian filter requires 2 stages:
Stage 1: Training the Bayesian filter
Stage 2: Enabling the Bayesian filter
Stage 1: Training the Bayesian filter
The Bayesian filter can be trained in two ways:
Method 1: Automatically, through outbound emails.
GFI MailEssentials processes legitimate email (ham) by scanning outbound emails. The Bayesian filter
can be enabled after it has collected at least 500 outbound emails (If you send out mainly English
email) or 1000 outbound mails (If you send out non-English email).
To do this:
1. Go to Anti-Spam > Anti-Spam Filters > Bayesian Analysis.
2. Select Automatically learn from outbound e-mails.
3. Click Apply.
Method 2: Manually, through existing email.
Copying between 500-1000 mails from your sent items to the This is legitimate email sub folder in the
GFI AntiSpam Folders public folders trains the Bayesian filter in the same way as live outbound email
sending.
NOTE
To use this option, Public Folder Scanning must be enabled. For more information, refer to Public
Folder Scanning (page 167).
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Stage 2: Enabling the Bayesian filter
After the Bayesian filter is trained, it must be enabled.
1. From GFI MailEssentials configuration console, go to Anti-Spam > Anti-Spam Filters > Bayesian
Analysis.
2. From the General tab select Enable Bayesian Analysis.
Screenshot 81: Bayesian analysis properties
3. In the Updates tab, configure the frequency of updates to the spam database by enabling Automatically check for updates and configuring an hourly interval.
NOTE
Click Download updates now... to immediately download any updates.
NOTE
You can download updates using a proxy server. For more information, refer to Proxy settings
(page 233).
4. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
5. Click Apply.
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NOTE
GFI MailEssentials also provides a Bayesian Analysis wizard that enables you to train the Bayesian
Analysis filter from a machine other than where GFI MailEssentials is installed. For more
information, refer to Training the Bayesian Analysis filter (page 279).
7.1.14 Whitelist
NOTE
Whitelist affects only Anti-Spam filters and not email security and content filtering
The Whitelist contains lists of criteria that identify legitimate email. Emails that match these criteria
are not scanned by anti-spam filters and are always delivered to the recipient. Emails can be
whitelisted using the following criteria:
Sender’s email address, email domain or IP address
Senders to whom an email was previously sent (Auto-whitelist)
Recipient (exclude local email addresses from having emails filtered)
Keywords in email body or subject
The whitelist and Auto Whitelist features are enabled by default.
Important notes
Using the Auto Whitelist feature is highly recommended since this eliminates a high percentage of
false positives.
In Keyword Whitelist it is recommended to add terms that spammers do not use and terms that
relate to your nature of business, for example your product names. Entering too many keywords
increases the possibility of emails not filtered by GFI MailEssentials and delivered to users’
mailboxes.
Whitelisting an internal user defeats the purpose of the Anti-Spoofing filter. For more
information, refer to Anti-Spoofing (page 126).
Configuring Whitelist
1. Go to Anti-Spam > Whitelist.
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Screenshot 82: Whitelist tab
2. From the Whitelist tab, configure the email addresses and domains to whitelist. Select/Unselect
Enable email whitelist to enable/disable whitelist. Perform the following actions:
Action
Description
Add a whitelist
entry
1. In Email Address/Domain, provide the email address/domain to whitelist. For example: .
*@companysupport.com or. *@*.edu.
2. In Email Type specify the email header field to match for the emails to be whitelisted.
NOTE
For more information about the difference between SMTP and MIME refer to:
http://go.gfi.com/?pageid=ME_DifferenceSMTPMIME
3. (Optional) In Description add a description to the entry.
4. Click Add.
Remove whitelist
entries
1. Select one or more whitelist entries from the Whitelist list.
Search for a whitelist entry
1. In Search, key in the details of the whitelist entry to search for.
Show Statistics
Use the Show Statistics button to view the total number of emails blocked per whitelist entry.
Import whitelist
entries
1. Specify the full path and filename of the file to use for importing the previously exported
data.
2. Click Remove.
2. Click Search to display list of matching terms.
2. Click Import to import entries.
Export whitelist
entries
Click Export to export current list of whitelist entry to an XML file.
3. Select the Auto Whitelist tab to configure the following options:
Option
Description
Populate Auto Whitel- If selected, destination email addresses of outbound emails are automatically added to the
ist automatically:
auto-whitelist.
Enable Email Auto
Whitelist
Select this option to enable auto-whitelist. Senders of incoming emails are matched against
the auto-whitelist. If the sender is present in the list, the email is forwarded directly to the
recipient’s Inbox.
Maximum entries
allowed in the Auto
Whitelist:
Specify the number entries allowed in Auto-Whitelist. When the limit specified is exceeded,
the oldest and least used entries are automatically replaced by the new entries.
NOTE
Entering a value larger than the default value of 30,000 can negatively affect the
performance of GFI MailEssentials.
4. From the Keyword Whitelist tab, specify keywords that flag emails as valid emails:
Option
Description
Enable email body keyword whitelist
Select this option to check for keywords in the email body which qualify an
email as valid.
Add keywords to the Body Keywords list.
You can also import or export lists of keywords from/to an XML file.
Enable email subject keyword whitelist
Select this option to check for keywords in the email subject which qualify an
email as valid.
Add keywords to the Subject Keywords list.
You can also import or export lists of keywords from/to an XML file.
Match whole words only (words/phrases in subject/body)
When selecting this option, only whole words from the keyword whitelist are
matched that qualify an email as valid.
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5. From the IP Whitelist tab, configure:
Option
Description
Enable IP Whitelist
Select to allow emails received from specific IP addresses to be whitelisted.
Add IP Whitelist entries
1. Specify:
Single computer / CIDR: Key in a single IP address or a range of IP addresses using
CIDR notation.
Group of computers: Specify the Subnet Address and Subnet Mask of the group of IPs
to whitelist.
2. (Optional) Add a Description.
3 Click Add.
Remove IP Whitelist
entries
Select the IPs to remove and click Remove.
6. Click Actions tab to enable / disable logging of whitelist occurrences to a file. Provide a
path/folder where to store the generated log file.
7. Click Apply.
Personal Whitelist
The personal whitelist is an additional whitelist that compliments global whitelist. Disabled by
default, the personal whitelist can be enabled for users allowing them to add specific email addresses
to a personal whitelist that they can manage. For more information, refer to Personal Whitelist and
Blocklist (page 68).
For management purposes, administrators can also remove specific email addresses that the users
have added to their personal whitelist.
Enabling/Disabling Personal Whitelists
1. Go to Anti-Spam > Whitelist.
Screenshot 83: Personal whitelist
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2. Select Personal Whitelist tab and select or unselect Enable personal email whitelist to enable or
disable personal whitelist feature.
3. Click Apply.
Removing emails from users' personal whitelist
1. Go to Anti-Spam > Whitelist and select Personal Whitelist tab.
2. From the User drop down list, select the user for whom to delete an email address.
3. Select an email address from the list of email addresses. Click Remove.
4. Click Apply.
7.1.15 New Senders
The New Senders filter identifies emails that have been received from senders to whom emails have
never been sent before. Such senders are identified by referencing the data collected in the Whitelist.
Only emails in which no spam is detected and where the sender is not present in any Whitelist are
triggered by the New Senders filter.
This filter is NOT enabled by default.
Important
Enable at least one of the available Whitelists to use the New Senders function. In the absence of
the Whitelist functions (should no spam be detected by the other filters) received messages will
be delivered to the recipient’s Inbox. ONLY emails in which no spam was detected and whose
senders are not present in the Whitelist are delivered in the New Senders folder.
Configuring New Senders Filter
1. Go to Anti-Spam > New Senders.
Screenshot 84: New Senders General tab
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2. In the General tab, select Enable New Senders to enable check for new senders on all inbound
messages.
Screenshot 85: New Senders Exceptions
3. From Exceptions tab, configure senders/recipients whose emails are excluded from the New
Senders check.
Option
Description
Enable New Senders exception list
Select this option to enable the exceptions list.
Add exception
Key in an email address to exclude and click Add.
Repeat for each address to add.
Edit exception
1. Select an exception from the Email list.
2. Edit the email address.
3. Click Update.
Delete exception
Select an exception from the Email list and click Remove.
4. Click Actions tab to select the actions to perform on messages identified as spam. For more
information, refer to Spam Actions - What to do with spam emails (page 145).
5. Click Apply.
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7.2 Spam Actions - What to do with spam emails
The Actions tab in the Anti-Spam filters properties define what should be done with emails marked as
spam. Different actions can be defined for each of the spam filters.
For Example: Delete emails detected by SpamRazer filter, but do not delete emails marked as
spam by the Email Blocklist filter.
7.2.1 Configuring Spam Actions
In the Actions tab, select an option that defines which action to take on emails marked as spam.
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Screenshot 86: Anti-spam actions
Action
Description
Quarantine
Email
Emails detected as spam are stored in the Quarantine Store. Other spam actions are disabled if the email
is quarantined. For more information, refer to Quarantine (page 201).
Delete
Email
Delete an email blocked by that particular spam filter. Other spam actions are disabled if the email is
deleted.
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Action
Description
Deliver
email to
mailbox
Choose the folder where to deliver the email. Available options are:
In Inbox - Routes spam to user's inbox
In Exchange junk email folder - Routes spam to users' Junk email folder. This option only works when
GFI MailEssentials is installed on Microsoft Exchange. It is not available for the New Senders filter.
In Exchange mailbox sub-folder - Route all spam to a specific folder in the user’s mailbox. Type the
folder where to move spam email.
Example 1: Type Suspected Spam for a custom folder to be created in the same level of the
Inbox folder.
Example 2: Type Inbox\Suspected Spam for a custom folder to be created in the Inbox folder.
NOTE: This option requires that:
GFI MailEssentials is installed on the Microsoft® Exchange Server machine. If GFI MailEssentials is
not installed on the Microsoft® Exchange Server, configure mail server to route emails or use the
Rules Manager. For more information, refer to Moving spam email to user’s mailbox folders (page 252).
The mail server is Microsoft® Exchange Server 2003 or Microsoft® Exchange Server 2007/2010 with
the Mailbox Server Role present. For Microsoft® Exchange 2010 a dedicated user is required to enable
this option. For more information, refer to Move spam to Exchange 2010 folder (page 254).
Send to
email
address
Send email identified as spam to a specific email address.
Example: Forward all spam to an email address checked by someone who checks email that might
have been wrongly marked as spam.
The subject of the email will be in the format: [recipient] [subject]
Move to
folder on
disk
Saves email detected as spam to the path specified,
Example:C:\Spam\
File names of saved emails are in the following format:
[Sender_recipient_subject_number_.eml]
Example:C:\Spam\jim@comp.com_bob@comp.com_MailOffers_1_.eml)
Tag the
email with
specific
text
Select this option to add a tag to the email subject. Key in the text to use for tagging and specify where to
place the tag:
Prepend to subject - insert the specified tag at the start (i.e. as a prefix) of the email subject text.
Example:[SPAM]Free Web Mail
Append to subject - insert the specified tag at the end (i.e. as a suffix) of the email subject text.
Example:Free Web Mail[SPAM]
Add tag in an X-header… - Add the specified tag as a new X-header to the email. In this case, the XHeader will have the following format :
X-GFIME-SPAM: [TAG TEXT]
X-GFIME-SPAM-REASON: [REASON]
Example:
X-GFIME-SPAM: [This is SPAM]
X-GFIME-SPAM-REASON: [IP DNS Blocklist Check failed - Sent from
Blocklisted Domain]
NOTE
Rules manager can be used to move emails when this feature is used.
Append
block
reason to
email subject
If this option is enabled, the name of the filter which blocked the email and the reason for blocking are
appended to the subject of the blocked email.
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Action
Description
Log rule
occurrence
to this file
Log the spam email occurrence to a log file of your choice. By default, log files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\AntiSpam\Logs\<filtername>.log
NOTE
Log files may become very large. GFI MailEssentials enables log rotation, where new log files are
created periodically or when the log file reaches a specific size. To enable log file rotation navigate to
Anti-Spam > Anti-Spam Settings. Select Anti-spam logging tab and check Enable log file rotation.
Specify the rotation condition by time or file size.
7.3 Sorting anti-spam filters by priority
In GFI MailEssentials, the order in which the anti-spam checks are applied to inbound messages can be
customized.
NOTE
The order of all available filters can be customized except for the New Senders filter, which is
always automatically set to the lowest priority. This is due to its dependency on the results of the
Whitelist checks and the other anti-spam filters.
Default priority is recommended in most situations.
1. Go to Anti-Spam > Filter Priority.
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Screenshot 87: Assigning filter priorities
2. Select a filter and click
lower priority.
(up) button to assign a higher priority or click
(down) button to assign a
NOTE
Click Default Settings to restore the filters' order to default.
3. Click Apply.
7.4 SMTP Transmission Filtering
In GFI MailEssentials, some anti-spam filters can be configured to execute when the full email is
received or at SMTP Transmission level. In SMTP Transmission filtering, emails are scanned whilst they
are being received.
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SMTP level filtering terminates the email’s connection and therefore stops the download of the full
email, economizing on bandwidth and processing resources. In this case the connection is terminated
immediately and emails are not required to go through any other anti-spam filters.
IMPORTANT
To make the best of SMTP Transmission filtering, use it when GFI MailEssentials is installed on an
Internet gateway or when it is the first server to receive emails from the Internet.
1. Go to Anti-Spam > Filter Priority and select the SMTP Transmission Filtering tab.
Screenshot 88: SMTP Transmission Filtering properties
2. Click Switch to toggle the Directory Harvesting filtering between:
Option
Description
Filtering on receiving full
email
Filtering is done when the whole email is received.
Filtering during
SMTP transmission
Filtering is done during SMTP transmission. If this option is chosen, the filter is always run
before the other spam filters.
NOTE
The Greylist filter runs at SMTP Transmission level only.
3. Click Apply.
7.5 Spam Digest
The spam digest is a short report sent to an administrator or user via email. This report lists the total
number of emails processed by GFI MailEssentials and the number of spam emails blocked over a
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specific period of time (since the last spam digest).
7.5.1 Configuring spam digests - Administrator spam digest
1. Go to Anti-Spam > Spam Digest.
Screenshot 89: Spam digest properties/Administrator spam digest
2. From the Administrator Digest tab, click Send administrator spam digest to enable spam digest.
3. Configure the desired sending frequency (Daily, Weekly, Monthly) and specify a date and a time
when email is sent.
4. Specify the digest content that will be sent in the email, either a Total count of processed email
and spam or Total spam captured per spam filter or both.
5. Finalize settings by selecting Apply.
7.5.2 Configuring spam digests - Recipient spam digest
1. Go to Anti-Spam > Spam Digest.
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Screenshot 90: Recipient spam digest
2. From the Recipient Digest tab, select Send recipient spam digest to enable spam digest.
3. Configure the desired sending frequency (Daily, Weekly, Monthly) and specify a date and a time
when email is sent.
4. Specify the digest content that will be sent in the email:
Total count of processed email and spam
Total spam captured per spam filter type
List of blocked spam or any combination of options as required.
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Screenshot 91: Spam digest recipient list
4. Click on the Recipients list tab, add the users to receive the spam digest and select the method
used to determine who should receive the spam digest.
Available options are:
Only users listed below should receive the recipient spam digest.
All users except the ones listed below will receive the recipient spam digest.
NOTE
The required list of users can also be imported from a file in XML format in the same structure
that GFI MailEssentials would export files.
6. Select Apply to finalize settings.
7.6 Anti-Spam settings
The following settings are configurable for anti-spam filters and emails blocked by anti-spam filters
only.
7.6.1 Log file rotation
Over time, log files may become very large. GFI MailEssentials enables log rotation, where new log
files are created periodically or when the log file reaches a specific size.
To enable log file rotation:
1. Go to Anti-Spam > Anti-Spam Settings.
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Screenshot 92: Log file rotation
2. From the Anti-spam logging tab, select Enable log file rotation and specify the rotation condition
(by size or by time).
3. Provide the size or time values and click Apply.
7.6.2 Anti-Spam Global Actions
A lot of spam is sent to email addresses that no longer exist. Generally, these emails are simply
deleted however for troubleshooting or evaluation purposes, you might want to move these emails to
a folder or forward them to a particular email address.
NOTE
This section only applies for installations on Microsoft® Exchange Server that have spam action
Move to subfolder of user’s mailbox enabled. For more information, refer to Spam Actions - What
to do with spam emails (page 145).
On other mail servers, the anti-spam global actions tab will not appear.
Configuring Anti-spam global actions
1. Go to Anti-Spam > Anti-Spam Settings.
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Screenshot 93: Global actions
2. Select Global Actions tab and choose whether to:
Delete the email
Forward it to an email address
Move it to a specified folder.
3. Select Log occurrence to this file to log these occurrences to a log file.
4. Click Apply.
7.6.3 DNS Server Settings
DNS Server settings are very important in GFI MailEssentials since a number of anti-spam filters, such
as IP DNS Blocklist, URI DNS Blocklist and SpamRazer, perform domain lookups when filtering spam.
1. From the GFI MailEssentials Configuration, go to Anti-Spam > Anti-Spam Settings.
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Screenshot 94: DNS server settings
1. From the DNS Server tab configure:
Option
Description
Use the DNS server configured for
this computer to use
Select this option to use the same DNS server that is used by the operating system where GFI MailEssentials is installed.
Use the following DNS server
Select this option to specify a DNS server that is different than the one used by
the local machine.
2. Click Test DNS Server to test connectivity with the specified DNS server. If unsuccessful, specify
another DNS server.
3. Click Apply.
7.6.4 Remote Commands
Remote commands facilitate adding domains or email addresses to the Email Blocklist/Whitelist, as
well as update the Bayesian filter with spam or ham (valid emails).
Remote commands work by sending an email to GFI MailEssentials. Addressing an email to
rcommands@mailessentials.com (configurable) will have GFI MailEssentials recognize the email as
containing remote commands and processes them as described below.
With remote commands, the following tasks can be achieved:
1. Add Spam or ham to the Bayesian Analysis database.
2. Add keywords either to the subject keyword checking feature or to the body keyword checking
feature.
3. Add email addresses to the Email Blocklist filter and Whitelist.
Configuring remote commands
1. Click Anti-Spam > Anti-Spam Settings, go to Remote Commands tab and select Enable remote
commands.
2. Edit the email address to which remote commands should be sent to.
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NOTE
The email address should NOT be a local domain. The default address is
rcommands@mailessentials.com. A mailbox for the configured address does not need to exist,
but the domain-part of the address must consist of a real email address domain that returns a
positive result to an MX-record lookup via DNS. This can also be a public email account that you
can manage (for example Gmail or Yahoo mail)
3. Optionally, configure some basic security for remote commands:
A shared password to include in the email. For more information, refer to Using remote commands
(page 157).
Which users are allowed to send emails with remote commands.
4. Click Apply.
Using remote commands
Remote commands can be sent via email to GFI MailEssentials from an email client within the domain.
Conditions for sending remote commands:
The email must be in Plain Text format
The subject of the email is ignored
The following syntax must be used for all commands:
<command name>: <parameter1>, <parameter2>, <parameter3>, … ;
For example:ADDBLIST: spammer@spam.com;
There can be more than one command in the body of an email with each command separated by a
semi-colon (;).
If a password is configured for remote commands, enter the password in the first line using the following syntax:
PASSWORD: <shared password>;
Command names are case-sensitive and should be written in UPPERCASE only.
Conditions such as IF, AND, OR are not supported.
Remote commands can only be used to add entries and not delete or modify existing entries.
Keyword commands
Use keyword commands to add keywords or combination of keywords in the body or subject lists in
Keyword Checking filter.
Available commands are:
ADDSUBJECT - Adds keywords specified to the subject keyword checking database.
Example: ADDSUBJECT: sex, porn, spam;
ADDBODY - Adds keywords specified to the body keyword checking database.
Example: ADDBODY: free, “100% free”, “absolutely free”;
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NOTE
When configuring phrases other than a single words, enclose them in double quotes (“ ”).
Blocklist commands
Use blocklist commands to add a single email address or an entire domain to the email blocklist.
Available commands are:
ADDBLIST: <email>;
Example: ADDBLIST: user@somewhere.com;
NOTES
1. Add an entire domain to the blocklist by specifying a wildcard before the domain
Example: ADDBLIST: *@domain.com;
2. Wildcards cannot be used in domain names.
Example:ADDBLIST: *@*.domain.com; is invalid and will be rejected.
3. For security reasons, there can be only one ADDBLIST command in an email, and only one
address can be specified as the command parameter. The parameter is either a user email or a
domain:
Example:ADDBLIST: spammer@spam.com; or ADDBLIST:*@spammers.org;
Bayesian filter commands
Add spam email or valid email (ham) to the Bayesian filter database. Available commands are:
Command
Description
ADDASSPAM
Instructs Bayesian filter to classify email as spam.
ADDASGOODMAIL
Instructs Bayesian filter to classify email as HAM.
NOTE
These commands do not have parameters - the content of the email is the parameter.
Remote command logging
To keep track of changes made to the configuration database via remote commands, each email with
remote commands (even if the email with remote commands was invalid) is saved in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\AntiSpam\ADBRProcessed\
The file name of each email is formatted according to the following format:
<sender_email_address>_SUCCESS_<timestamp>.eml - in case of successful processing.
<sender_email_address>_FAILED_<timestamp>.eml - in case of failure.
NOTE
Timestamp is formatted as yyyymmddhhmmss.
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7.6.5 Perimeter SMTP Server Settings
SMTP servers that relay emails to the GFI MailEssentials server must be specified.
1. From the GFI MailEssentials Configuration, go to Anti-Spam > Anti-Spam Settings.
Screenshot 95: Perimeter SMTP Server settings
2. From the Perimeter SMTP Servers tab configure:
Option
Description
This is the only SMTP
server which receives
emails from the Internet
Select this option when GFI MailEssentials is installed on the only SMTP server that
receives external emails directly from the Internet.
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Option
Description
The following SMTP servers receive emails directly
from the Internet and forward them to this server
Emails are relayed to the GFI MailEssentials server from other SMTP servers. Click Detect
to instruct GFI MailEssentials to automatically detect SMTP servers by retrieving MX
records of inbound domains. Click Add SMTP Server to manually add the IPs of any other
SMTP servers that relay emails to the GFI MailEssentials server.
NOTE
When manually adding IPs of perimeter SMTP servers, you can also add a range of IP
addresses using the CIDR notation.
Emails are also filtered by
GFI MAX MailProtection or
GFI MAX MailEdge
Select if using hosted email security products GFI MAX MailProtection or GFI MAX
MailEdge.
For more information refer to:
http://go.gfi.com/?pageid=ME_MAXMPME
3. Click Apply.
7.7 SpamTag for Microsoft Outlook
The GFI MailEssentials SpamTag Plugin is an addon for Microsoft Outlook that installs a toolbar on end
users' machines, giving some control to users in management of spam emails. The plugin also
synchronizes Microsoft Outlook Junk settings with GFI MailEssentials.
Whereas the Microsoft Outlook Junk functionality enables users to manage spam emails at client side,
with the SpamTag plugin users can manage their spam emails at server level.
The GFI MailEssentials administrator can choose which of the following features and functions to
enable:
Train the Bayesian Analysis filter
Add senders and/or domains to Personal Blocklist or Personal Whitelist
Automatically synchronize allowed and blocked senders in Microsoft Outlook with the GFI MailEssentials Personal Whitelist and Personal Blocklist respectively.
Automatically add users' contacts to the Personal Whitelist.
NOTE
Users assigned full access to GFI MailEssentials are also allowed to add senders/domains to the
GFI MailEssentials Email Global Blocklist & Global Whitelist.
NOTE
When using SpamTag, install WCF HTTP Activation on the GFI MailEssentials server. To do this go
to Server Manager > Features > Add Feature > .NET Framework > WCF Activation
> HTTP Activation.
7.7.1 Choosing SpamTag features
The GFI MailEssentials administrator can configure which features SpamTag users can make use of.
For example, the administrator can enable users to add senders to personal whitelist, but disable
adding of domains to the personal whitelist.
To configure SpamTag features:
1. Go to Anti-Spam > SpamTag.
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2. From the Spam Button area configure the features related to false-negatives, that is, when spam
emails are not detected as spam:
Option
Description
Enable SPAM button
The Spam button is shown in SpamTag and when clicked, the selected email trains
the Bayesian Analysis filter.
Move processed SPAM to Junk
Email folder
When clicking Spam, the selected email is automatically moved to the Microsoft
Outlook Junk E-mail folder.
Allow setting sender in Personal
Blocklist
A sub-option is shown under Spam button that enables users to add the sender's
email address to their Personal Blocklist.
To use this option, the Personal Blocklist must be enabled.
Allow setting sender domain in
Personal Blocklist
A sub-option is shown under Spam button that enables users to add the sender's
domain to their Personal Blocklist.
To use this option, the Personal Blocklist must be enabled.
3. From the Not Spam Button area configure the features related to false-positives, that is, when
legitimate emails are incorrectly identified as spam.:
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Option
Description
Enable NOT SPAM button
The Not Spam button is shown in SpamTag and when clicked, the selected
email trains the Bayesian Analysis filter.
Move processed legitimate email to
Inbox folder
When clicking Not Spam, the selected email is automatically moved to the
Inbox folder.
Allow setting sender in Personal
Whitelist
A sub-option is shown under Not Spam button that enables users to add the
sender's email address to their Personal Whitelist.
To enable this option, the Personal Whitelist must be enabled.
Allow setting sender domain in Personal Whitelist
A sub-option is shown under Not Spam button that enables users to add the
sender's domain to their Personal Whitelist.
To enable this option, the Personal Whitelist must be enabled.
Allow setting discussion list address
in Personal Whitelist
A sub-option is shown under Not Spam button that enables users to whitelist
newsletters/discussion lists.
To enable this option, the Personal Whitelist must be enabled.
4. From the Synchronize tab, select the settings to import from Microsoft Outlook into the users' Personal Whitelist and Blocklist.
Option
Description
Import Outlook Junk Settings to Personal Blocklist and Personal Whitelist
Imports the addresses listed in Microsoft Outlook Safe Senders and Blocked
Senders into the GFI MailEssentials Personal Whitelist and Personal Blocklist.
Import Outlook contacts to Personal
Whitelist
Imports the list of Microsoft Outlook contacts to the Personal Whitelist.
The list of Safe Senders and Blocked Senders in Microsoft Outlook is available
from Junk > Junk e-mail options.
NOTE
These imports are done automatically in the background by SpamTag every 2 hours and the user
does not configure or see any options on screen.
NOTE
When the user uses Microsoft Outlook that is installed on a battery-powered device, such as a
laptop or tablet, automatic synchronization is not done to economize on battery life.
5. Click Apply.
IMPORTANT
SpamTag checks which features are enabled or disabled in GFI MailEssentials when Microsoft
Outlook starts. After changing any of the above settings, Microsoft Outlook needs to be restarted
to apply changes.
7.7.2 SpamTag requirements
The machines where to install SpamTag must meet or exceed the following specifications:
Hardware
Processor – 1Ghz or more
Memory – Minimum 512MB, Recommended 2GB
Physical Storage – 50MB physical storage dedicated for SpamTag
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Supported operating systems
Windows® 8 & 8.1
Windows® 7
Windows® Vista
Windows® XP
Windows® Server 2012
Windows® Server 2008
Windows® Server 2003
Supported Microsoft Outlook ®
Versions
Microsoft Outlook® 2013 (x86 and x64 versions)
Microsoft Outlook® 2010 (x86 and x64 versions; Service Packs 1 or 2)
Microsoft Outlook® 2007 (Service Packs 1 or 2)
Microsoft Outlook® 2003 (Service Packs 1, 2, 3 or 4)
Connection with GFI MailEssentials
SpamTag connects with GFI MailEssentials on port 80 over HTTP.
To confirm connection, from the client's browser ensure that you can open the GFI
MailEssentials URL.
Other software
Microsoft .Net Framework 4 - this is downloaded and installed automatically if not
found.
7.7.3 Installing SpamTag manually
Run the SpamTag installer on client's machines to manually install SpamTag.
1. Get the installer from <GFI MailEssentials installation folder>/Outlook.
2. Copy GFIMailEssentialsSpamTag.exe to the machine where to install SpamTag.
3. Close Microsoft Outlook.
4. Right-click the installer and select Run as administrator.
5. In the first screen, select the language for the installation.
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Screenshot 96: SpamTag installation language and license terms
6. Read the License Terms and Conditions and if you agree, select I have read and agree to the
License Terms and Conditions. Click Next.
7. Key in the URL used to connect to GFI MailEssentials. For example:
http://192.168.1.2/MailEssentials or http://mygfiserver.mydomin.com/MailEssentials. Wait for the installer to verify connection with GFI
MailEssentials via the specified URL and click Next.
8. Specify the location where to install SpamTag and click Install.
9. On completion click Finish.
10. Start Microsoft Outlook and key in the user's credentials.
SpamTag is now available in the Microsoft Outlook Home ribbon (version 2007 onwards) or in the
toolbar (version 2003).
For more information, click Help from SpamTag.
7.7.4 Installing SpamTag via GPO
This section will help you install GFI MailEssentials SpamTag on numerous machines automatically via
GPO. Choose your domain controller environment:
Windows Server 2008 & 2012
Windows Server 2003
Installing SpamTag via GPO on Windows Server 2008 & 2012
Step 1: Prepare MSI and ADM files
1. From the GFI MailEssentials server, go to the GFI MailEssentials installation folder and open the
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Outlook sub-folder.
2. Copy the MSI and the ADM files to a shared folder that is accessible by all users that will have
SpamTag installed. Ensure that users have at least Read permissions to the folder.
Step 2: Deploy SpamTag
1. On the domain controller, open Server Manager.
2. Expand Server Manager > Features > Group Policy Management > Forest > Domains > domain
name. Right-click the domain name or an organizational unit and select Create a GPO in this
domain, and Link it here...
3. Enter a name for the new Group Policy Object (GPO). For example: GFI MailEssentials
SpamTag. Click OK.
4. Right-click the newly created GPO and click Edit.
5. In the Group Policy Management Editor window, expand Computer Configuration > Policies >
Software settings > Software Installation. Right click Software Installation > New > Package to configure the GPO to install on log in.
6. Enter the network path of the shared folder that contains the SpamTag MSI package. Click OK.
NOTE
When selecting the location of the MSI file ensure that this is done through ‘My network locations’
so that the share name in GFI MailEssentials includes the full network share location rather than
the local path.
7. In the Deploy Software pop-up, select Assigned and click OK.
8. The new package is now added under Software Installation.
9. Right-click Computer Configuration > Policies > Administrative Templates and select All Tasks >
Add/Remove Templates.
10. Click Add, browse to the shared folder containing spamtag.adm.
11. Click Close.
12. Go to Computer Configuration > Policies > Administrative Templates > Classic Administrative
Templates (ADM) > GFI MailEssentials SpamTag.
13. From the right pane, double click DefaultWebServiceUrl policy and select Enabled. In GFI MailEssentials Portal Website Address key in the public url of GFI MailEssentials. Machines that will have
SpamTag deployed must be able to connect to this url via their web browser, otherwise SpamTag will
not be able to connect with GFI MailEssentials.
14. Optionally, click Previous Setting to change the SpamTag default language. Click Enabled and
modify the Default Language value.
15. Click OK.
Step 3: Verify installation
The set up should now be complete. SpamTag will be installed the next time each client machine is
started.
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To check installation, verify that the SpamTag toolbar is visible in Microsoft Outlook® and that it
connects successfully to GFI MailEssentials.
Installing SpamTag via GPO on Windows Server 2003
Step 1: Prepare MSI and ADM files
1. From the GFI MailEssentials server, go to the GFI MailEssentials installation folder and open the
Outlook sub-folder.
2. Copy the MSI and the ADM files to a shared folder that is accessible by all users that will have
SpamTag installed. Ensure that users have at least Read permissions to the folder.
Step 2: Deploy SpamTag
1. From command prompt, load mmc.exe to launch the Microsoft Management Console.
2. Go to File > Add/Remove Snap-in… and click Add...
3. Select Group Policy Object Editor snap-in and click Add.
4. Click Browse… and select the domain policy to edit.
5. Select the domain policy and click OK.
6. Click Finish to close ‘Select Group Policy Object’ dialog. Click Close to close ‘Add standalone Snapin’ dialog and click OK to close ‘Add/Remove Snap-in’ dialog; to return to the Microsoft Management
Console.
7. Navigate to Console Root > <domain policy> > User Configuration, right-click Administrative
Templates, and select Add/Remove Templates….
8. Click Add… and browse for the ADM file located in the folder shared in step 1. Click Open.
9. Click Close to return to the Microsoft Management Console.
10. Expand Console Root > <domain policy> > User Configuration > Administrative Templates >
GFI Applications.
11. From the right pane, double click DefaultWebServiceUrl policy and select Enabled. Key in the
public url of GFI MailEssentials. Machines that will have SpamTag deployed must be able to connect
to this url via their web browser, otherwise SpamTag will not be able to connect with GFI MailEssentials.
12. Optionally, click Previous Setting to change the SpamTag default language. Click Enabled and
modify the Default Language value.
13. Click OK.
14. Select Console Root > <domain policy> > Computer Configuration > Software Settings.
15. Right click Software installation and select New > Package…
16. In the Open dialog, locate the share where the MSI file was saved in step 1.
NOTE
When selecting the location of the MSI file ensure that this is done through ‘My network locations’
so that the share name in GFI MailEssentials includes the full network share location rather than
the local path.
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17. Choose the deployment option - select Assigned and OK.
Step 3: Verify installation
The set up should now be complete. SpamTag will be installed the next time each client machine is
started.
To check installation, verify that the SpamTag toolbar is visible in Microsoft Outlook® and that it
connects successfully to GFI MailEssentials.
7.7.5 Using SpamTag
Screenshot 97: SpamTag in Microsoft Outlook 2010
For information on how to use SpamTag refer to the built-in help by clicking Help in SpamTag.
The help automatically shows information related to the features that are enabled by the
administrator in SpamTag settings page.
Screenshot 98: SpamTag in Microsoft Outlook 2003
7.8 Public Folder Scanning
Spamming techniques are continuously evolving and consequently you might encounter instances
when spam still makes it through anti-spam filters to the recipient’s Inbox. Through public folder
scanning, users can manually classify email as spam and ‘teach’ GFI MailEssentials spam patterns to
classify similar email as spam. Emails can also be added to the whitelist.
IMPORTANT
It is highly recommended to use GFI MailEssentials SpamTag instead of Public Folder Scanning
when network clients use Microsoft Outlook as their email client. For more information, refer to
SpamTag for Microsoft Outlook (page 160).
How it works :
1. When an incorrectly classified email (false positive or false negative) is identified, users drag and
drop the email to the appropriate GFI AntiSpam public folder. For more information, refer to Using
Public folder scanning (page 171).
2. Public folder scanning retrieves emails from the GFI AntiSpam public folders and add to
whitelist/blocklist and HAM/SPAM databases.
The GFI Antispam public folders must be created and configured on the mail server. For more
information, refer to Enabling Public Folder Scanning (page 168).
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7.8.1 Enabling Public Folder Scanning
To enable public folders scanning follow the instructions listed in the sections below:
Public folder scanning setup for Microsoft ® Exchange Servers
Configure a dedicated user account for Microsoft ® Exchange Server 2003
Configure a dedicated user account for Microsoft ® Exchange Server 2007/2010
Hiding user posts in GFI AntiSpam Folders
NOTE
You can also use GFI MailEssentials with Lotus Domino. For more information, refer to Lotus
Domino (page 29).
Public folder scanning setup for Microsoft® Exchange Servers
1. From the GFI MailEssentials configuration console go to Anti-spam > Anti-Spam Settings. Select
Public Folder Scanning tab.
2. Select Enable Public Folder Scanning and from Poll public folder via list select:
Exchange Server 2003 - Select MAPI, IMAP or WebDAV.
Exchange Server 2007 - Choose WebDAV or Web Services.
Exchange Server 2010 - Choose Web Services.
Options are described in the table below.
Option
Description
MAPI
To use MAPI, GFI MailEssentials must be installed on the machine on which Microsoft® Exchange Server
is installed. No other settings are required.
IMAP
Requires Microsoft® Exchange IMAP service. IMAP enables remote scanning of public folders and works
well in environments running firewalls. In addition, IMAP can be used with other Mail servers that
support IMAP. Parameters required are:
Mail server name
Port number (default IMAP port is 143)
Username/password
Select the Use SSL option to use a secure connection
WebDAV
GFI MailEssentials
Specify mail server name, port (default WebDAV port is 80), username/password and domain. To use a
secure connection select the Use SSL checkbox. By default, public folders are accessible under the
‘public’ virtual directory. If this has been changed, specify the correct virtual directory name to access
the public folders by editing the text in the URL box.
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Option
Description
Web Services
Specify the following details:
Server - mail server name
Domain - use the local domain
NOTE
If both a local and a public domain exist, always use the local domain.
Port - default Web Services port (80, or 443 if using SSL).
Username/password - use credentials with administrative privileges or create a dedicated user
from Microsoft ® Exchange ® Management Shell by entering the following command to add the appropriate permissions:
Add-ADPermission -identity "Mailbox Store" -User NewUser -AccessRights
GenericALL
Replace Mailbox Store with the name of the mailbox store that contains the user mailboxes and
NewUser with the username of the created user.
Use SSL - Select this option if Exchange Web Services require a secure connection. By default, Web
Services requires SSL.
URL - By default, public folders are accessible under the ‘EWS/exchange.asmx’ virtual directory. If
this has been changed, specify the correct virtual directory name to access the public folders by editing the text in the URL box.
NOTE
It is recommended to test the settings manually, by loading the URL in a web browser. This should
load an XML formatted file, named services.wsdl.
3. Click Scan Now to automatically create the Public folders.
4. Click Test if you are setting up IMAP, WebDAV or Web Services. On screen notification will confirm
success/failure. If the test fails, verify/update credentials and re-test.
5. Click Apply.
Configure a dedicated user account for Microsoft ® Exchange Server 2003
For security reasons, it is recommended that when GFI MailEssentials is installed in a DMZ, a
dedicated user account is created to retrieve/scan emails from public folders.
1. Create a new Active Directory (AD) user.
2. From the Microsoft® Exchange System Manager, expand Folders > Public Folders node.
3. Right click GFI AntiSpam Folders public folder and select Properties.
4. Click Permissions tab and select Client permissions.
5. Click Add…, select new user, and click OK.
6. Select the new user from the client permissions list and from the provided list set its role to
Owner. Ensure that all checkboxes are selected and the radio buttons are set to All.
7. Click OK to finalize your configuration.
8. From the Microsoft® Exchange System Manager right click GFI AntiSpam Folders and select All
tasks > Propagate settings.
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NOTE
For Microsoft® Exchange Server 2003 SP2, right click GFI AntiSpam Folders and select All tasks >
Manage Settings option.
9. Select Folder rights or Modify client permissions and click OK or Next.
10. Specify the credentials of the new power user account created in step 1 and test the setup to
ensure permissions are correct.
Configure a dedicated user account for Microsoft ® Exchange Server 2007/2010
When configuring a dedicated user account to retrieve the emails from the GFI AntiSpam Public
folders, the user would need to have ‘owner’ access rights on the GFI AntiSpam Public Folders.
1. Create a new Active Directory (AD) (power) user.
2. Logon to the Microsoft® Exchange Server using administrative privileges.
3. Open Microsoft® Exchange Management Shell and key in following command:
Get-PublicFolder -Identity "\GFI AntiSpam Folders" -Recurse | ForEachObject {Add-PublicFolderClientPermission -Identity $_.Identity -User
"USERNAME" -AccessRights owner -Server "SERVERNAME"}
Change USERNAME and SERVERNAME to the relevant details of the Active Directory user in question.
Example:
Get-PublicFolder -Identity "\GFI AntiSpam Folders" -Recurse | ForEachObject {Add-PublicFolderClientPermission -Identity $_.Identity -User
"mesuser" -AccessRights owner -Server "exch07"}
Hiding user posts in GFI AntiSpam Folders
For privacy and security purposes, it is highly recommended that you hide user posts made on GFI
AntiSpam folders. This way, users will only be able to post to the folders without viewing existing
posts (not even the ones they posted themselves). To configure user privileges and hide posts for
unauthorized users:
Microsoft ® Exchange 2003
1. From the Microsoft® Exchange System Manager expand Folders > Public Folders node.
2. Right click GFI AntiSpam Folders public folder and select Properties.
3. Select the Permissions tab and click Client permissions.
4. Click Add…, and select the user/group to hide the posts from and click OK.
5. Select user/group configured earlier to the client permissions list and set its role to Contributor.
6. Ensure that only Create items is selected and the radio buttons are set to None.
7. Click OK to finalize your configuration.
8. From the Microsoft® Exchange System Manager right click GFI AntiSpam Folders and select All
tasks > Propagate settings.
9. Select Folder rights checkbox and click OK.
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Microsoft ® Exchange 2007
1. From Microsoft ® Exchange Management Shell, key in the following command:
ReplaceUserPermissionOnPFRecursive.ps1 -Server "server" TopPublicFolder "\’GFI AntiSpam Folders’" -User "Default" -Permissions
Contributor
Replace “server” with the full computer name.
2. When prompted, key in y to confirm permissions for each folder.
This command will set the default permissions for the GFI MailEssentials Public Folders to contributor,
where users can move emails to the Public Folders but cannot view or modify entries. By default
administrators are owners of the Public Folders and can view or modify entries. For more information
about Public Folders permissions refer to:
http://go.gfi.com/?pageid=ME_PFPermissionsExch2007
Microsoft ® Exchange 2010
1. From Microsoft ® Exchange Management Shell, change the folder to the Microsoft® Exchange
scripts folder that can be found in the Microsoft® Exchange installation folder. If Microsoft® Exchange
is installed in the default path, the scripts folder is stored in:
C:\Program Files\Microsoft\Exchange Server\V14\Scripts\
2. Key in the following command:
ReplaceUserPermissionOnPFRecursive.ps1 -Server "server" TopPublicFolder "\GFI AntiSpam Folders" -User "Default" -Permissions
Contributor
Replace “server” with the full computer name.
This command will set the default permissions for the GFI MailEssentials Public Folders to contributor,
where users can move emails to the Public Folders but cannot view or modify entries. By default
administrators are owners of the Public Folders and can view or modify entries. For more information
about Public Folders permissions refer to:
http://go.gfi.com/?pageid=ME_PFPermissionsExch2010
7.8.2 Using Public folder scanning
Reviewing spam email
1. When spam emails are delivered to the user’s mailbox (in Inbox, Junk E-mail folder or a custom
folder) instruct the individual email users to periodically review spam emails.
2. There may be cases where legitimate emails are incorrectly identified as spam (false positives). For
more information, refer to Managing legitimate email (page 171).
3. There may also be cases where spam emails are not detected (false negatives). For more
information, refer to Managing spam (page 172).
Managing legitimate email
As with any anti-spam solution, GFI MailEssentials might require some time until the optimal antispam filtering conditions are achieved. In cases where this is not yet achieved, there might be
instances where legitimate email is identified as spam.
In such cases users should add emails incorrectly identified as spam to Add to whitelist and This is
legitimate email folders to ‘teach’ GFI MailEssentials that the email in question is not spam.
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NOTES
1. In Microsoft® Outlook, dragging and dropping email moves the email to the selected folder. To
retain a copy of the email, hold down the CTRL key to copy the email rather than moving it.
2. Detailed information how to create the GFI AntiSpam folders is included in this manual. For
more information, refer to Enabling Public Folder Scanning (page 168).
Adding senders to the whitelist
1. In the public folders list of the mail client (example, Microsoft® Outlook), locate the GFI AntiSpam
Folders > Add to whitelist public folder.
2. Drag and drop emails or newsletters to Add to whitelist public folder.
Adding discussion lists to the whitelist
Emails sent to discussions lists have the discussion list's email address as the recipient of the message.
To receive emails from specific discussion lists, the list's email address needs to be whitelisted.
1. Using your email client, (example, Microsoft® Outlook), locate the GFI AntiSpam Folders > I want
this Discussion list public folder.
2. Drag and drop discussion lists to the I want this Discussion list public folder.
Use legitimate emails to 'teach' the Bayesian filter
1. In the public folders of the mail client (example, Microsoft® Outlook), locate the GFI AntiSpam
Folders > This is legitimate email public folder.
2. Drag and drop emails to the This is legitimate email folder.
Managing spam
While GFI MailEssentials starts identifying spam emails right out of the box, there may be instances
where spam makes it through undetected to the users mailbox. Typically this might be either due to
configuration settings that have not yet been performed or to new forms of email spam to which GFI
MailEssentials has not yet adapted itself. In both cases, these situations are resolved when GFI
MailEssentials is configured to capture such spam.
In these cases users should add such emails to Add to blocklist and This is spam email folders to
‘teach’ GFI MailEssentials that the email in question is spam.
NOTES
1. In Microsoft® Outlook, dragging and dropping email moves the email to the selected folder. To
retain a copy of the email, hold down the CTRL key to copy the email rather than moving it.
2. Detailed information how to create the GFI AntiSpam folders is included in this manual. For
more information, refer to Enabling Public Folder Scanning (page 168).
Adding senders to the Email Blocklist
1. In the public folders of the mail client (example, Microsoft® Outlook), locate the GFI AntiSpam
Folders > Add to blocklist public folder.
2. Drag and drop emails to the Add to blocklist public folder.
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Use spam emails to 'teach' the Bayesian filter
1. In the public folders of the mail client (example, Microsoft® Outlook), locate the GFI AntiSpam
Folders > This is spam email public folder.
2. Drag and drop the spam email to the This is spam email folder.
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8 Content Filtering
Content Filtering engines enable administrators to control the content of emails. These engines scan
the content of emails and attachments, and block emails containing content matching the content
filtering rules.
Topics in this chapter:
8.1 Keyword Filtering
174
8.2 Attachment Filtering
181
8.3 Advanced Content Filtering
188
8.4 Decompression Engine
193
8.1 Keyword Filtering
Keyword Filtering enables you to set up rules that filter emails with particular keywords or a
combination of keywords in the body or subject of the email. A rule is composed of:
Keywords to block in the email body, subject or attachment
Actions to take when a keyword is found
The users to which a rule applies.
To configure content rules, navigate to Content Filtering > Keyword Filtering. This page allows you
to view, create, enable, disable or delete rules.
8.1.1 Creating a Keyword Filtering rule
To create a Keyword filtering rule follow the steps listed below:
Step 1: Configuring basic rule setting
Step 2: Configuring terms to block
Step 3: Configuring the actions to take on detected emails
Step 4: Specifying the users to whom to apply this rule
Step 1: Configuring basic rule settings
1. Go to Content Filtering > Keyword Filtering and select Add Rule...
2. Specify a name for the rule in the Rule name text box.
3. Select whether to scan inbound, outbound and/or internal emails.
Option
Description
Check Inbound emails
Select this option to scan incoming emails
Check Outbound
emails
Select this option to scan outgoing emails
Check Internal emails
Select this option to scan internal emails.
NOTE
This option is only available when GFI MailEssentials is installed on the Microsoft® Exchange
server
4. To block emails encrypted using PGP technology, select Block PGP encrypted emails.
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NOTE
PGP encryption is a public-key cryptosystem often used to encrypt emails.
Step 2: Configuring terms to block
1. Select the Body tab to specify the keywords in the email body to block.
2. Select Block emails if content is found matching these conditions (message body/attachments)
checkbox to enable scanning of body for keywords.
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Screenshot 99: Content Filtering: Body Tab - setting conditions
3. From the Condition entry area, key in keywords to block in the Edit condition box. You can also
use conditions AND, OR, AND NOT and OR NOT to use a combinations of keywords.
4. To add the keyword or combination of keywords keyed in, click Add Condition.
To modify an entry in the Conditions list, select it and make the required changes in the Condition
entry box. To remove an entry from the Conditions list, select it and click Remove.
Click Update to apply changes.
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Screenshot 100: Content Filtering: Body Tab- configuring other options
5. (Optional) From the Options area, configure the following settings:
Option
Description
Match whole words
only
Block emails when the keywords specified match whole words.
Apply above conditions to attachments
Select this option to apply this rule also to text in attachments. In the Attachment filtering area
specify the attachments' file extension (for example, .doc) to apply or exclude from this rule.
6. Select the Subject tab to specify keywords to block in the email subject.
7. From the Condition entry area, key in keywords to block in the Edit condition box. You can also
use conditions AND, OR, AND NOT and OR NOT to use a combinations of keywords.
8. To add the keyword or combination of keywords keyed in, click Add Condition.
To modify an entry in the Conditions list, select it and make the required changes in the Condition
entry box. To remove an entry from the Conditions list, select it and click Remove.
Click Update to apply changes.
9. From the Options area, configure how keywords are matched. Select Match whole words only to
block emails where the keywords specified match whole words in the subject
Step 3: Configuring the actions to take on detected emails
1. Click the Actions tab to configure what should be done when this rule is triggered.
2. To block an email that matches the rule conditions, select Block email and perform this action
and select one of the following options:
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Option
Description
Quarantine
email
Stores blocked emails in the Quarantine Store. You can subsequently review (approve/delete) all the
quarantined emails. For more information, refer to Quarantine (page 201).
Delete
email
Deletes blocked emails.
Move to
folder on
disk
Moves the email to a folder on disk. Key in the full folder path where to store blocked emails.
IMPORTANT
Actions always affect the whole email containing the blocked content, even if there is other
content (such as attachments) that do not trigger this rule.
NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
3. Select Send a sanitized copy of the original email to recipient(s) to choose whether to send a
copy of the blocked email to the recipients but with the malicious content removed.
4. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
5. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
Step 4: Specifying users to whom this rule applies
1. By default, the rule is applied to all email users. GFI MailEssentials, however, allows you to apply
this rule to a custom list of email users specified in the Users / Folders tab.
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Screenshot 101: Content Filtering: Users/Folders Tab
2. Specify the users to apply this rule to.
Option
Description
Only this list
Apply this rule to a custom list of email users, groups or public folders.
All except this list
Apply this rule to all email users except for the users, groups or public folders specified in the
list.
3. To add email users, user groups and/or public folders to the list, click Add.
Screenshot 102: Add users to a Content Filtering rule
4. In the User Lookups window, specify the name of the email user/user group or public folder that
you wish to add to the list and click Check Names. Matching users, groups or public folders are listed
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underneath.
NOTE
You do not need to input the full name of the users, groups or public folder. It is enough to enter
part of the name. GFI MailEssentials will list all the names that contain the specified characters.
For example, if you input sco, GFI MailEssentials will return names such as Scott Adams and
Freeman Prescott, if they are available.
5. Select the check box next to the name(s) that you want to add to the list and click OK.
NOTE
To remove entries from the list, select the user/user group/public folder you want to remove and
click Remove.
6. Repeat steps 3 to 5 to add all the required users to the list.
7. Click Apply.
8.1.2 Enabling/disabling Rules
To enable/disable content filtering rules:
1. Go to Content Filtering > Keyword Filtering.
2. From the Content Filtering page, select the checkbox of the rule(s) to enable or disable.
3. Click Enable Selected or Disable Selected accordingly
8.1.3 Removing content filtering rules
WARNING
Deleted rules are not recoverable. If in doubt, it is recommended to disable a rule.
1. Go to Content Filtering > Keyword Filtering.
2. From the Content Filtering page, select the checkbox of the rule(s) that you want to remove.
3. Click Remove Selected.
8.1.4 Modifying an existing rule
1. Go to Content Filtering > Keyword Filtering.
2. From the Content Filtering page, click the name of the rule to modify.
3. Perform the required changes in the rule properties and click Apply.
8.1.5 Changing rule priority
Content Filtering rules are applied in the same order, from top to bottom as they are listed in the
Content Filtering page (that is, rule with priority value 1 is checked first). To change the
sequence/priority of rules:
1. Go to Content Filtering > Keyword Filtering.
2. From the Content Filtering page, click the
GFI MailEssentials
(up) or
(down) arrows to respectively increase or
8 Content Filtering | 180
decrease the priority of the selected rule.
3. Repeat step 2 until rules are placed in the desired sequence.
8.2 Attachment Filtering
Attachment Filtering allows you to set up rules to filter what types of email attachments to allow and
block on the mail server. A rule is composed of:
Attachment types to block
Actions to take when a matching attachment is found
The users to which a rule applies.
To configure attachment rules, navigate to Content Filtering > Attachment Filtering. This page
allows you to view, create, enable, disable or delete rules.
8.2.1 Creating an Attachment Filtering rule
To create an Attachment filtering rule follow the steps listed below:
Step 1: Configuring basic rule settings and the terms to block
Step 2: Configuring the actions to take on detected emails
Step 3: Specifying the users to whom to apply this rule
Step 1: Configuring basic rule settings and the terms to block
1. Navigate to Content Filtering > Attachment Filtering node.
2. Click Add Rule...
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Screenshot 103: Attachment Filtering: General Tab
3. Specify a name for the rule in the Rule name text box.
4. Select whether to scan inbound, outbound and/or internal emails.
Option
Description
Check Inbound emails
Select this option to scan incoming emails
Check Outbound
emails
Select this option to scan outgoing emails
Check Internal emails
Select this option to scan internal emails.
NOTE
This option is only available when GFI MailEssentials is installed on the Microsoft® Exchange
server
5. In the Attachment Blocking area, specify the types of attachments to block:
Option
Description
Block all
Block all email attachments of any type.
Block this list
Block a custom list of attachment types. Key in a filename and/or attachment type to block in
the Enter filename with optional wildcards text box and click Add. Repeat this step for all filenames and/or attachment types to block.
Do not block attachments smaller than
the following size:
Select this option to allow attachment types in the list that are smaller than a particular size.
Specify the size (in KB) in the text box provided.
Block all except this
list
Block all attachments except the ones specified in the list. Key in a filename and/or attachment type to allow in the Enter filename with optional wildcards text box and click Add.
Repeat this step for all filenames and/or attachment types to exclude.
NOTE
When specifying filenames and/or attachment types, you can use asterisk (*) wildcards. For
example, specifying *orders*.mdb refers to all files of type mdb that contain the string
orders in the file name. Specifying *.jpg will block all images of type jpg.
NOTE
To remove an entry from the list, select it and click Remove Selected.
6. You can also block attachments that have a size bigger than a particular size. To enable this
option, from the Options area select Block all attachments greater than the following size in KB
and specify the maximum attachment size (in KB).
NOTE
This feature blocks all attachments with a file size bigger than the one specified irrespective if
the attachment matches an entry in the Attachment blocking list.
Step 2: Configuring the actions to take on detected emails
1. Click the Actions tab to configure what happens when this rule is triggered.
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Screenshot 104: Attachment Filtering: Actions Tab
2. To block an email that matches the rule conditions, select Block attachment and perform this
action and select one of the following options:
Option
Description
Quarantine
email
Stores blocked emails in the Quarantine Store. You can subsequently review (approve/delete) all the
quarantined emails. For more information, refer to Quarantine (page 201).
Delete
email
Deletes blocked emails.
Move to
folder on
disk
Moves the email to a folder on disk. Key in the full folder path where to store blocked emails.
IMPORTANT
Actions always affect the whole email containing the blocked content, even if there is other
content (such as attachments) that do not trigger this rule.
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NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
3. Select Send a sanitized copy of the original email to recipient(s) to choose whether to send a
copy of the blocked email to the recipients but with the malicious content removed.
4. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
5. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
Step 3: Specifying users to whom this rule applies
1. By default, the rule is applied to all email users. GFI MailEssentials, however, allows you to apply
this rule to a custom list of email users specified in the Users / Folders tab.
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Screenshot 105: Content Filtering: Users/Folders Tab
2. Specify the users to apply this rule to.
Option
Description
Only this list
Apply this rule to a custom list of email users, groups or public folders.
All except this list
Apply this rule to all email users except for the users, groups or public folders specified in the
list.
3. To add email users, user groups and/or public folders to the list, click Add.
Screenshot 106: Add users to a Content Filtering rule
4. In the User Lookups window, specify the name of the email user/user group or public folder that
you wish to add to the list and click Check Names. Matching users, groups or public folders are listed
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underneath.
NOTE
You do not need to input the full name of the users, groups or public folder. It is enough to enter
part of the name. GFI MailEssentials will list all the names that contain the specified characters.
For example, if you input sco, GFI MailEssentials will return names such as Scott Adams and
Freeman Prescott, if they are available.
5. Select the check box next to the name(s) that you want to add to the list and click OK.
NOTE
To remove entries from the list, select the user/user group/public folder you want to remove and
click Remove.
6. Repeat steps 3 to 5 to add all the required users to the list.
7. Click Apply.
8.2.2 Enabling/disabling rules
To enable or disable attachment filtering rules:
1. Go to Content Filtering > Attachment Filtering.
2. From the Attachment Filtering page, select the checkbox of the rule(s) to enable or disable.
3. Click Enable Selected or Disable Selected accordingly.
8.2.3 Removing attachment rules
Warning
Deleted rules are not recoverable. If in doubt, it is recommended to disable a rule.
1. Go to Content Filtering > Attachment Filtering.
2. From Attachment Filtering page, select the rule(s) that you want to remove.
3. Click Remove Selected.
8.2.4 Modifying an existing rule
1. Go to Content Filtering > Attachment Filtering.
2. From Attachment Filtering page, click the name of the rule to modify.
3. Perform the required changes in the rule properties and click Apply.
8.2.5 Changing the rule priority
Attachment Filtering rules are applied in the same order, from top to bottom as they are listed in the
Attachment Filtering page (that is, rule with priority value 1 is checked first). To change the
sequence/priority of rules:
1. Go to Content Filtering > Attachment Filtering.
2. From the Attachment Filtering page, click the
or decrease the priority of the selected rule.
GFI MailEssentials
(up) or
(down) arrows to respectively increase
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3. Repeat step 2 until rules are placed in the desired sequence.
8.3 Advanced Content Filtering
Advanced Content filtering enables scanning of email header data and content using advanced
configurable search conditions and regular expressions (regex).
To configure advanced content rules, go to Content Filtering > Advanced Content Filtering. This
page allows you to view, create, enable, disable or delete rules.
8.3.1 Creating Advanced Content Filtering rules
To create an Advanced Content Filtering rule follow the steps listed below:
Step 1: Configuring basic rule settings and conditions to block
Step 2: Configuring the actions to take on detected emails
Step 3: Specifying the users to whom to apply this rule
Step 1: Configuring basic rule settings and conditions to block
1. Go to Content Filtering > Advanced Content Filtering and click Add Rule...
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Screenshot 107: Adding a new Advanced Content Filtering rule
2. In Rule Name area, provide a name for the new rule.
3. In Condition area, provide the condition that the email has to meet to match this rule. From the
drop down select the email part (Header, Subject, Body, Attachment Name or Attachment Content) and choose a condition (Start with, Ends with, Contains, Matches Exactly, Matches Regex). In
the text box, key in the keyword or regular expression that the email should match.
For example: To match emails having swiss in subject - Select Subject and Contains and key in
swiss in textbox.
4. Select whether to scan inbound, outbound and/or internal emails.
Option
Description
Check Inbound emails
Select this option to scan incoming emails
Check Outbound
emails
Select this option to scan outgoing emails
Check Internal emails
Select this option to scan internal emails.
NOTE
This option is only available when GFI MailEssentials is installed on the Microsoft® Exchange
server
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Step 2: Configuring the actions to take on detected emails
1. From the Actions tab, configure what happens when this rule is triggered.
Screenshot 108: Actions Tab
2. To block an email that matches the rule conditions, select Block email and perform this action
and select one of the following options:
Option
Description
Quarantine
email
Stores blocked emails in the Quarantine Store. You can subsequently review (approve/delete) all the
quarantined emails. For more information, refer to Quarantine (page 201).
Delete
email
Deletes blocked emails.
Move to
folder on
disk
Moves the email to a folder on disk. Key in the full folder path where to store blocked emails.
IMPORTANT
Actions always affect the whole email containing the blocked content, even if there is other
content (such as attachments) that do not trigger this rule.
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NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
3. Select Send a sanitized copy of the original email to recipient(s) to choose whether to send a
copy of the blocked email to the recipients but with the malicious content removed.
4. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
5. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
Step 3: Specifying users to whom this rule applies
1. By default, the rule is applied to all email users. GFI MailEssentials, however, allows you to apply
this rule to a custom list of email users specified in the Users / Folders tab.
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Screenshot 109: Content Filtering: Users/Folders Tab
2. Specify the users to apply this rule to.
Option
Description
Only this list
Apply this rule to a custom list of email users, groups or public folders.
All except this list
Apply this rule to all email users except for the users, groups or public folders specified in the
list.
3. To add email users, user groups and/or public folders to the list, click Add.
Screenshot 110: Add users to a Content Filtering rule
4. In the User Lookups window, specify the name of the email user/user group or public folder that
you wish to add to the list and click Check Names. Matching users, groups or public folders are listed
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underneath.
NOTE
You do not need to input the full name of the users, groups or public folder. It is enough to enter
part of the name. GFI MailEssentials will list all the names that contain the specified characters.
For example, if you input sco, GFI MailEssentials will return names such as Scott Adams and
Freeman Prescott, if they are available.
5. Select the check box next to the name(s) that you want to add to the list and click OK.
NOTE
To remove entries from the list, select the user/user group/public folder you want to remove and
click Remove.
6. Repeat steps 3 to 5 to add all the required users to the list.
7. Click Apply.
8.3.2 Removing Rules
1. From Content Filtering> Advanced Content Filtering, select rule to remove.
2. Click Remove Selected.
8.3.3 Enabling/Disabling Rules
1. From Content Filtering> Advanced Content Filtering, select rule to enable/disable.
2. Click Disable Selected to disable rule or Enable Selected to enable.
8.3.4 Sorting Rules
Advanced Content Filtering rules are applied in the same order, from top to bottom as they are listed
in the Advanced Content Filtering page (that is, rule with priority value 1 is checked first). To change
the sequence/priority of rules:
1. Navigate to the Content Filtering > Advanced Content Filtering node.
2. Click the
(up) or
(down) arrows to respectively increase or decrease the priority of the rule.
3. Repeat step 2 until rules are placed in the desired sequence.
8.4 Decompression Engine
The Decompression engine extracts and analyzes archives (compressed files) attached to an email.
The following is a list of checks performed by the decompression engine:
Password protected archives
Corrupted archives
Recursive archives
Size of decompressed files in archives
Amount of files in archives
Scan within archives
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8.4.1 Configuring the decompression engine filters
To configure decompression engine filters:
1. Navigate to Content Filtering > Decompression node.
Screenshot 111: Decompression engine checks
2. Click the decompression filter to configure:
Check password protected archives
Check corrupted archives
Check for recursive archives
Check size of uncompressed files in archives
Check for amount of files in archives
Scan within archives
Check password protected archives
1. Navigate to Content Filtering > Decompression node.
2. From the list of available filters, click Check password protected archives.
3. To enable this filter, select Check password protected archives.
4. Specify what to do when an email contains an archive that triggers this filter:
Option
Description
Quarantine
Quarantines blocked emails
Automatically Delete
Deletes blocked emails
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NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
5. Select Send a sanitized copy of the original email to recipient(s) to choose whether to send a
copy of the blocked email to the recipients.
6. Click the Actions tab to configure further actions.
7. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
8. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
9. Click Apply.
Check corrupted archives
1. Navigate to Content Filtering > Decompression node.
2. From the list of available filters, click Check corrupted archives.
3. To enable this filter select Check corrupted archives.
4. Specify what to do when an email contains an archive that triggers this filter:
Option
Description
Quarantine
Quarantines blocked emails
Automatically Delete
Deletes blocked emails
NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
5. Select Send a sanitized copy of the original email to recipient(s) to choose whether to send a
copy of the blocked email to the recipients.
6. Click the Actions tab to configure further actions.
7. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
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Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
8. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
9. Click Apply
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Check for recursive archives
This filter allows you to quarantine or delete emails that contain recursive archives. Recursive
archives, also known as nested archives, are archives that contain multiple levels of sub-archives
(that is, archives within archives). A high number of archive levels can indicate a malicious archive.
Recursive archives can be used in a DoS (Denial of Service) attack, since recursive archives consume
machine resources when they are being analyzed. To configure this filter:
1. Navigate to Content Filtering > Decompression node.
2. From the list of available filters, click Check for recursive archives.
3. To enable this filter select Check for recursive archives.
4. Specify the maximum number of recurring archives in the Maximum number of recurring archives
text box. If an archive contains more recurring archives than the specified number, the email is
triggered as malicious.
5. Specify what to do when an email contains an archive that triggers this filter:
Option
Description
Quarantine
Quarantines blocked emails
Automatically Delete
Deletes blocked emails
NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
6. Select Send a sanitized copy of the original email to recipient(s) to choose whether to forward a
copy of the blocked email to the recipients but with the malicious content removed.
7. Click the Actions tab to configure further actions.
8. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
9. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
10. Click Apply.
Check size of uncompressed files in archives
This filter allows you to block or delete emails with archives that exceed the specified physical size
when uncompressed. Hackers sometimes use this method in a DoS (Denial of Service) attack by
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sending an archive that can be uncompressed to a very large file that consumes hard disk space and
takes a long time to analyze by content security or antivirus software.
To configure this filter:
1. Navigate to Content Filtering > Decompression node.
2. From the list of available filters, click Check size of uncompressed files in archives.
3. To enable this filter select Check size of uncompressed files in archives.
4. Specify the maximum size of uncompressed archives in the Maximum size of uncompressed files in
archive in MB text box. If an uncompressed archive’s size is bigger than the specified value, the
email is triggered as malicious.
5. Specify what to do when an email contains an archive that triggers this filter:
Option
Description
Quarantine
Quarantines blocked emails
Automatically Delete
Deletes blocked emails
NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
6. Select Send a sanitized copy of the original email to recipient(s) to choose whether to send a
copy of the blocked email to the recipients but with the malicious content removed.
7. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
8. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
9. Click Apply.
Check for amount of files in archives
This filter allows you to quarantine or delete emails that contain an excessive amount of compressed
files within an attached archive. You can specify the number of files allowed in archive attachments
from the configuration options included in this filter. To configure this filter:
1. Navigate to Content Filtering > Decompression node.
2. From the list of available filters, click Check for amount of files in archives.
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3. To enable this filter select Check for amount of files in archives.
4. Specify the maximum number of files in archives in the If the number of files within archive
exceeds text box. If the archive contains more files than the specified value, the email is triggered as
malicious.
5. Specify what to do when an email contains an archive that triggers this filter:
Option
Description
Quarantine
Quarantines blocked emails
Automatically Delete
Deletes blocked emails
NOTE
When GFI MailEssentials is installed on same machine as Microsoft® Exchange 2003, GFI
MailEssentials may not be able to block outbound emails, but instead replaces the blocked content
with a threat report.
6. Select Send a sanitized copy of the original email to recipient(s) to choose whether to send a
copy of the blocked email to the recipients.
7. Click the Actions tab to configure further actions.
8. GFI MailEssentials can send email notifications whenever an email triggers this filter. To enable
this feature, select any of the following options:
Option
Description
Notify administrator
Notify the administrator whenever this engine blocks an email. For more information, refer to Administrator email address (page 232).
Notify local
user
Notify the email local recipients about the blocked email.
9. To log the activity of this engine to a log file select Log occurrence to this file. In the text box
specify path and file name to a custom location on disk where to store the log file. By default, log
files are stored in:
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\Logs\<EngineName>.log
10. Click Apply.
Scan within archives
You can configure GFI MailEssentials to apply Keyword and Attachment Filtering of files within
archives.
1. Navigate to Content Filtering > Decompression node.
2. From the list of available filters, click Scan within archives.
3. To enable scanning within archives select Apply Attachment and Content Filtering rules within
archives. For more information, refer to Content Filtering (page 174).
4. Click Apply.
8.4.2 Enable/disable decompression filters
To enable or disable decompression filters:
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1. Navigate to Content Filtering > Decompression node.
2. From the Decompression engine page, select the checkbox of the filters to enable or disable.
3. Click Enable Selected or Disable Selected accordingly.
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9 Quarantine
The GFI MailEssentials Quarantine feature provides a central store where all emails detected as spam
or malware are retained. This ensures that users do not receive spam and malware in their mailbox
and processing on the mail server is reduced.
Administrators and mail users can review quarantined emails by accessing the quarantine interface
from a web browser. GFI MailEssentials can also send regular email reports to email users to review
their blocked emails.
Refer to the following sections for more information on configuring the GFI MailEssentials Quarantine.
9.1 Important Notes
201
9.2 Searching the quarantine
201
9.3 Search Folders
206
9.4 Working with Quarantined emails
208
9.5 Quarantine RSS Feeds
211
9.6 Quarantine Options
213
9.7 Quarantine Store Location and Public URL
218
9.1 Important Notes
1. To quarantine spam or malicious emails, change the filters' and engines' actions to Quarantine
email.
2. The Quarantine Store requires disk space to retain the organization’s spam email or malware for a
number of days. The amount of disk space required depends on:
The quantity received
How long it is retained.
3. On average, 100,000 spam or malware emails of 5 KB each will require approximately 600 MB of
disk space to store the email and its metadata.
4. If the free disk space where the Quarantine Store is saved is 512 MB or less, GFI MailEssentials
stops quarantining spam and malware; it is instead tagged and delivered to recipients’ mailboxes
until free disk space increases to more than 512 MB. This ensures that the disk will not run out of
space.
9.2 Searching the quarantine
The Quarantine Store is accessible from the GFI MailEssentials interface and allows management of
quarantined emails.
To access the GFI MailEssentials Quarantine Store, go to GFI MailEssentials > Quarantine.
There are various ways how to search for content in the GFI MailEssentials Quarantine:
Searching though quarantined Malware and Spam
Searching through Malware emails only
Search through Spam emails only
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Search through both Malware and Spam
1. Go to GFI MailEssentials > Quarantine.
Screenshot 112: Malware and Spam Search Area
2. From the Quarantine page, select All Emails from Search for dropdown.
3. Specify the required search criteria.
SEARCH CRITERIA
DESCRIPTION
Date:
Select the date range when the email was quarantined. Available date ranges are:
Any date/time
Since yesterday
Last 7 days
Last 30 days
Custom date range
Search by sender
Specify a sender who sent the email that was quarantined.
Search by recipient
Specify a recipient for whom an email was quarantined.
Search for text in subject
Specify the text to search for within quarantined email subject.
4. Click Search.
NOTE
Use the search results to review quarantined emails. You can approve false positives for delivery
to recipients. For more information, refer to Working with Quarantined emails (page 208).
Search for Malware and Content only
1. Go to GFI MailEssentials > Quarantine.
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Screenshot 113: Malware and Spam Search Area
2. From the Quarantine page, select Malware and Content Only from Search for dropdown.
3. Specify the required search criteria.
SEARCH
CRITERIA
DESCRIPTION
Date:
Select the date range when the email was quarantined. Available date ranges are:
Any date/time
Since yesterday
Last 7 days
Last 30 days
Custom date range
Search by
sender
Specify a sender who sent the email that was quarantined.
Search by recipient
Specify a recipient for whom an email was quarantined.
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SEARCH
CRITERIA
DESCRIPTION
Search for text
in subject
Specify the text to search for within quarantined email subject.
Quarantine
Reason
Key in the reason for which the email to search for was quarantined.
Item Source
Select the source from where email was identified as Malware and quarantined. Available options
are:
Information Store (VSAPI)
Gateway (SMTP)
Information Store (Transport)
Item Direction
Select the direction of the quarantined email to search for,
Any
Inbound
Outbound
NOTE
This option is available only if Gateway (SMTP) is selected in Item Source.
Quarantined by
Select one of the GFI MailEssentials filters that quarantined the email. Select Only checkbox to
search for emails quarantined only by a specific filter.
4. Click Search.
NOTE
Use the search results to review quarantined emails. You can approve false positives for delivery
to recipients. For more information, refer to Working with Quarantined emails (page 208).
Search for Spam Only
1. Go to GFI MailEssentials > Quarantine.
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Screenshot 114: Spam Only search area
2. From the Quarantine page, select Spam Only from Search for dropdown.
3. Specify the required search criteria. Available options are:
SEARCH CRITERIA
DESCRIPTION
Date:
Select the date range when the email was quarantined. Available date ranges are:
Any date/time
Since yesterday
Last 7 days
Last 30 days
Custom date range
Search by sender
Specify a sender who sent the email that was quarantined.
Search by recipient
Specify a recipient for whom an email was quarantined.
Search for text in subject
Specify the text to search for within quarantined email subject.
Search by anti-spam filter
Select the anti-spam filter that identified the email to search for as Spam.
4. Click Search.
NOTE
Use the search results to review quarantined emails. You can approve false positives for delivery
to recipients. For more information, refer to Working with Quarantined emails (page 208).
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9.3 Search Folders
A Search Folder is a folder that has a custom search query associated to it and displays all
quarantined emails that match the search query.
Examples of search folders:
A search folder that displays only outbound emails quarantined by the Virus Scanning Engines.
A search folder that displays inbound emails quarantined in a particular date range and addressed
to a particular user.
A search folder that displays emails that meet specific search criteria
A search folder that displays the results of a previously defined search query.
To display emails in a particular search folder:
1. Go to Quarantine node.
Screenshot 115: Default and custom search folders
2. Click a search folder displayed in the Default Search Folders or Custom Search Folders
areas. Alternatively, select one of the search folder nodes under the Quarantine and Quarantine >
Search Folders node.
NOTE
Use the search results to review quarantined emails. You can approve false positives for delivery
to recipients. For more information, refer to Working with Quarantined emails (page 208).
9.3.1 Default Search Folders
Default Search Folders are preconfigured search folders that enable you to access quarantined emails
according to specific time periods or by a specific quarantined email type. To use the default search
folders:
1. Go to Quarantine node.
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Screenshot 116: Default search folders
2. Select a search folder from the Default Search Folders area or from a node beneath Quarantine
node to access the search folder. GFI MailEssentials will automatically search for and display all quarantined emails that satisfy the default search folder search criteria.
Available default search folders are:
Time based:
Today
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Yesterday
This week
Category based:
All Malware and Content Items
All Spam Items
NOTE
Use the search results to review quarantined emails. You can approve false positives for delivery
to recipients. For more information, refer to Working with Quarantined emails (page 208).
9.3.2 Creating, editing and removing Custom Search Folders from Searches
1. Go to Quarantine node.
2. Create a new search for quarantined emails. For more information, refer to Searching the quarantine (page 201).
3. In the results page, click Save as Search Folder and key in an easily identifiable name for the new
Search Folder.
The newly created search folder is listed in Quarantine > Search Folders node.
NOTE
To edit or delete a previously created search folder, access the search folder and click Edit
Search Folder or Delete Search folder.
9.3.3 Using the Search Folders node to auto-purge quarantined emails
The Search Folders node enables you to create Search folders and set an auto-purge value (in
days).When a quarantined email exceeds the specified number of days in the quarantine, the email is
deleted.
1. Select Quarantine > Search Folders node.
2. Configure a new search folder for the emails to purge on a regular basis using the instructions in
this chapter.
3. Select EnableAuto-purging and provide the number of days to keep emails for.
4. Click Save Folder.
9.4 Working with Quarantined emails
Within GFI MailEssentials there are a number of actions you can take on quarantined emails.
The Quarantine Store is accessible from the GFI MailEssentials interface and the administrator can
manage quarantined emails.
To access the GFI MailEssentials Quarantine Store, go to GFI MailEssentials > Quarantine.
9.4.1 Viewing quarantined emails
Searching within the Quarantine or using default or customized search folders yields a list of
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quarantined emails.
Screenshot 117: Search Results
NOTE
The results page may be split in two tabs:
Malware and Content - Emails blocked by anti-malware engines and content filtering rules.
Spam - Emails blocked by anti-spam filters.
1. Choose Malware and Content tab or Spam tab to view quarantined emails for the specific quarantined email type. The results page provides the following functions and details:
Option
Description
Back
Returns you to the previous screen.
Approve
Enables you to approve a single or multiple emails. For more information, refer to Approving Quarantined
Emails (page 210).
Delete
Deletes a single or multiple emails. For more information, refer to Permanently Delete Quarantined Emails
(page 211).
Rescan
Rescans emails using current antivirus signatures (which may be more up to date than the antivirus signatures that quarantined the email in the first place). Select one or more emails and click Rescan to rescan.
Module
The module that identified the email as to be quarantined.
Reason
The reason/rule that triggered the action to quarantine the email.
Sender
The email address of the sender
Recipients
The email address of the recipient
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Option
Description
Subject
The email subject as sent by the sender.
Date
The date when email was quarantined
Source
The location from where the email was quarantined
Item
Source
Enables selecting a source to filter the display with. Available options are:
View all
Information Store (VSAPI)
Gateway (SMTP)
Information Store (Transport)
Page size
Enables customizing how many emails per page are currently displayed. Choose a number to view a maximum number of items per page.
2. Click a row to access the individual email details.
Screenshot 118: Quarantined Items details
From the Quarantined Items details page, review the email details and perform the following actions
Action
Description
Approve
Approve email. For more information, refer to Approving Quarantined Emails (page 210).
Sanitize and
Approve
Sanitize email and approve. For more information, refer to Approving Quarantined Emails (page 210).
Rescan
Rescans emails using current antivirus signatures (which may be more up to date than the antivirus
signatures that quarantined the email in the first place). Delete
Deletes email. For more information, refer to Permanently Delete Quarantined Emails (page 211).
Delete and
Notify
Deletes email and notifies user. For more information, refer to Permanently Delete Quarantined
Emails (page 211).
Download
Item
Downloads quarantined email to a location you choose in .eml format.
Warning:
Emails in Quarantine Store may contain malicious content. Use this feature with caution.
9.4.2 Approving Quarantined Emails
There might be instances where you might want to approve an email blocked by GFI MailEssentials.
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GFI MailEssentials allows the administrator to approve a quarantined email so that it is released from
the Quarantine Store and delivered to its intended recipients.
To approve emails:
1. Use the search features described in the previous sections to return a list of quarantined emails.
2. Select the checkbox next to the quarantined email(s) to approve and click Approve.
Sanitize and Approve Emails
GFI MailEssentials also enables you to remove the item that caused the email to be quarantined and
send the email to recipient.
To sanitize and approve emails:
1. Use the search features described in the previous sections to return a list of quarantined emails.
2. Click on an email to view its details.
3. Click Sanitize and Approve.
NOTE
Emails quarantined by the Information Store (VSAPI) source cannot be sanitized.
9.4.3 Permanently Delete Quarantined Emails
1. Use the search features described in the previous sections to return a list of quarantined emails
2. Select the checkbox next to the quarantined email(s) and click Delete.
Delete Quarantined Emails and notify user
The Delete and Notify feature enables notifying recipients when deleting emails from quarantine.
To delete and notify recipients:
1. Use the search features described in the previous sections to return a list of quarantined emails.
2. Click on an email to view its details.
3. Click Delete and Notify.
9.5 Quarantine RSS Feeds
RSS (Really Simple Syndication) is a protocol used to distribute frequently updatable content or feeds
(for example, news items) with its subscribers. An RSS Feed Reader is required by subscribers to view
RSS feeds. RSS feeds usually include a summary of the content and a link to view the full article.
To facilitate the monitoring of quarantined emails, RSS feeds can be used. The GFI MailEssentials
Quarantine RSS feed displays quarantined emails for review and enables users to approve or delete
quarantined emails.
NOTE
GFI MailEssentials Quarantine RSS feeds can be used on most RSS Feed Readers. For a list of freely
available RSS Feed Readers that were tested with GFI MailEssentials Quarantine RSS feeds refer
to:
http://kbase.gfi.com/showarticle.asp?id=KBID002661
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9.5.1 Enabling Quarantine RSS Feeds
1. Navigate to GFI MailEssentials > Quarantine > Quarantine RSS Feeds.
Screenshot 119: Quarantine RSS feeds
2. Select the Enable Quarantine RSS Feeds checkbox.
3. From the RSS Feeds area, click Edit to the right of the quarantine search folder for which to
enable RSS feeds.
4. Select Enable Quarantine RSS feeds on this folder checkbox.
5. Specify the refresh interval in minutes in the Refresh feed content every text box. The default
value is 10 minutes.
6. Specify the maximum number of items you want the feed to include in the Feed should contain at
most text box. The default value is 100 items.
NOTE
You can change the URL of an RSS feed by clicking Reset Feed URL. To change the URL of all
enabled RSS feeds, click Edit to the right of the OPML entry and click Reset all the URLs. When
changing URL's, ensure to update all present subscriptions accordingly.
Reset feed url should be done in case of unauthorized access
7. Click Apply.
9.5.2 Subscribing to Quarantine RSS feeds
Subscribing to all enabled Quarantine RSS feeds
1. Navigate to GFI MailEssentials > Quarantine >Quarantine RSS Feeds.
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2. In the RSS Feeds area, right-click on
icon and click Copy Shortcut to copy the RSS feed URL.
3. Use the copied URL in your RSS Feed Reader application to create a new RSS feed subscription.
Subscribing to a search folder Quarantine RSS feed
To subscribe to an RSS feed of a default or custom search folder:
1. Navigate to GFI MailEssentials > Quarantine >Quarantine RSS Feeds.
2. In the RSS Feeds area, right-click on
Copy Shortcut to copy the RSS feed URL.
icon next to the search folder to subscribe to and click
3. Use the copied URL in your RSS Feed Reader application to create a new RSS feed subscription.
9.5.3 Securing access to the GFI MailEssentials Quarantine RSS feeds
Configure who can subscribe to the quarantine RSS feeds from the Access Control node in GFI
MailEssentials Configuration. For more information, refer to Access Control (page 238).
9.6 Quarantine Options
Use the Quarantine Options to configure Quarantined Spam retention, User Reporting and
Quarantined Malware non-existent user setup.
9.6.1 Spam Options
1. Navigate to Quarantine > Quarantine Options > Spam Options.
Screenshot 120: Spam Options - General Options tab
2. From the General Options tab change or confirm the Spam quarantine store email retention
period.
3. Click User Settings tab.
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Screenshot 121: Spam Options - User Settings tab
4. Select Send user quarantine reports at regular intervals to enable sending of User quarantine
reports.
NOTE
User quarantine reports are emails sent to users on a regular basis with a list of blocked spam for
that user. Using this list, users can check and approve any legitimate emails. Email blocked by the
Malware and Content Filtering filters are not shown in these emails.
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5. Configure the frequency at which report will be sent. To add to the preset schedule, select a date
and time and click Add rule. Select an existing date and time and click Delete to delete selected
date/time.
6. Configure the users that will receive the Quarantined Spam reports. Select All Users except the
ones listed below or Only users in the list below and provide the email address of the users to
include or exclude.
NOTE
Click Browse to select a file with a list of email addresses to import and click Import.
7. Click Apply.
9.6.2 Malware Options
GFI MailEssentials can also be configured to notify the administrator or authorized users via email
(Quarantine Action Form) whenever an email is quarantined.
The Quarantine Approval Form contains details related to the quarantined email including the reason
why it was blocked and any attachments that were included in the email. The administrator can then
action the quarantined email (for example, approve the email) directly from the email client.
NOTE
To automatically purge emails older than a specific number of days, create a new search folder
and set the Auto-purging feature to purge emails after a number of days. For more information,
refer to Using the Search Folders node to auto-purge quarantined emails (page 208).
Enabling Quarantine Approval Forms
1. Navigate to Quarantine > Quarantine Options > Malware Options.
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Screenshot 122: Quarantine Mode
2. From Quarantine Mode tab, select Send quarantine approval forms by email checkbox to enable
the sending of Quarantine Approval Forms.
3. From the Select recipient area, specify the recipient of the Quarantine Approval Forms:
Option
Description
Send to administrator
Sends Quarantine Approval Forms to the administrator as configured in General Settings node.
For more information, refer to Administrator email address (page 232).
Send to the following email
address
Sends Quarantine Approval Forms to another email address. Key in the recipient in the text box
provided.
4. Optional - Select Save quarantine audit to this file and configure a filename where to save a copy
of the quarantine log.
5. Click Apply.
Nonexistent Recipients
The GFI MailEssentials Nonexistant recipients feature scans emails for non-existing local email
addresses before these are stored to the Quarantine Store. If an email contains non-existing local
email addresses, it is permanently deleted. This reduces the number of emails for administrative
reviewing.
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Configuring Nonexistent Recipients
The Nonexistent Recipients filter requires access to the list of local addresses. This is done either via
Active Directory or if communication with Active Directory is not possible, via an LDAP server.
1. Navigate to Quarantine > Quarantine Options > Malware Options.
Screenshot 123: Nonexistent Recipients
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2. From Nonexistent Recipients tab, select Delete quarantined emails for nonexistent recipients
checkbox.
3. Select the user lookups method to use:
Option
Description
Use native
Select this option if GFI MailEssentials is installed in Active Directory mode and has access to ALL users on
Active DirActive Directory. Skip to step 8.
ectory lookNOTE
ups
When GFI MailEssentials is installed in Active Directory user mode on a DMZ, the AD of a DMZ usually
does not include all the network users (email recipients). In this case configure GFI MailEssentials to
use LDAP lookups.
NOTE
WhenGFI MailEssentials is behind a firewall, this feature might not be able to connect directly to the
internal Active Directory because of Firewall settings. Use LDAP lookups to connect to the internal
Active Directory of your network and ensure to enable default port 389 on your Firewall.
Use LDAP
lookups
Select this option when GFI MailEssentials is installed in SMTP mode and/or when GFI MailEssentials does
not have direct access to the full list of users.
4. Specify the LDAP server name or IP address in the Server text box.
NOTE
In an Active Directory environment, the LDAP server is typically the Domain Controller or Global
Catalog.
5. Specify the port number, default 389, in the Port text box. If connection to the LDAP server is via
SSL, select Use SSL and the default port changes to 636.
NOTE
Ensure that the port is enabled from the Firewall.
6. Click Update DN list to populate the Base DN list and select the Base DN (that is, the top level in
the Active Directory hierarchy).
7. If your LDAP server requires authentication specify the User and Password. Alternatively, if no
authentication is required, select Anonymous bind.
8. Test your configuration settings by specifying a valid email address in the Email address box and
click Test. If the email address is not found, review the configuration settings.
9. To log Nonexistent Recipient activity to a log file, select Log occurrence to this file and specify
path and file name (including .txt extension) to a custom location on disk where to store the log file.
Alternatively specify the file name only (including .txt extension) and the log file will be stored in the
following default location
<GFI MailEssentials installation
path>\GFI\MailEssentials\\EmailSecurity\Logs\<filename>.txt
10. Click Apply.
9.7 Quarantine Store Location and Public URL
Use the GFI MailEssentials Switchboard to configure the Quarantine Store location and the
Quarantine Public URL.
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The Quarantine Store location is the Quarantine Store location where quarantined emails are stored.
By default, this is located in the GFI MailEssentials installation path. This might however need to be
moved to an alternate location in cases where, for example, you might be running out of disk space.
The Quarantine Public URL provides access to the Quarantine Page from an external location. By
default, this is based on the GFI MailEssentials IIS Virtual directory settings you provided during
installation. This however might need to be changed if you are sending quarantine digest emails or
notifications that are accessed outside of the internal network. When this is the case, the URL should
be changed to be reached through Internet.
1. Launch the GFI MailEssentials Switchboard from Start > Programs > GFI MailEssentials >
Switchboard.
Screenshot 124: Quarantine Store location and Public URL
2. From Quarantine tab, click Browse to select an alternate location for the Quarantine Store.
IMPORTANT
Ensure that the disk partition where the Quarantine Store is saved has sufficient disk space. Spam
emails will not be quarantined if the free disk space is less than 512 MB. On reaching 512 MB,
email quarantine operation will stop and spam will be tagged and delivered to recipients‟
mailboxes until free disk space increases to more than 512 MB
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3. Provide an alternate URL as the URL to use to access the quarantine from an external location
outside your organization,
4. Click OK to save setup.
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10 Email Management
GFI MailEssentials includes a number of tools that facilitate management of incoming and outgoing
emails.
Topics in this chapter:
10.1 Disclaimers
221
10.2 Auto-Replies
225
10.3 List Server
226
10.4 Mail Monitoring
230
10.1 Disclaimers
Disclaimers are standard content added to the bottom or top of outbound email for legal and/or
marketing reasons. These assist companies in protecting themselves from potential legal threats
resulting from the contents of an email and to add descriptions about the products/services offered.
Configuring disclaimers
Disabling and enabling disclaimers
Sorting disclaimers by priority
10.1.1 Configuring Disclaimers
To customize or create a new disclaimer:
1. Go to Email Management > Disclaimers.
2. Click a disclaimer to edit its settings or click Add Disclaimer to create a new disclaimer.
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Screenshot 125: Adding a new disclaimer
3. In the General tab configure:
Option
Description
Disclaimer
Name
Key in a unique and friendly name for the disclaimer.
Disclaimer
Type
Choose to which user(s) to apply this disclaimer:
Domain disclaimer: All emails sent from a domain will have the disclaimer added. Select the
domain from the Domain drop-down list.
User/Group disclaimer: Click Search User/Group to select a user or a group of users, to whom the
disclaimer is added for outbound emails. If GFI MailEssentials is in Active Directory mode, pick users or
groups directly from Active Directory; else specify the user's SMTP email address.
Disclaimer pos- Select Top or Bottom option to configure if disclaimer should be located at the top or bottom of the
ition
email.
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Screenshot 126: HTML Disclaimer
4. From the HTML tab, use the HTML editor to create a custom disclaimer in HTML format. To add
email fields or Active Directory fields (variables) in disclaimer, navigate to Insert > Variable…. Select
the variable to add and click Add.
NOTE
The recipient display name and email address variables will only be included if the email is sent to
a single recipient. If emails are sent to multiple recipients, the variables are replaced with
'recipients'.
5. Select the encoding for the HTML disclaimer if the email body’s character set is not HTML:
Option
Description
Convert to Unicode
Convert both email body and disclaimers to Unicode so that both are properly displayed. (Recommended)
Use HTML encoding
Use to define character sets for email body and disclaimer.
Use character set of the
email body
Disclaimer is converted to the email body character set.
NOTE: If selected, some disclaimer text might not display properly.
6. Select Plain Text tab and insert the text to include for use in plain text emails directly into the
Text Disclaimer field. Optionally add variables in disclaimer by clicking Variable…. The variables that
can be added are email fields (sender name, recipient email address, etc…) or Active Directory fields
(name, title, telephone numbers, etc..). Select the variable to add and click Add.
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NOTE
The recipient display name and email address variables will only be included if the email is sent to
a single recipient. If emails are sent to multiple recipients, the variables are replaced with
'recipients'.
7. Specify the encoding to be used for the plain text disclaimer if the email body’s character set is
not plain text:
Option
Description
Convert to Unicode
Converts both email body and disclaimers to Unicode so that both are properly displayed
Use character set of the email
body
Disclaimer is converted to the email body's character set
NOTE: If this option is selected, some of the disclaimer text might not be displayed
properly.
8. From the Exclusions tab, specify any senders or recipients for whom not to apply this disclaimer.
Key in an email address or click Search to look-up email addresses from Active Directory. Click Add
to add email address to the exclusion list.
NOTE
All recipients must be included in the exclusion list to not add a disclaimer in the email.
9. Click Apply to save settings.
See also:
Disabling and enabling disclaimers
Sorting disclaimers by priority
10.1.2 Disabling and enabling disclaimers
By default, disclaimers are automatically enabled. To disable or enable a disclaimer:
1. Go to Email Management > Disclaimers.
2. Select the disclaimers to disable/enable and click Disable selected or Enable selected to perform
the desired action.
See also:
Configuring disclaimers
Sorting disclaimers by priority
10.1.3 Sorting disclaimers by priority
The order in which disclaimers are applied to outbound messages can be customized. If multiple
disclaimers are enabled and applied to the same user, the disclaimer with the higher is applied to
that user.
To customize the priority of disclaimers:
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1. Go to Email Management > Disclaimers.
2. Next to the disclaimer to change priority, click
(down) button to assign a lower priority.
(up) button to assign a higher priority or click
See also:
Configuring disclaimers
Disabling and enabling disclaimers
10.2 Auto-Replies
Auto-replies enable the sending of automated replies to specific inbound emails. A different autoreply for each email address or subject can be specified. Variables can also be used in an auto-reply
to personalize emails.
To enable auto-replies, go to Email Management > Auto-Replies and select Enable Auto-Replies.
10.2.1 Configuring auto-replies
1. Go to Email Management > Auto-Replies.
2. Click Add Auto-Reply.
Screenshot 127: Auto-reply settings
3. In Auto-Reply Settings configure the following options:
Option
Description
When email
is sent to:
Key in the email address that sends auto-replies when receiving emails.
Example - If ‘sales@master-domain.com’ is used, senders sending to this email address will receive an
auto reply.
and subject
contains:
This option enables auto replies only for emails containing specific text in the subject field.
Auto Reply
from:
Specify an email address in case where an auto-reply is required from a different email address other
than the email address to which the inbound email was addressed to.
Auto Reply
subject:
Specify the subject of the auto reply email.
4. In Auto Reply text, specify the text to display in the auto reply email.
NOTE
Import auto reply text from a text file via the Import button. Click Export to download auto-reply
text to a text file.
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Screenshot 128: Variables dialog
5. Click Variable… to personalize auto-replies using variables. Select variable field to insert and click
OK. Available variables are:
Option
Description
Date Field
Inserts the email sent date.
From Email Field
Insert sender email address.
From Name Field
Inserts the display name of the sender.
Subject Field
Inserts email subject.
To Email Field
Inserts the recipient’s email address.
To Name Field
Inserts the recipient’s display name.
Tracking Number
Inserts tracking number (if generated).
6. In Attachments area, select any attachments to send with the auto-reply email. Specify the location of the attachment and click Add. Remove attachments using Remove.
7. In Other Settings configure:
Option
Description
Generate tracking number in sub- Generates a unique tracking number in the auto reply.
ject
By default, tracking numbers are generated using the following format: ME_
YYMMDD_nnnnnn
Where:
ME - GFI MailEssentials tag.
YYMMDD - Date in year, month and date format.
nnnnnn - automatically generated tracking number.
Include email sent
Select to quote the inbound email in auto reply.
8. Click Apply.
10.3 List Server
List servers enable the creation of two types of distributions lists:
Newsletter - Used for creating subscription lists for company or product newsletters, to which
users can either subscribe or unsubscribe.
Discussion - Enables groups of people to hold discussions via email, with each member of the list
receiving the email that a user sends to it.
10.3.1 Creating a newsletter or discussion list
To create a new newsletter or discussion list:
1. Go to Email Management > List Server and click Add List.
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Screenshot 129: Creating a new list
2. Configure the following options:
Option
Description
Display Name
Key in a friendly name for the new list.
List type
Select the type of discussion list to create:
Newsletter - Used for creating subscription lists for company or product
newsletters, to which users can either subscribe or unsubscribe.
Discussion - Enables groups of people to hold discussions via email, with
each member of the list receiving the email that a user sends to it.
List Name
The list name is used in the list email address fields.
For example, if the list name is MyNewsletter, the list email address is
MyNewsLetter@mydomain.com
List domain
The domain to use for the list. The list of domains is extracted from the Local
Domains list.
The list server utilizes this domain for the list addresses displayed in the List
email addresses box.
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Option
Description
Automatically unsubscribe NDRs and
move NDR to the following folder:
When an NDR is received from a subscriber of the list, the subscriber is automatically unsubscribed and the NDR is moved to a custom folder.
3. From the Database tab, select Microsoft Access or Microsoft SQL Server/MSDE as database. Configure the database type selected to store the newsletter/discussion subscribers list. The available
options are:
Option
Description
Microsoft
Access
Specify a database name and location. GFI MailEssentials automatically creates a database.
Microsoft
SQL Server
Specify SQL server name, database and logon credentials used to store newsletter/discussion subscribers
list. Click Test to ensure that GFI MailEssentials can connect with the specified Microsoft SQL Server.
NOTE
You can use Microsoft Access for lists of up to a maximum of 5000 members.
4. Customize your distribution list. For more information, refer to Configuring advanced newsletter/discussion list properties (page 228).
5. Click Apply.
10.3.2 Using Newsletters/Discussions
After creating a newsletter/discussion list, users must subscribe to be part of the list.
Action
Description
Subscribing to list
Ask users to send an email to
<newslettername>-subscribe@yourdomain.com
Completing subscription process
On receiving the request, list server sends a confirmation email back. Users must confirm their
subscription via a reply email to be added as a subscriber.
NOTE: The confirmation email is a requirement and cannot be turned off.
Sending a newsletter/discussion post
Members with permissions to send email to the list are required to send the email to the
newsletter list mailing address:
<newslettername>@yourdomain.com
Unsubscribing from
list
To unsubscribe from the list, users must send an email to:
<newslettername>-unsubscribe@yourdomain.com
NOTE
To enable users to easily subscribe to newsletters, add a web form asking for name and email
address and automatically generate an email where the sender is the email address of the new
user and the recipient is:
<newslettername>-subscribe@yourdomain.com
10.3.3 Configuring advanced newsletter/discussion list properties
After creating a new list, further options can be configured which enable the customization of
elements and behavior of the list. These options include:
Creating a custom footer for the list
Setting permissions to the list
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Manually adding subscribers to the list
Importing subscribers to the list/database structure
Creating a custom footer for the list
1. From the Footer tab configure a custom discussion list footer. A footer is added to each email sent
to the list.
2. Use the HTML editor to add an HTML version of the footer. To add variable fields in the list footer,
navigate to Insert > Variables. Select the variable to add and click Add List.
3. You can also enter a plain text footer for plain text lists. Click Variable... to add variable fields.
4. Click Apply.
Tip
You can use footers to show how users can subscribe/unsubscribe from list and/or to promote
your social media channels.
Setting permissions to newsletters
Specify the users who can submit newsletters.
NOTE
Permissions are not configurable for discussion lists.
1. Open an existing or create a new list and go to the Permissions tab.
2. Key in an email address that can send newsletters and click Add Email. The email address is added
to the list.
3. A newsletter password secures access to newsletter in case someone else makes use of the email
client or account details of a permitted user. Enable passwords by selecting the Password required:
checkbox and providing a password.
NOTE
When sending emails to the newsletter, users must authenticate themselves by including the
password in the email subject field. Password must be specified in the subject field as follows:
[PASSWORD:<password>] <Subject of the email>
Example: [PASSWORD:letmepost]Special Offer.
If password is correct, the list server automatically removes the password details from subject
and relays email to newsletter subscribers.
4. Click Apply.
Manually adding subscribers to the list
Manually add users to newsletters/discussions without any action on their behalf.
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NOTE
It is highly recommended that users subscribe themselves to the list by sending an email to the
subscribe newsletter/discussion address. Ensure that you have users' authorization before
manually adding them to the list.
1. Open an existing or create a new list and go to the Subscribers tab.
2. Key in the subscriber details in Email Address (required), First name, Last name and Company
fields and click Add Email. The new subscriber email address is added to list.
3. To remove users from the subscription list table when unsubscribing from the list (and not just flag
them as unsubscribed) select Delete from database when user unsubscribes checkbox.
4. Click Apply.
Importing subscribers to the list / database structure
When a new newsletter or discussion list is created, a table called 'listname_subscribers' with the
following fields is created in the database.
To import data into the list, populate the database with data in the following fields.
Field Name
Type
Default Value
Ls_id
Varchar(100)
Ls_first
Varchar(250)
First name
Ls_last
Varchar(250)
Last name
Ls_email
Varchar(250)
Email
Ls_unsubscribed
Int
Ls_company
Varchar(250)
0
Flags
Description
PK
Subscriber ID
NOT NULL
Unsubscribe flag
Company name
10.4 Mail Monitoring
Mail monitoring enables copying emails sent to or from a particular local email address to another
email address. This enables the creation of central store of email communications for particular
persons or departments.
10.4.1 Adding new Mail Monitoring rules
1. Go to Email management > Mail Monitoring.
2. Click Add Rule....
3. From the General tab configure the following options:
Option
Description
Mail Monitor Name
Key in a friendly mail monitoring rule name.
Inbound or Outbound
Select whether to apply rule to inbound or outbound emails.
Copy monitored email to
user or email address
The destination email address or mailbox where to copy the emails to. Select Email
Address to manually key in an email address or select User to look-up
If sender is
Specify the email address of the sender to monitor. Click All Domains to monitor emails
sent by all users.
and recipient is
Specify the email address of the recipient to monitor. Click All Domains to monitor emails
received by all users.
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4. Click Add to add the configured rule.
5. Repeat the above steps to specify multiple filters.
6. From the Exceptions tab specify users and email addresses for whom the rule shall not apply. The
available options are:
Option
Description
Except if sender
is
Excludes the specified senders from mail monitoring.
For inbound monitoring rules, key in non-local email addresses.
For outbound monitoring rules, all addresses in this list are local. Click Search User to find local
email addresses and click Add.
Except if recipient is
Excludes the specified recipients from the list.
For inbound monitoring rules, all addresses in this list are local. Click Search User to find local email
addresses and click Add.
For outbound monitoring rules, key in non-local email addresses.
7. Click Apply.
10.4.2 How to use Mail Monitoring
Refer to the below table for information on how to configure mail monitoring for different
requirements and scenarios:
What to monitor
Description
All email sent by a particular user
Create an outbound rule and specify sender email or select user (if using AD) in the sender
field. Click All Domains in the recipient’s field.
All email sent to a particular user
Create an inbound rule and specify the recipient's email address or select user (if using AD)
in the recipient field. Click All Domains in the sender’s field.
Mail sent by a particular
user to an external
recipient
Create an outbound rule, specify sender or select user (if using AD) in the sender field. Key
in external recipient email in the recipient field.
Mail sent to a particular
user by an external
sender
Create an inbound rule and specify external sender email address in the sender field. Key
in email address or select user (if using AD) in the recipient field.
Mail sent by a particular
user to a company or
domain
Create an outbound rule and specify sender or select user (if using AD) in the sender field.
Specify the domain of the company in the recipient field.
Mail sent to a particular
user by a company or
domain
Create an inbound rule and specify domain of the company in the sender field. Select
domain when clicking on the sender button and enter username or user email address in
the recipient field.
10.4.3 Enabling/Disabling email monitoring rules
1. Go to Email management > Mail Monitoring.
2. Select the rule to enable/disable.
3. Click Enable Selected or Disable Selected to enable or disable the selected rule respectively.
4. Click OK to save changes.
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11 General Settings
Topics in this chapter:
11.1 Administrator email address
232
11.2 Enabling/Disabling scanning modules
232
11.3 Proxy settings
233
11.4 Local domains
235
11.5 Managing local users
236
11.6 Licensing
236
11.7 SMTP Virtual Server bindings
237
11.8 Patch Checking
237
11.9 Access Control
238
11.1 Administrator email address
GFI MailEssentials sends important notifications to the administrator via email. To set up the
administrator’s email address:
1. From the GFI MailEssentials Configuration navigate to General Settings > Settings and select the
General tab.
Screenshot 130: Specifying the administrator’s email address
2. Key in the administrator’s email address in the Administrator email area.
3. Click Apply.
11.2 Enabling/Disabling scanning modules
From GFI MailEssentials you can enable or disable particular email scanning modules. This allows
switching on and off scanning engines or filters in batch.
NOTE
This feature enables or disables particular scanning engines only. Disabled engines do not process
inbound, outbound and/or internal emails. All other features of GFI MailEssentials, such as the
quarantine store, is still functional.
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1. From the GFI MailEssentials Configuration, navigate to General Settings > Settings and select the
General tab.
Screenshot 131: Scanning Manager
2. Enable or disable scanning modules:
Option
Description
Enable Email Security
Enables/Disables the following scanning engines:
Virus Scanning Engines
Information Store Protection
Trojan & Executable Scanner
Email Exploit Engine
HTML Sanitizer
Enable Anti-Spam
Enables/Disables the following anti-spam filters:
SpamRazer
Anti-Phishing
Directory Harvesting
Email Blocklist
IP Blocklist
IP DNS Blocklist
URI DNS Blocklist
Greylist
Language Detection
Bayesian Analysis
Whitelist
New Senders
Enable Content Filtering
Enables/Disables the following content filtering engines:
Keyword Filtering
Attachment Filtering
Decompression Engine
Advanced Content Filtering
3. Click Apply.
11.3 Proxy settings
GFI MailEssentials automatically checks for and downloads updates (for example, virus definitions
updates and SpamRazer definitions) from the Internet. If the server on which GFI MailEssentials is
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installed, connects to the Internet through a proxy server, configure the proxy server settings as
follows:
1. From GFI MailEssentials Configuration go to General Settings > Settings and select Updates tab.
Screenshot 132: Updates server proxy settings
2. Select the Enable proxy server checkbox.
3. In the Proxy server field key in the name or IP address of the proxy server.
4. In the Port field, key in the port to connect on (default value is 8080).
5. If the proxy server requires authentication, select Enable proxy authentication and key in the
Username and Password.
6. Click Apply.
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11.4 Local domains
Screenshot 133: Local Domains list
GFI MailEssentials requires the list of local domains to enable it to distinguish between inbound,
outbound or internal emails. During installation or post install wizard, GFI MailEssentials
automatically imports local domains from the IIS SMTP service or Microsoft® Exchange Server. In some
cases, however, local domains may have to be added manually.
IMPORTANT
GFI MailEssentials only filter emails destined to local domains for spam. Some rules filter are also
based on the direction. This is determined by the local domains
To add or remove local domains after installation, follow these steps:
1. Go to General Settings > Settings and select Local Domains tab.
2. Key in the name and description of the domain to add in the Domain and Description text boxes.
3. Click Add to include the stated domain in the Local domains list.
NOTE
To remove a listed domain, select it from the list and click Remove.
4. Click Apply.
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11.5 Managing local users
GFI MailEssentials uses 3 ways to retrieve users depending on the installation environment.
NOTE
The number of users retrieved is also used for licensing purposes.
11.5.1 GFI MailEssentials installed in Active Directory mode
When GFI MailEssentials is not installed on the same machine as your mail server and Active Directory
is present, then GFI MailEssentials retrieves mail-enabled users from the Active Directory domain of
which the GFI MailEssentials machine forms part.
GFI MailEssentials installed on the Microsoft® Exchange machine
When GFI MailEssentials is installed on the same machine as Microsoft® Exchange, GFI MailEssentials
retrieves the Active Directory users that have a mailbox on the same Microsoft® Exchange Server.
11.5.2 GFI MailEssentials installed in SMTP mode
When you choose to install GFI MailEssentials in SMTP mode, the list of local users is stored in a
database managed by GFI MailEssentials.
To populate and manage the user list when GFI MailEssentials is installed in SMTP mode, go to
General > Settings and select the User Manager tab.
The User Manager tab displays the list of local users and allows you to add or remove local users. The
list of local users is used when configuring user-based rules, such as Attachment Filtering rules and
Content Filtering rules.
NOTE
GFI MailEssentials automatically populates the list of local users using the sender’s email address
in outbound emails.
To add a new local user:
1. Enter the email address in the Email address box.
2. Click Add.
3. Repeat to add more local users and click Apply.
To remove a local user:
1. Select the local user you want to remove from the Local Users list and click Remove.
2. Repeat to remove more local users and click Apply.
11.6 Licensing
Purchase a license that is equivalent to the number of mailboxes or users protected by GFI
MailEssentials.
Key in the purchased license key during installation or from the GFI MailEssentials Configuration. Go
to General Settings > Licensing and key in your license in the License key box. Click Apply.
To review your license information, including the license expiration date, go to General Settings
> Licensing and review the details in the License key information.
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11.6.1 How to determine license requirements
GFI MailEssentials counts the total mailboxes/email addresses depending on the environment. To
determine the number of users in your environment, go to http://go.gfi.com/?pageid=ME_
RetrieveAndCountUsers.
11.7 SMTP Virtual Server bindings
GFI MailEssentials always binds to the first SMTP virtual server configured in IIS. In case of multiple
SMTP virtual servers, GFI MailEssentials may be required to be bound to a new or a different
SMTP Virtual Server.
NOTE
The SMTP Virtual Server Bindings tab is not displayed if you installed GFI MailEssentials on a
Microsoft® Exchange Server 2007/2010 machine.
11.7.1 Binding GFI MailEssentials to another other SMTP Virtual Server.
NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
1. Go to General Settings > Settings and click Bindings tab.
2. Select the SMTP Virtual Server to bind GFI MailEssentials to.
3. Click Apply.
4. GFI MailEssentials will ask to restart services for the new settings to take effect.
11.8 Patch Checking
The Patch Checking feature verifies if there are any software patches available for your version of GFI
MailEssentials by directly connecting to the GFI Update Servers.
NOTE
It is highly recommended to check for patches periodically to keep GFI MailEssentials updated.
1. Navigate to General Settings > Patch Checking.
Screenshot 134: Checking for product patches
2. Click Check for patches to connect to the GFI Update Server and check for available updates.
3. Click the Download link of patches to download.
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4. On completion, install the downloaded updates.
NOTE
To access the installation instructions and other information applicable to a patch, click the
information link provided in the list of available updates. An incorrect patch installation might
cause the product to malfunction or degrade its performance.
11.9 Access Control
Allow or block access to various features of GFI MailEssentials for particular domain users or groups.
Users can access the Web UI of GFI MailEssentials using their domain credentials. The features shown
to logged in users depends on the Access Control configuration.
NOTE
Configuring access control from the web UI is only possible when GFI MailEssentials is running in
IIS mode and can be accessed over the network. Access Control is configurable from the
Switchboard when GFI MailEssentials is running in Local mode. For more information, refer to
Access Control List (page 243).
The Domain Admins group (in an Active Directory environment only) and the server administrator
account/group are automatically given full access privileges to all features of GFI MailEssentials.
Other users or groups can be given full or partial access to certain GFI MailEssentials features. To add
users to the Access Control list:
1. From GFI MailEssentials Configuration, go to General Settings > Access Control. Add domain users
or groups and select the product features to allow access to.
Screenshot 135: Access control settings
2. Click Add User/Group.
3. In the User Lookups dialog, enter the name of the user or group to add and click Check Names.
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4. GFI MailEssentials displays the list of users/groups found. Select the users/groups to add and click
Submit.
5. For the newly added users/groups, select the features to allow access to.
Permission
Description
Full Access
User can access and configure all features of the product.
Quarantine Access
Allows access to quarantine search and search folders.
Reporting Access
Enables users to generate reports.
RSS Access
Allows users to subscribe to the quarantine RSS feeds.
6. Click Apply.
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12 Miscellaneous topics
Topics in this chapter:
12.1 Installation information
240
12.2 Virtual directory names
241
12.3 User interface mode
241
12.4 Failed emails
245
12.5 Tracing
246
12.6 POP2Exchange - Download emails from POP3 server
248
12.7 Moving spam email to user’s mailbox folders
252
12.8 Move spam to Exchange 2010 folder
254
12.9 Synchronizing configuration data
255
12.10 Disabling email processing
265
12.11 Email backup before and after processing
266
12.12 Remoting ports
268
12.13 Monitoring Virus Scanning API
269
12.1 Installation information
Screenshot 136: Version Information page
To view the GFI MailEssentials version information, navigate to About node. The Version Information
tab displays the GFI MailEssentials installation version and build number.
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To check whether you have the latest build of GFI MailEssentials installed on your machine, click
Check if newer build exists.
NOTE
Always quote your GFI version and build information when contacting GFI support.
The 3rd Party Licenses tab lists third party components in use by GFI MailEssentials.
12.2 Virtual directory names
The default virtual directory names of GFI MailEssentials and Quarantine RSS are MailEssentials and
MailEssentialsRSS respectively. Virtual directory names are customizable; however it is recommended
that these are not changed.
NOTE
If GFI MailEssentials is configured to be accessed only from the local machine, the GFI
MailEssentials Configuration virtual directory is not configurable.
1. Launch GFI MailEssentialsSwitchboard from Start > Programs > GFI MailEssentials > Switchboard.
2. From IIS user interface mode options area, specify custom virtual directory names for:
GFI MailEssentials Configuration - key in a custom name in the Virtual directory field.
Quarantine RSS virtual directory - key in a custom name in the RSS Virtual directory field.
3. Click Apply.
4. Click OK and wait while applying the new settings.
5. When the process completes, click OK.
12.3 User interface mode
The GFI MailEssentials user interface can be loaded on the installation machine only (local mode) or
accessible via http over the network (IIS mode).
To select the mode:
1. Launch the GFI MailEssentialsSwitchboard from Start > Programs > GFI MailEssentials > Switchboard.
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Screenshot 137: GFI MailEssentials Switchboard - UI Mode
2. From the UI mode area, select:
Option
Description
Local mode
GFI MailEssentials loads in an html viewer application, accessible from the machine where GFI
MailEssentials is installed only.
NOTE
If using Local mode:
Spam digest links will not work
User portal will not be available - users will not be able to manage personal whitelists and
blocklists and their personal quarantine. For more information, refer to User Actions (page 68).
IIS mode (recommended)
GFI MailEssentials loads in your default web browser using the IIS setup settings configured during
installation. User interface is also accessible over the network via http.
NOTE
IIS setup settings can be altered using the Website name, Virtual directory and RSS virtual
Directory fields. The Security options enable the configuration of an Access Control List and the
IIS Authentication.
NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
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3. Click Yes to restart the displayed services.
4. Click OK.
12.3.1 IIS Security Settings
The Security button within the UI mode tab enables you to configure an Access Control List and
Authentication method.
Access Control List
The Access control list specifies who can access GFI MailEssentials and what features are available for
which users or groups. By default, Administrators are granted full access to GFI MailEssentials; you
can however specify specific users or groups with different access types.
To add a user:
1. Load Switchboard by clicking Start > Programs > GFI MailEssentials > Switchboard.
2. Select UI Mode tab. Click IIS Mode and select Security.
Screenshot 138: IIS Security - ACL tab
3. Click Add... and provide the name of the user or group to add to the list.
4. Select the type of access to grant. Available options are:
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Permission
Description
Full Access
User can access and configure all features of the product.
Quarantine Access
Allows access to quarantine search and search folders.
Reporting Access
Enables users to generate reports.
RSS Access
Allows users to subscribe to the quarantine RSS feeds.
5. Click OK to finalize setup.
To remove access to a user or group, select the item to remove and click Remove.
IIS Authentication Mode
The IIS Authentication Mode enables you to choose the authentication method to use when accessing
GFI MailEssentials.
1. Load Switchboard by clicking Start > Programs > GFI MailEssentials > Switchboard.
2. Select UI Mode tab. Click IIS Mode and select Security.
3. Select Authentication tab.
Screenshot 139: IIS Security - Authentication tab
4. Select one of the available options:
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Option
Description
Windows
Mode
Windows authentication enables GFI MailEssentials to make use of the credentials of the currently logged on
user and does not provide log-off and automatic timeout of the user interface session.
Forms
Mode
(Default) Forms authentication provides the ability for users to log off. It also enables you to configure an
automatic timeout from the user interface session. This is recommended if end users are accessing their GFI
MailEssentials user console, especially if used from public computers.
5. Click OK to save settings.
12.4 Failed emails
There may be instances where the GFI MailEssentials email security or content filters cannot scan an
email, for example, emails containing corrupted header information. In this case, GFI MailEssentials
blocks the email since it may contain malicious content, and moves it to the following folder:
<GFI MailEssentials installation path>\EmailSecurity\failedmails
12.4.1 Reprocessing legitimate emails that fail
It is recommended to contact GFI Support when a number of emails are being moved to the
failedmails folder. When the issue is resolved, emails can be re-scanned by GFI MailEssentials to
determine if they are safe to be delivered.
NOTE
Files with extension .PROP in the failedmails folder are used for troubleshooting purposes. When
reprocessing failed emails, these files can be deleted.
GFI MailEssentials installed on Microsoft® Exchange Server 2007/2010
1. In the failedmails folder, change the extension of .TXT files to .EML.
NOTE
To automatically change the extension of all .TXT files in the failedmails folder to .EML files, from
command prompt change the directory to the failedmails folder and run the following command:
ren *.txt *.eml
2. Move renamed files to the following folder:
<drive>\Program Files\Microsoft\Exchange Server\TransportRoles\Replay
GFI MailEssentials installed on Microsoft® Exchange Server 2003
Move emails (in .txt format) from the failedmails folder to the following folder:
<Microsoft Exchange installation path>\Exchsrvr\Mailroot\vsi 1\PickUp
GFI MailEssentials installed on Gateway server
Move emails (in .txt format) from the failedmails folder to the following folder:
<drive>\Inetpub\mailroot\Pickup
12.4.2 Failed emails notifications
GFI MailEssentials can be configured to notify the administrator when an email fails processing.
The administrator’s email address can be configured from GFI MailEssentials General Settings node.
For more information, refer to Administrator email address (page 232).
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1. Launch the GFI MailEssentials Switchboard from Start > Programs > GFI MailEssentials >
Switchboard and select Other tab.
Screenshot 140: Enabling Failed emails notification
2. Select Send Notifications on Failed Mail.
3. Click Apply.
NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
4. Click Yes to restart the displayed services.
5. Click OK.
12.5 Tracing
GFI MailEssentials provides the facility of creating log files for debugging purposes. Use tracing for
troubleshooting purposes or when contacting GFI Support. Disable tracing if there are performance
issues with the GFI MailEssentials machine.
When enabled, GFI MailEssentials stores a number of log files in the following folders:
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<GFI MailEssentials installation path>\GFI\MailEssentials\DebugLogs\
<GFI MailEssentials installation path>\GFI\MailEssentials\DebugLogs\
<GFI MailEssentials installation path>\GFI\MailEssentials\AntiSpam\DebugLogs\
<GFI MailEssentials installation path>\GFI\MailEssentials\WwwConf\DebugLogs\
To enable or disable Tracing:
1. Launch the GFI MailEssentials Switchboard from Start > Programs > GFI MailEssentials >
Switchboard and select Tracing tab.
Screenshot 141: Configuring Tracing options
2. Select or unselect Tracing enabled to enable or disable logging respectively.
NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
3. Click Yes to restart the displayed services.
4. Click OK.
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Clear Tracing Logs
To delete all Tracing logs:
1. Launch the GFI MailEssentials Switchboard from Start > Programs > GFI MailEssentials >
Switchboard and select Tracing tab.
NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
2. Click Clear Tracing Logs and click Yes to restart the displayed services.
3. Click OK when completed.
12.6 POP2Exchange - Download emails from POP3 server
POP2Exchange downloads emails from a POP3 server, processes them and sends them to the local
mail server. The recommendation for GFI MailEssentials is to, if possible, avoid using POP3 and to use
SMTP since POP3 is designed for email clients and not for mail servers. Notwithstanding this fact, and
to cater for situations where a static IP address required by SMTP is not available, GFI MailEssentials
can use POP3 to retrieve email.
12.6.1 Configuring POP3 downloader
1. Go to POP2Exchange node.
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Screenshot 142: The GFI MailEssentials POP3 downloader
2. In the POP3 tab, select Enable POP2Exchange from POP3 server to enable POP3 downloader.
3. In the POP3 Mailboxes box, specify the details of the POP3 servers to download emails from:
Option
Description
POP3
Server
Key in the IP address of the POP3 server to download emails from.
Login
& Password
Specify the credentials to login to the POP3 mailbox.
Alternate
address
If the emails in the mailbox are addressed to a recipient that is not on one of the GFI MailEssentials local
domains, emails will be routed to this address. Ensure that this is a local address, configured on the mail
server and protected by GFI MailEssentials.
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Option
Description
Send mail
to:
Choose:
Address stored in 'To' field: GFI MailEssentials analyzes the email header and routes the email
accordingly. If email analyzing fails, email is sent to the email address specified in the Alternate address
field.
Alternate address: GFI MailEssentials does not analyze the email headers and all emails from this
mailbox are forwarded to email address configured in Alternate address.
4. Click Add to add the POP3 server details. Select an added POP3 Server and click Update to replace
it with the newly entered settings.
5. Repeat the steps above to add multiple POP3 servers.
6. In POP3 Options configure:
Option
Description
Check every (minutes)
Specify the download interval in minutes.
Do not download mails larger
than
Specify a maximum download size in KBytes. If email exceeds this size, it will not be
downloaded.
If mail is larger, then:
Choose to delete email larger than the maximum allowed size, or send a message to
the postmaster.
8. Click Apply.
12.6.2 Configure dial up connection options
1. Go to POP2Exchange node and select the Dialup tab.
2. Select Receive mails by Dial-Up or Dial on Demand.
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Screenshot 143: Dialup options
3. Select a dial-up networking profile and configure a login name and password. The following options
are available:
Option
Description
Use this DialUp Networking profile
Choose the Dial-up Networking profile to use.
If not connected, dial
GFI MailEssentials will only dial-up if there is no connection.
Process only
when already
connected
GFI MailEssentials will only process email if a connection already exists.
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Option
Description
Dial on
demand
router:
In case of an Internet connection that is automatically established (such as a dial on demand router)
select this option. GFI MailEssentials will pick up email at the specified interval without triggering a
dial-up connection.
Username &
Password
Enter credentials used to logon to your ISP.
Process every
(minutes)
Enter the interval in minutes.
4. In the Schedule area, specify the hours when GFI MailEssentials should dial-up to pick up email.
5. Click Apply.
12.7 Moving spam email to user’s mailbox folders
When GFI MailEssentials is installed on the Microsoft® Exchange Server, spam emails can be saved in a
user’s mailbox folder. For more information, refer to Spam Actions - What to do with spam emails
(page 145).
If GFI MailEssentials is NOT installed on the Microsoft® Exchange Server, spam emails cannot be
routed to a specific user’s mailbox folder through the Spam Actions. Emails can still however be
routed to the user’s mailbox as described below.
12.7.1 Microsoft® Exchange Server 2003
GFI MailEssentials includes a Rules Manager utility that automatically moves emails tagged as spam to
the users’ mailbox.
IMPORTANT
To use Rules Manager, in Spam Actions select the Tag the email with specific text option and
specify a tag.
Install Rules Manager on the Microsoft® Exchange Server
1. From the GFI MailEssentials machine, go to:
<GFI MailEssentials installation path>\GFI\MailEssentials\Antispam\
2. Copy the following files to a folder on the Microsoft® Exchange Server:
rulemgmtres.dll
rulemgmt.exe
rule.dll
gfi_log.dll
3. From the Microsoft® Exchange Server, open command prompt and change the directory to the
location where the Rules Manager files were copied.
4. In command prompt type: regsvr32 rule.dll
5. On confirmation, click OK.
Launch Rules Manager
1. From the Microsoft® Exchange Server, navigate to the location where Rules Manager files were
copied and open rulemgmt.exe.
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2. Select a Microsoft® Outlook profile (MAPI profile) or create a new profile to login (when using the
Rules Manager the first time only).
3. Click OK to launch the Rules Manager.
4. The main window of the rules manager displays all the mailboxes enabled on the Microsoft®
Exchange Server. The color of the mailboxes indicates the status of that mailbox:
Blue - mailbox has rules configured
Black - mailbox has no rules configured.
Setting new rules
1. Check the mailboxes to set a rule on and click Configure….
NOTES
1. New rules can be added to mailboxes which already contain rules.
2. Select multiple mailboxes to configure the same rule applicable to all mailboxes.
2. In the Rule Condition text box, type the tag given to the spam email in the GFI MailEssentials spam
actions.
3. Specify the Rule action:
Select Delete to delete an email which has a subject that contains the rule condition
Select Move to: to move spam email to a folder in the mailbox. Key in the folder path where to
save the spam email. If you specify Inbox\Spam, then a spam folder will be created in the Inbox
folder. If you specify just Spam, then the folder will be created at the top level (same level as Inbox).
4. Click Apply to save the set rules.
Managing multiple rules
More than one rule can be set on the same mailbox.
Example: Delete emails tagged with [Phishing] and move emails tagged with [SPAM] to
Inbox\Spam folder.
1. Double click on a mailbox to launch the Rules dialog.
2. A list of rules applicable to the selected mailbox is displayed.
Click Add rule to add a new rule
Select a rule and click Edit rule to change settings of the selected rule
Select a rule and click Delete rule to delete the selected rule.
3. Click Apply to save settings.
12.7.2 Microsoft® Exchange 2007/2010
To configure Microsoft® Exchange 2007/2010 to forward tagged emails to the user’s Junk E-mail
mailbox folder, a Transport Rule needs to be created.
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IMPORTANT
In GFI MailEssentials Spam Actions select the Tag the email with specific text option only. If you
select any other action, the emails detected as spam will not reach the mailbox of the user, and
therefore the configured transport rules will not be applicable.
To create a Transport Rule in Exchange 2007/2010:
1. Launch the Microsoft® Exchange Management Console.
2. Navigate to Microsoft Exchange > Organization Configuration > Hub Transport and select the
Transport Rules node.
3. Click New Transport Rule.
4. Type a name for the new rule (example, GFI MailEssentials SPAM) and click Next.
5. In the Conditions area, select When the Subject field contains specific words.
6. In the Edit rule area, click Specific Words to enter the words used for tagging. Type the tag
specified in the spam actions of each spam filter (example, [SPAM]) and click Add. Click OK when all
words are added and click Next.
7. In the Actions area, select Set the spam confidence level to value.
8. In the Edit rule area, click 0 and set the confidence level to 9. Click OK and click Next.
9. (Optional) Set any exceptions to this transport rule and click Next.
10. Click New to create the new Transport Rule.
NOTE
Ensure that the Junk E-Mail folder is enabled for the users’ mailboxes.
The transport rule created will now forward all emails which contain the GFI MailEssentials tag to the
users’ Junk E-mail folder.
12.8 Move spam to Exchange 2010 folder
When GFI MailEssentials is installed on a Microsoft® Exchange 2010 server, a dedicated user must be
created for using the Deliver email to mailbox - In Exchange mailbox sub-folder anti-spam action.
Configure the dedicated user from the GFI MailEssentials Switchboard.
NOTE
If a user is not configured, spam cannot be moved to a mailbox sub-folder.
To configure a dedicated user:
1. Launch GFI MailEssentials Switchboard from Start > Programs > GFI MailEssentials > Switchboard.
2. Select Move to Exchange tab
NOTE
This tab is only shown when GFI MailEssentials is installed on Microsoft® Exchange 2010 server.
3. Click Specify user account... to specify the dedicated user.
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4. Select one of the following options:
Option
Description
Move spam using an
automatically created
user
Let GFI MailEssentials automatically create a user with all the required rights.
Move spam using the
following user account
Use a manually created user. Specify the credentials (Domain\username and Password) of a
dedicated user and click Set access rights to assign the required rights to the specified user.
NOTE
The manually specified user credentials must be dedicated to this feature only. Username,
password and other properties must not be changed from Microsoft® Exchange or Active
Directory, else feature will not work.
5. Click Finish to apply settings.
6. Click OK.
12.9 Synchronizing configuration data
When GFI MailEssentials is installed on multiple servers, it is important to keep configuration data
synchronized between servers.
GFI MailEssentials enables this process through two features that keep multiple GFI MailEssentials
installations synchronized:
Anti-spam synchronization agent - This service automates the process of keeping settings synchronized between separate installations using the Microsoft® BITS service.
Configuration Export/Import Tool - This application enables the manual export of GFI MailEssentials configuration settings and import to other installations.
12.9.1 Anti-spam synchronization agent
How it works
The Anti-Spam Synchronization Agent works as follows:
1. A server machine hosting GFI MailEssentials is configured as the master server.
2. The other server machines, where GFI MailEssentials is installed, are configured as slave servers.
3. The slave servers upload an archive file, containing settings, to an IIS virtual folder hosted on the
master server via the Microsoft® BITS service.
4. When the master server collects all slave servers data, the data is extracted from the individual
archives and merged into a central archive file.
5. The slave servers download this central archive file and take care of extracting it and updating the
local GFI MailEssentials installation to make use of the new settings.
NOTE
The servers that collaborate in the synchronization of settings must all have the same version of
GFI MailEssentials .
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NOTE
The files uploaded and downloaded by the synchronization agent are compressed to limit the
traffic on the network.
Step 1: Configuring the Synchronization Agent virtual directory on the master server
Important notes
1. Only one server can be configured as master server at any one time.
2. To configure a server as a master server, it must meet one of the following system specifications:
Microsoft®Windows Server 2008 with SP1 or later and IIS 7.0, with BITS server extensions installed.
Refer to: http://go.gfi.com/?pageid=ME_InstallBITS2003
Microsoft® Windows Server 2003 with SP1 or later and IIS 6.0, with BITS server extension installed.
Refer to: http://go.gfi.com/?pageid=ME_InstallBITS2008
3. An IIS virtual directory should be created on the master server only.
Virtual directory configuration
In Internet Information Services (IIS) Manager, configure a shared virtual directory on the default
website of the master server as described below.
IIS 7.0
a. Load the Internet Information Services (IIS) Manager console, right click on the default website
and select Add Virtual Directory.
b. In the Add Virtual Directory dialog, key in MESynchAgent as an alias for the virtual directory.
c. Specify a path where to store the contents for this virtual directory and click OK to add the virtual
directory.
NOTE
Keep note of the configured path for reference.
d. Select MESynchAgent virtual directory and from the Features View, double click SSL Settings.
e. Disable the Require SSL checkbox and click Apply.
f. Return to the Features View of the newly added virtual directory and double click Authentication.
g. Ensure that only Basic Authentication is enabled, while the other options are disabled.
h. Right click Basic Authentication and click Edit… to specify the Default Domain and Realm of the
username and password used for authentication by the slave machines. Click OK and Apply.
i. Return to the Features View of MESynchAgent virtual directory and double click BITS Uploads.
j. Select Allow clients to upload files and select Use default settings from parent. Click Apply.
IIS 6.0
a. From Internet Information Services (IIS) Manager console, right click on the default website and
select New > Virtual Directory.
b. In the Virtual Directory Creation Wizard key in MESynchAgent as an alias for the virtual
directory and click Next.
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c. Specify a path where to store the contents for this virtual directory and click Next.
NOTE
Keep note of the configured path for reference.
d. Select Read and Write checkboxes and uncheck all other checkboxes. Click Next and click Finish.
e. Right click MESynchAgent virtual directory and select Properties.
f. Select Directory Security tab and in the Authentication and access control group click Edit.
g. In Authenticated access group check Basic Authentication and specify Default domain and Realm
of the username and password used for authentication by the slave machines.
NOTE
Ensure that all other checkboxes are unchecked.
h. Click OK.
i. Select the BITS Server Extension tab and select Allow clients to transfer data to this virtual
directory.
j. Click OK to close the virtual directory dialog properties.
Step 2: Configure the GFI MailEssentials master server
1. From the master server, go to <GFI MailEssentials installation
path>\GFI\MailEssentials\AntiSpam\ and open mesentcfg.msc.
2. Right click Anti-Spam Synchronization Agent > Configuration and select Properties.
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Screenshot 144: Configuring a master server
3. From the Master tab, select This GFI MailEssentials Configuration server is also a master server
and key in the full path of the folder configured to hold the contents of the MESynchAgent virtual
directory.
4. Click Add and enter the hostname of the slave server. Click OK to add it to the list. Repeat this
step and add all other slave servers.
NOTE
Ensure that you configure all the machines in this list as slave servers, else the synchronization
agent on the master server will not merge the data.
NOTE
A master server can also be a slave server at the same time. In this case the server will merge its
own data to the ones uploaded by the other slave servers. For this to work it is required to add
the master server hostname to the list of slave servers as well.
5. If required, select a slave server from the list and click Edit or Delete to edit or delete it.
6. Click OK.
Step 3: Configure slave servers
Important notes
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1. To configure a server as a slave server, it must meet one of the following system specifications:
Microsoft® Windows Server 2008
Microsoft® Windows Server 2003 - It is recommend that you download the BITS 2.0 client update
from:
http://go.gfi.com/?pageid=ME_BITS2003Update
2. Slave servers automatically upload an archive file, containing settings to the IIS virtual directory on
the master server, so no virtual directory should be created on slave servers.
Slave server configuration
1. From the slave server, go to <GFI MailEssentials installation path>\GFI\MailEssentials\AntiSpam\
and open mesentcfg.msc.
2. Right click Anti-Spam Synchronization Agent > Configuration node and select Properties.
Screenshot 145: Configuring a slave server
3. From the Slave tab, select This GFI MailEssentials server is a slave server.
4. In the URL field, specify the full URL to the virtual directory hosted on the master server in the
following format:
http://<master server domain name>/MESynchAgent
Example: http://mydomain.com/MESynchAgent
5. In the Port field specify the port used by the master server to accept HTTP communications.
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NOTE
By default the port value is set to 80 which is the standard port used for HTTP.
6. Select Credentials required and key in credentials used to authenticate with the master server.
7. Select:
Option
Description
Automatic
Synchronization occurs automatically at a set interval. In the Upload every field specify the upload
interval in hours that determines how often the slave server will upload its settings to the master server.
In the Download every field specify the download interval in hours which determines how often the slave
server checks for updates on the master server and downloads them.
Important notes about setting the interval:
The hourly interval for upload and download cannot be set to the same value.
The hourly interval can be set to any value between 1 and 240 hours.
It is recommended that the download interval is configured to a smaller value than the upload interval.
It also recommended to use the same interval for all slave servers.
Example: Set download interval to 3 hours and upload interval to 4 hours. This way downloads are more
frequent than uploads.
Manual
Upload and download the settings archive file manually. To upload the settings of the slave server to the
master server click Upload now. To download the updated merged settings from the master server, click
Download now.
8. Click OK.
12.9.2 Exporting and importing settings manually
GFI MailEssentials includes a Configuration Export/Import tool to export settings from one installation
and import them in another.
NOTE
Settings can also be imported and/or exported from command line. For more information, refer
to Export/Import settings via command line (page 263).
Step 1: Export existing settings
1. Go to <GFI MailEssentials installation path>\GFI\MailEssentials\ and launch
meconfigmgr.exe.
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Screenshot 146: Configuration Export/Import Tool
NOTE
Duration of the export process depends on the databases’ sizes.
4. Click Export.
5. From Browse for Folder dialog, choose folder where to export configuration settings and click OK.
6. On completion, click Exit.
Step 2: Copy the exported settings
1. Manually copy the folder where the configuration settings were exported.
2. Paste the folder to the machines where to import the settings.
Step 3: Import settings to new installation
IMPORTANT
When importing settings, the imported files overwrite existing settings (for example, Source
DNS settings) and may require reconfiguration of particular network settings and spam actions.
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NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
1. Stop the following services:
GFI List Server
GFI MailEssentials Enterprise Transfer
GFI MailEssentials Legacy Attendant
GFI MailEssentials AntiSpam Attendant
GFI POP2Exchange
IIS Admin service
2. Go to <GFI MailEssentials installation path>\GFI\MailEssentials\ and launch
meconfigmgr.exe.
NOTE
Duration of the import process depends on size of the databases to be imported.
4. Click Import, choose folder containing import data and click OK.
WARNING
The import process replaces the configuration files with the files found in this folder.
NOTE
Some imported settings may not be appropriate for the installation of GFI MailEssentials may need
to be re-configured. This is possible for example, DNS settings, domains list and perimeter servers
are different from the server from which settings were exported. Click Yes to launch the GFI
MailEssentials Post-Installation wizard to reconfigure important settings.
For more information, refer to Post-Installation Wizard (page 41).
It is also recommended to verify the following settings that are not configured during the PostInstallation wizard.
Directory Harvesting - This must be verified when importing to a server that connects to a different Active Directory or with an Active Directory which is located on a different server. For
more information, refer to Directory Harvesting (page 114).
Spam Actions - Some spam actions are only available for Microsoft® Exchange environments. If
importing settings to a different environment (for example, on an IIS Server), actions will not
work. For more information, refer to Spam Actions - What to do with spam emails (page 145).
NOTE
For more information about settings to verify after import refer to:
http://go.gfi.com/?pageid=ME_CheckImportSettings
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6. On completion, click Exit.
7. GFI MailEssentials automatically attempts to start the services that were stopped in step 1.
IMPORTANT
There may be other services that are stopped when stopping the IIS Admin service, such as the
Simple Mail Transfer Protocol (SMTP) service. Restart these services manually from the Services
applet.
12.9.3 Export/Import settings via command line
Exporting settings via command line
1. Stop the following GFI MailEssentials services:
GFI MailEssentials AS Scan Engine
GFI MailEssentials AS Attendant
2. From command prompt, change directory to the GFI MailEssentials installation root folder.
3. Key in:
meconfigmgr /export:”c:\MailEssentials Settings” /verbose /replace
Where:
“C:\MailEssentials Settings” - location where to export files. Replace with the desired
destination path.
/verbose - instructs the tool to display progress while copying the files.
/replace - instructs the tool to overwrite existing files in the destination folder.
Screenshot 147: Exporting settings via command line
4. Restart the services stopped in step 1.
Importing settings via command line
1. Stop the following services:
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GFI List Server
GFI MailEssentials Enterprise Transfer
GFI MailEssentials Legacy Attendant
GFI MailEssentials AntiSpam Attendant
GFI POP2Exchange
IIS Admin service
2. From command prompt, change directory to the GFI MailEssentials installation root folder.
3. Key in:
meconfigmgr /import:”c:\MailEssentials Settings” /verbose /replace
Where:
“C:\MailEssentials Settings” - location where the files to import are located. Replace
with the path where files to be imported are located.
/verbose - instructs the tool to display progress while copying the files.
/replace - instructs the tool to overwrite existing files in the destination folder.
WARNING
The import process replaces the configuration files with the files found in this folder.
Screenshot 148: Importing settings via command line
4. Restart the services stopped in step 1.
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NOTE
Some imported settings may not be appropriate for the installation of GFI MailEssentials may need
to be re-configured. This is possible for example, DNS settings, domains list and perimeter servers
are different from the server from which settings were exported. Click Yes to launch the GFI
MailEssentials Post-Installation wizard to reconfigure important settings.
For more information, refer to Post-Installation Wizard (page 41).
It is also recommended to verify the following settings that are not configured during the PostInstallation wizard.
Directory Harvesting - This must be verified when importing to a server that connects to a different Active Directory or with an Active Directory which is located on a different server. For
more information, refer to Directory Harvesting (page 114).
Spam Actions - Some spam actions are only available for Microsoft® Exchange environments. If
importing settings to a different environment (for example, on an IIS Server), actions will not
work. For more information, refer to Spam Actions - What to do with spam emails (page 145).
NOTE
For more information on the settings to verify after import, refer to:
http://go.gfi.com/?pageid=ME_CheckImportSettings
12.10 Disabling email processing
Disabling email processing disables all protection offered by GFI MailEssentials and enables all emails
(including spam and malicious emails) to get to your user’s mailboxes. Email processing is typically
disabled only for troubleshooting purposes.
To enable/disable GFI MailEssentials from processing emails:
1. Launch the GFI MailEssentials Switchboard from Start > Programs > GFI MailEssentials >
Switchboard and select Troubleshooting tab.
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Screenshot 149: The GFI MailEssentials Switchboard: Troubleshooting
2. Click Enable or Disabled to enable or disable email processing
NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
3. In the Service Restart Required dialog, click Yes to restart services.
4. Click OK.
12.11 Email backup before and after processing
IMPORTANT
Use this option for troubleshooting purposes only.
1. Launch the GFI MailEssentials Switchboard from Start > Programs > GFI MailEssentials >
Switchboard and select Troubleshooting tab.
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Screenshot 150: The GFI MailEssentials Switchboard: Troubleshooting
2. Select/unselect Keep a copy of every email before and after email processing checkbox to store
a copy of each email processed.
All emails are stored in the following locations:
<GFI MailEssentials installation
path>\GFI\MailEssentials\AntiSpam\SourceArchives\
<GFI MailEssentials installation
path>\GFI\MailEssentials\EmailSecurity\SourceArchives\
NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
3. Click OK.
4. In the Service Restart Required dialog, click Yes to restart services.
5. Click OK.
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12.12 Remoting ports
Remoting ports enable modules in GFI MailEssentials to communicate with each other. By default, GFI
MailEssentials uses ports:
8013
8015
8021
Ensure that no other applications (except GFI MailEssentials) are listening on these ports. If these
ports are used by some other application, change these ports to allow GFI MailEssentials to use
alternate ports.
To change the Remoting ports:
1. Launch the GFI MailEssentials Switchboard from Start > Programs > GFI MailEssentials >
Switchboard and select Other tab.
Screenshot 151: Changing Remoting ports
2. In the Remoting Ports area, change the number of the Remoting port to a one that is not utilized
by other applications.
3. Click Apply.
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NOTE
Some services are temporarily stopped while performing this operation. This may affect mail flow
and/or email scanning.
4. Click Yes to restart the displayed services.
5. Click OK.
12.13 Monitoring Virus Scanning API
When GFI MailEssentials is installed on the Microsoft® Exchange machine, you can monitor Virus
Scanning API performance using the Performance Monitor MMC.
NOTE
Information Store Protection (VSAPI) is not supported on Microsoft® Exchange Server 2013
because VSAPI was removed from Microsoft® Exchange Server 2013 by Microsoft.
12.13.1 Performance counter in Windows 2003 Server
To add and view, the performance monitor counter in Windows 2003 Server, follow these steps:
1. Go to Start > Control Panel.
2. In the Control Panel window, double-click Administrative Tools.
3. Double-click Performance, to start the Performance monitor MMC.
4. From the System Monitor viewing pane, click Add to load the Add Counters dialog.
5. From the Performance object dropdown list, select MSExchangeIS.
6. Click Select counters from list.
7. Select any Virus Scan counter you need to add. For more information, refer to Performance
monitor counters (page 271).
8. Click Add.
9. Repeat steps 7 and 8 to add all the performance counters needed.
10. Click Close.
The counters of added processes are now displayed in the Performance Monitor.
12.13.2 Performance counter in Windows 2008 Server
NOTE
In a Microsoft® Exchange Server 2007/2010 environment, the VSAPI performance monitor
counters are only available on machines with the Mailbox Server Role installed.
To add and view, the performance monitor counter in Windows 2008 Server, follow these steps:
1. Go to Start > Control Panel > Administrative Tools > Reliability and Performance Monitor.
2. In the monitor dialog, expand Monitoring Tools and select Performance Monitor.
3. From the viewing pane, click Add to load the Add Counters dialog.
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Screenshot 152: Adding VSAPI performance monitor counters in Windows 2008 Server
4. From the Select counters from computer dropdown list, select the computer to monitor.
5. From the list of available counters, expand MSExchangeIS.
6. Select any Virus Scan counter you need to add. For more information, refer to Performance
monitor counters (page 271).
7. Click Add.
8. Repeat steps 6 and 7 for each process to monitor.
9. Click Ok to apply changes.
The counters of added processes are now displayed in the Performance Monitor.
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Screenshot 153: Monitoring Virus Scan Files Scanned in Windows Server 2008 Performance Monitor
12.13.3 Performance monitor counters
The following VSAPI Performance Monitor counters are available:
Performance Counter
Description
Virus Scan Messages Processed
A cumulative value of the total number of top-level messages that are processed
by the virus scanner.
Virus Scan Messages Processed/sec
Represents the rate at which top-level messages are processed by the virus
scanner.
Virus Scan Messages Cleaned
Total number of top-level messages that are cleaned by the virus scanner.
Virus Scan Messages Cleaned/sec
Rate at which top-level messages are cleaned by the virus scanner.
Virus Scan Messages Quarantined
Total number of top-level messages that are put into quarantine by the virus
scanner.
Virus Scan Messages
Quarantined/sec
Rate at which top-level messages are put into quarantine by the virus scanner.
Virus Scan Files Scanned
Total number of separate files that are processed by the virus scanner.
Virus Scan Files Scanned/sec
Rate at which separate files are processed by the virus scanner.
Virus Scan Files Cleaned
Total number of separate files that are cleaned by the virus scanner.
Virus Scan Files Cleaned/sec
Rate at which separate files are cleaned by the virus scanner.
Virus Scan Files Quarantined
Total number of separate files that are put into quarantine by the virus scanner.
Virus Scan Files Quarantined/sec
Rate at which separate files are put into quarantine by the virus scanner.
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Performance Counter
Description
Virus Scan Bytes Scanned
Total number of bytes in all of the files that are processed by the virus scanner.
Virus Scan Queue Length
Current number of outstanding requests that are queued for virus scanning.
Virus Scan Folders Scanned in
Background
Total number of folders that are processed by background scanning.
Virus Scan Messages Scanned in
Background
Total number of messages that are processed by background scanning.
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13 Troubleshooting and support
13.1 Introduction
This chapter explains how to resolve any issues encountered during installation of GFI MailEssentials.
The main sources of information available to solve these issues are:
This manual - most issues can be solved through the information in this section.
GFI Knowledge Base articles
Web forum
Contacting GFI Technical Support
13.2 Common issues
Issue encountered
Solution
Dashboard shows no email is being
processed;
or,
Only inbound or outbound emails
are being processed
1. Ensure that GFI MailEssentials is not disabled from scanning emails. For more
information, refer to Disabling email processing (page 265).
2. Check for multiple Microsoft® IIS SMTP virtual servers and ensure that GFI
MailEssentials is bound to the correct virtual server. For more information, refer to
SMTP Virtual Server bindings (page 237).
3. MX record for domain not configured correctly. Ensure that the MX record points
to the IP address of the server running GFI MailEssentials.
4. If inbound emails are passing through another gateway, ensure that the mail
server running on the other gateway forwards inbound emails through GFI
MailEssentials.
5. Ensure that outbound emails are configured to route through GFI MailEssentials.
For more information, refer to Installing on an email gateway or relay/perimeter
server (page 24).
6. Verify that the SMTP virtual server used by Microsoft® Exchange Server for
outbound emails is the same SMTP server GFI MailEssentials is bound to.
For more information how to solve this issue refer to:
http://go.gfi.com/?pageid=ME_MonitorProcessing
After installing GFI MailEssentials,
some emails show a garbled
message body when viewed in
Microsoft® Outlook
This problem occurs for emails that use one character set for the message header
and a different character set for the message body. When such emails are
processed by Microsoft® Exchange 2003, the emails will be shown garbled in
Microsoft® Outlook. Microsoft® has released a hotfix to resolve this issue.
For more information refer to:
http://go.gfi.com/?pageid=ME_OutlookCharacters and
http://go.gfi.com/?pageid=ME_MessageGarbled
GFI MailEssentials is configured to
move mails blocked as SPAM to a
subfolder of the users’ mailbox.
Clients connected to Microsoft®
Exchange via POP3 are not able to
view mails blocked as SPAM.
Connect to Microsoft® Exchange using IMAP.
For more information refer to:
http://go.gfi.com/?pageid=ME_POP3ViewSpam
Auto updates fail however
manual download via the GFI
MailEssentials configuration works
fine
Ensure that un-authenticated connections are allowed from the GFI MailEssentials
machine to http://update.gfi.com on port 80.
For more information refer to:
http://go.gfi.com/?pageid=ME_AutoUpdatesFail
Also check Proxy Server, if applicable.
Configuration data cannot be
imported.
Ensure that the GFI MailEssentials version and build is identical across both source
and target installations.
For more information how to solve this issue refer to:
http://go.gfi.com/?pageid=ME_ExpImpBuild
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Issue encountered
Solution
Remote commands do not work
Refer to:
http://go.gfi.com/?pageid=ME_RemoteCommands
Processing of emails is very slow
This may occur when there are DNS problems in the network. If DNS is not working
correctly, the DNS lookups made by some anti-spam filters in GFI MailEssentials will
timeout.
For more information refer to:
http://go.gfi.com/?pageid=ME_ProcessingSlow
Older data not available in
database when using Microsoft®
Access.
When reports.mdb database exceeds 1.7 GB, the database is automatically
renamed to reports_<date>.mdb and a new reports.mdb database is created.
For more information how to solve this issue refer to:
http://go.gfi.com/?pageid=ME_ReportDB
The Quarantine interface shows
error D10 - Cannot access the
Quarantine Store database. Use
a database repair tool (such as
esentutl.exe) to repair the
database.
Refer to http://go.gfi.com/?pageid=ME_esentutl for more information how to use
esentutl.exe to repair the Quarantine Store database.
Error when receiving emails:
Body type not supported by
Remote Host
This error occurs when emails are relayed from the IIS SMTP server to the
Microsoft® Exchange server. This happens because Microsoft® Exchange Server
versions 4.0, 5.0, and 5.5 are not able to handle 8-bit MIME messages. For
instructions how to turn off 8BITMIME in Windows Server 2003 refer to:
http://go.gfi.com/?pageid=ME_TurnOff8bitMIME.
Legitimate emails are moved to
the failedmails folder
Cause
When GFI MailEssentials is not able to scan incoming emails, these emails are not
delivered to the recipient(s) since they may contain malicious content. GFI
MailEssentials moves these emails to the following folder: <GFI MailEssentials
installation path>\GFI\MailEssentials\EmailSecurity\failedmails\
Solution
If any legitimate emails are moved to the failedmails folder, these can be manually
re-processed for delivery. For more information, refer to Failed emails (page 245).
For more information of failed emails, refer to:
http://go.gfi.com/?pageid=ME_FailedMails
Do I need to upgrade my license
key when upgrading to a new version?
Information on licensing is available on: http://go.gfi.com/?pageid=ME_
adminManualEN
Where is the online version of this
manual?
The online version of this manual is available from:
http://go.gfi.com/?pageid=GFI_Manuals
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13.3 Scanning engines & filters
Issue encountered
Solution
Spam is delivered to users mailbox
Follow the checklist below to solve this issue:
1. Check that GFI MailEssentials is not disabled from scanning emails. For more
information, refer to Disabling email processing (page 265).
2. Check if all required filters are enabled. For more information, refer to AntiSpam filters (page 108).
3. Check if local domains are configured correctly. For more information, refer
to Local domains (page 235).
4. Check if emails are passing through GFI MailEssentials or if GFI MailEssentials is
bound to the correct IIS SMTP Virtual Server.
5. Check if '%TEMP%' location (which by default is the ‘C:\Windows\Temp’ folder)
contains a lot of files.
6. Check if the number of users using GFI MailEssentials exceeds the number of
purchased licenses.
7. Check if whitelist is configured correctly. For more information, refer to
Whitelist (page 139).
8. Check if actions are configured correctly. For more information, refer to Spam
Actions - What to do with spam emails (page 145).
9. Check if Bayesian Analysis filter is configured correctly. For more information,
refer to Bayesian Analysis (page 137).
For more information how to solve this issue refer to:
http://go.gfi.com/?pageid=ME_SpamChecklist
Email Blocklist, Whitelist and/or
Content Filtering pages take long to
load or appear to hang
Limit the amount of entries in the lists to 10,000.
SpamRazer updates not downloading
1. Ensure that your license key is valid.
2. Ensure that the required ports are open and that your firewall is configured
to allow connections from the GFI MailEssentials server. For more information,
refer to Firewall port settings (page 22).
3. Ensure that, if applicable, proxy server settings for connection to Internet
are correct.
Emails are not being greylisted
To verify the operation of Greylist:
Step 1: Confirm that Greylist is enabled
From the Greylist properties ensure that Enable Greylist is selected.
Step 2: Verify excluded addresses
From the IP and Email exclusions in Greylist properties, ensure that there are
no incorrect exclusions (such as *@*.com).
Step 3: Use esentutl.exe to ensure the Greylist database is not corrupted.
For more information refer to: http://go.gfi.com/?pageid=ME_esentutl
Receiving spam emails from my
domain.
Some Spam emails contain a fake 'SMTP FROM' email address consisting of the
same domain as the recipient. This may seem as if the email is coming from a
local user.
1. Enable Sender Policy Framework from within SpamRazer anti-spam filter, to
block emails originating from spoofed addresses. For more information, refer to
SpamRazer (page 109).
2. Create an SPF record for your domain. For more information refer to
http://go.gfi.com/?pageid=ME_CreateSPFRecord.
3. Ensure that SpamRazer is configure to run at a higher priority than the
Whitelist module. For more information, refer to Sorting anti-spam filters by
priority (page 148).
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Issue encountered
Solution
Emails sent from whitelisted senders
are blocked.
1. Whitelisted emails can be blocked if they contain content or attachments
that violate the Anti-Malware rules, since these have a higher order of priority
than the whitelist. Ensure that blocked emails do not violate Anti-Malware
rules.
2. Ensure that the filter priories are set so that the whitelist is above any kind of
filter that is catching the desired email. For more information refer to:
http://go.gfi.com/?pageid=ME_BlockedWhitelistedSenders
Spam not delivered to Microsoft®
Exchange sub folder or Spam is not
being delivered to the designated
sub-folder in Outlook in a Microsoft®
Exchange Server 2010 environment
1. Confirm that this feature is configured correctly. For more information, refer
to Move spam to Exchange 2010 folder (page 254).
2. Refer to http://go.gfi.com/?pageid=ME_AutodiscoverIssues for detailed
information on how to solve this issue.
13.4 Email Management
Issue encountered
Solution
No disclaimers are added to
outbound emails
Disclaimers are only added to outbound emails originating from domains
protected by GFI MailEssentials.
Disclaimers are not added when:
Emails are sent from domains that are not specified in local domains list.
Emails are sent to domains that are in the local domains list as these will be
considered as internal emails.
Ensure that all local domains are specified in the Inbound email domains dialog.
For more information, refer to Local domains (page 235).
Some characters in disclaimer text
are not displayed correctly
Configure Microsoft® Outlook not to use automatic encoding and force GPO to
use correct encoding.
For more information how to solve this issue refer to:
http://go.gfi.com/?pageid=ME_Outlook2003Encoding
Emails sent to the list server are
converted to Plain Text
Emails sent to the List server are converted to plain text emails only when the
original format of the email is RTF. Send email in HTML format to retain original
format
Internal users receive a non-delivery
report when sending email to list
server when GFI MailEssentials is
installed on a Gateway machine
For more information how to use the List Server feature if GFI MailEssentials is
installed on a gateway refer to:
http://go.gfi.com/?pageid=ME_ListServerGateway
Emails sent from certain users, or
sent to certain users are not
monitored.
Email monitoring rules do not monitor emails sent from or to the GFI
MailEssentials administrator and the email address to which the monitored
emails are being sent to. Email monitoring rules are also not applicable for
emails sent between internal users of the same information store.
13.5 GFI SkyNet
GFI maintains a comprehensive knowledge base repository, which includes answers to the most
common problems. GFI SkyNet always has the most up-to-date listing of technical support questions
and patches. In case that the information in this guide does not solve your problems, next refer to GFI
SkyNet by visiting: http://kb.gfi.com/.
13.6 Web Forum
User to user technical support is available via the GFI web forum. Access the web forum by visiting:
http://forums.gfi.com/.
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13.7 Request technical support
If none of the resources listed above enable you to solve your issues, contact the GFI Technical
Support team by filling in an online support request form or by phone.
Online: Fill out the support request form and follow the instructions on this page closely to submit
your support request on: http://support.gfi.com/supportrequestform.asp
Phone: To obtain the correct technical support phone number for your region visit: http://www.gfi.com/company/contact.htm
NOTE
Before contacting Technical Support, have your Customer ID available. Your Customer ID is the
online account number that is assigned to you when first registering your license keys in the GFI
Customer Area at: http://customers.gfi.com.
We will answer your query within 24 hours or less, depending on your time zone.
13.8 Documentation
If this manual does not satisfy your expectations, or if you think that this documentation can be
improved in any way, let us know via email on: documentation@gfi.com.
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14 Appendix - Bayesian Filtering
The Bayesian filter is an anti-spam technology used within GFI MailEssentials. It is an adaptive
technique based on artificial intelligence algorithms, hardened to withstand the widest range of
spamming techniques available today.
This chapter explains how the Bayesian filter works, how it can be configured and how it can be
trained.
NOTE
1. The Bayesian anti-spam filter is disabled by default. It is highly recommended that you train the
Bayesian filter before enabling it.
2. GFI MailEssentials must operate for at least one week for the Bayesian filter to achieve its
optimal performance. This is required because the Bayesian filter acquires its highest detection
rate when it adapts to your email patterns.
How does the Bayesian spam filter work?
Bayesian filtering is based on the principle that most events are dependent and that the probability of
an event occurring in the future can be inferred from the previous occurrences of that event.
NOTE
Refer to the links below for more information on the mathematical basis of Bayesian filtering:
http://go.gfi.com/?pageid=ME_BayesianParameterEstimation
This same technique has been adapted by GFI MailEssentials to identify and classify spam. If a snippet
of text frequently occurs in spam emails but not in legitimate emails, it would be reasonable to
assume that this email is probably spam.
Creating a tailor-made Bayesian word database
Before Bayesian filtering is used, a database with words and tokens (for example $ sign, IP addresses
and domains, etc,) must be created. This can be collected from a sample of spam email and valid
email (referred to as ‘ham’).
A probability value is then assigned to each word or token; this is based on calculations that account
for how often such word occurs in spam as opposed to ham. This is done by analyzing the users'
outbound email and known spam: All the words and tokens in both pools of email are analyzed to
generate the probability that a particular word points to the email being spam.
This probability is calculated as per following example:
If the word ‘mortgage’ occurs in 400 out of 3,000 spam emails and in 5 out of 300 legitimate emails
then its spam probability would be 0.8889 (i.e. [400/3000] / [5/300 + 400/3000]).
Creating a custom ham email database
The analysis of ham email is performed on the company's email and therefore is tailored to that
particular company.
Example: A financial institution might use the word ‘mortgage’ many times and would get many
false positives if using a general anti-spam rule set. On the other hand, the Bayesian filter, if tailored
to your company through an initial training period, takes note of the company's valid outbound email
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(and recognizes ‘mortgage’ as being frequently used in legitimate messages), it will have a much better spam detection rate and a far lower false positive rate.
Creating the Bayesian spam database
Besides ham email, the Bayesian filter also relies on a spam data file. This spam data file must include
a large sample of known spam. In addition it must also constantly be updated with the latest spam by
the anti-spam software. This will ensure that the Bayesian filter is aware of the latest spam trends,
resulting in a high spam detection rate.
How is Bayesian filtering done?
Once the ham and spam databases have been created, the word probabilities can be calculated and
the filter is ready for use.
On arrival, the new email is broken down into words and the most relevant words (those that are
most significant in identifying whether the email is spam or not) are identified. Using these words, the
Bayesian filter calculates the probability of the new message being spam. If the probability is greater
than a threshold, the message is classified as spam.
NOTE
For more information on Bayesian Filtering and its advantages refer to:
http://go.gfi.com/?pageid=ME_Bayesian
14.0.1 Training the Bayesian Analysis filter
NOTE
The Bayesian Analysis filter can also be trained using Public folders. For more information, refer
to Configuring the Bayesian filter (page 137).
It is recommended that the Bayesian Analysis filter is trained through the organization’s mail flow
over a period of time. It is also possible for Bayesian Analysis to be trained from emails sent or
received before GFI MailEssentials is installed by using the Bayesian Analysis wizard. This allows
Bayesian Analysis to be enabled immediately.
This wizard analyzes sources of:
legitimate mail - for example a mailbox’ sent items folder
spam mail - for example a mailbox folder dedicated to spam emails.
Step 1: Install the Bayesian Analysis wizard
The Bayesian Analysis wizard can be installed on:
A machine that communicates with Microsoft® Exchange - to analyze emails in a mailbox
A machine with Microsoft Outlook installed - to analyze emails in Microsoft Outlook
1. Copy the Bayesian Analysis wizard setup file bayesianwiz.exe to the chosen machine. This is
located in:
GFI MailEssentials installation path\AntiSpam\BSW\
2. Launch bayesianwiz.exe and click Next in the welcome screen.
Select the installation folder and click Next.
4. Click Next to start installation.
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5. Click Finish when installation is complete.
Step 2: Analyze legitimate and spam emails
To start analyzing emails using the Bayesian Analysis wizard:
1. Load the Bayesian Analysis wizard from Start > Programs > GFI MailEssentials > GFI MailEssentials
Bayesian Analysis Wizard.
2. Click Next in the welcome screen.
3. Choose whether to:
Create a new Bayesian Spam Profile (.bsp) file or update an existing one. Specify the path where
to store the file and the filename.
Update the Bayesian Spam profile used by the Bayesian Analysis filter directly when installing on
the same machine as GFI MailEssentials.
Click Next to proceed.
4. Select how the wizard will access legitimate emails. Select:
Use Microsoft Outlook profile configured on this machine - Retrieves emails from a Microsoft
Outlook mail folder. Microsoft Outlook must be running to use this option.
Connect to a Microsoft® Exchange Server mailbox store - Retrieves emails from a Microsoft®
Exchange mailbox. Specify the logon credentials in the next screen.
Do not update legitimate mail (ham) in the Bayesian Spam profile - skip retrieval of legitimate
emails. Skip to step 6.
Click Next to continue.
5. After the wizard connects to the source, select the folder containing the list of legitimate emails
(e.g. the Sent items folder) and click Next.
6. Select how the wizard will access the source of spam emails. Select:
Download latest Spam profile from GFI website - Downloads a spam profile file that is regularly
updated by collecting mail from leading spam archive sites. An Internet connection is required.
Use Microsoft Outlook profile configured on this machine - Retrieves spam from a Microsoft
Outlook mail folder. Microsoft Outlook must be running to use this option.
Connect to a Microsoft® Exchange Server mailbox store - Retrieves spam from a Microsoft®
Exchange mailbox. Specify the logon credentials in the next screen.
Do not update Spam in the Bayesian Spam profile - skip retrieval of spam emails. Skip to step 8.
Click Next to continue.
7. After the wizard connects to the source, select the folder containing the list of spam emails and
click Next.
8. Click Next to start retrieving the sources specified. This process may take several minutes to
complete.
9. Click Finish to close the wizard.
Step 3: Import the Bayesian Spam profile
When the wizard is not run on the GFI MailEssentials server, import the Bayesian Spam Profile (.bsp)
file to GFI MailEssentials.
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1. Move the file to the Data folder in the GFI MailEssentials installation path.
2. Restart the GFI MailEssentials AS Scan Engine and the GFI MailEssentials Legacy Attendant
services.
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15 Glossary
A
Active Directory
A technology that provides a variety of network services, including LDAP directory services.
AD
See Active Directory
Anti-virus software
Software that detects malware such as Trojan horses in emails, files and applications.
Auto-reply
An email reply that is sent automatically to incoming emails.
B
Background Intelligent Transfer Service
A component of Microsoft Windows operating systems that facilitates transfer of files
between systems using idle network bandwidth.
Bayesian Filtering
An anti-spam technique where a statistical probability index based on training from users is
used to identify spam.
BITS
See Background Intelligent Transfer Service
Blocklist
A list of email addresses or domains from whom email is not to be received by users
Botnet
A network of infected computers that run autonomously and are controlled by a hacker/cracker.
C
CIDR
See Classless Inter-Domain Routing
Classless Inter-Domain Routing
An IP addressing notation that defines a range of IP addresses.
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D
Decompression engine
A scanning module that decompresses and analyzes archives (for example, .zip and .rar files)
attached to an email.
Demilitarized Zone
An internet-facing section of a network that is not part of the internal network. Its purpose
typically is to act as a gateway between internal networks and the internet.
Directory harvesting
Email attacks where known email addresses are used as a template to create other email
addresses.
Disclaimer
A statement intended to identify or limit the range of rights and obligations for email recipients
DMZ
See Demilitarized Zone
DNS
See Domain Name System
DNS MX
See Mail Exchange
Domain Name System
A database used by TCP/IP networks that enables the translation of hostnames to IP
addresses and provides other domain related information.
E
Email headers
Information that precedes the email text (body) within an email message. This includes the
sender, recipient, subject, sending and receiving time stamps, etc.
Email monitoring rules
Rules which enable the replication of emails between email addresses.
Exploit
An attack method that uses known vulnerabilities in applications or operating systems to compromise the security of a system.
F
False negatives
Spam emails that are not detected as spam.
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False positives
Legitimate emails that are incorrectly identified as spam.
G
Gateway
The computer (server) in a LAN that is directly connected to an external network. In GFI
MailSecurity, gateway refers to the email servers within the company that first receive email
from external domains.
Greylist filter
An anti-spam filter that blocks emails sent from spammers that do not resend a message
when a retry message is received.
H
Ham
Legitimate e-mail
HTML Sanitizer
A filtering module within GFI MailSecurity that scans and removes html scripting code from
emails.
HTTP
Hypertext Transfer Protocol - A protocol used to transfer hypertext data between servers and
internet browsers.
I
IIS
See Internet Information Services
IMAP
See Internet Message Access Protocol
Internet Information Services
A set of Internet-based services created by Microsoft Corporation for internet servers.
Internet Message Access Protocol
One of the two most commonly used Internet standard protocols for e-mail retrieval, the
other being POP3.
L
LDAP
See Lightweight Directory Access Protocol
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Lightweight Directory Access Protocol
An application protocol used to query and modify directory services running over TCP/IP.
List server
A server that distributes emails sent to discussions lists and newsletter lists, and manages subscription requests.
M
Mail Exchange
The DNS record used to identify the IP addresses of the domain's mail servers.
Malware
All malicious types of software that are designed to compromise computer security and which
usually spread through malicious methods.
MAPI
See Messaging Application Programming Interface
MDAC
See Microsoft Data Access Components
Messaging Application Programming Interface
A messaging architecture and a Component Object Model based API for Microsoft Exchange.
Microsoft Data Access Components
A Microsoft technology that gives developers a homogeneous and consistent way of developing
software that can access almost any data store.
Microsoft Message Queuing Services
A message queue implementation for Windows Server operating systems.
MIME
See Multipurpose Internet Mail Extensions
MSMQ
See Microsoft Message Queuing Services
Multipurpose Internet Mail Extensions
A standard that extends the format of e-mail to support text other than ASCII, non-text
attachments, message bodies with multiple parts and header information in non-ASCII character sets.
N
NDR
See Non Delivery Report
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Non Delivery Report
An automated electronic mail message sent to the sender on an email delivery problem.
P
Perimeter server/gateway
The host in a LAN that is directly connected to an external network. In GFI MailEssentials perimeter gateway refers to the email servers within the company that first receive email from
external domains.
PGP encryption
A public-key cryptosystem often used to encrypt emails.
Phishing
The process of acquiring sensitive personal information with the aim of defrauding individuals,
typically through the use of fake communications
POP2Exchange
A system that collects email messages from POP3 mailboxes and routes them to mail server.
POP3
See Post Office Protocol ver.3
Post Office Protocol ver.3
A client/server protocol for storing emails so that clients can connect to the POP3 server at
any time and read the email. A mail client makes a TCP/IP connection with the server and by
exchanging a series of commands, enable users to read the email.
Public folder
A common folder that allows Microsoft Exchange user to share information.
Q
Quarantine
A email database where emails detected as spam and/or malware are stored in a controlled
enviornment. Quarantined emails are not a threat to the network enviorment.
Quarantine Store
A central repository within GFI MailSecurity where all blocked emails are retained until they
are reviewed by an administrator.
R
RBL
See Realtime Blocklist
Realtime Blocklist
Online databases of spam IP addresses. Incoming emails are compared to these lists to determine if they are originating from blocked users.
GFI MailEssentials
15 Glossary | 286
Recursive archives
Archives that contain multiple levels of sub-archives (that is, archives within archives). Also
known as nested archives.
Remote commands
Instructions that facilitate the possibility of executing tasks remotely.
RSS feeds
A protocol used by websites to distribute content (feeds) that frequently changes (for
example news items) with its subscribers.
S
Secure Sockets Layer
A protocol to ensure an integral and secure communication between networks.
Simple Mail Transport Protocol
An internet standard used for email transmission across IP networks.
SMTP
See Simple Mail Transport Protocol
Spam actions
Actions taken on spam emails received, e.g. delete email or send to Junk email folder.
SSL
See Secure Sockets Layer
T
Trojan horse
Malicious software that compromises a computer by disguising itself as legitimate software.
V
Virus scanning engine
A virus detection technology implemented within antivirus software that is responsible for the
actual detection of viruses.
W
WebDAV
An extension of HTTP that enables users to manage files remotely and interactively. Used for
managing emails in the mailbox and in the public folder in Microsoft Exchange.
Whitelist
A list of email addresses and domains from which emails are always received
GFI MailEssentials
15 Glossary | 287
Z
Zombie
An infected computer that is made part of a Botnet through malware.
GFI MailEssentials
15 Glossary | 288
16 Index
A
Hub Transport 12, 17, 24, 95
Active Directory 16, 23, 30, 39, 47, 68, 71, 108, 114,
169, 217, 222, 236, 238, 255, 262, 265
I
Antispam 56, 167, 252
IIS 19, 21, 24, 28, 31, 38, 68, 128, 219, 235, 237-238, 241,
255, 262, 264, 273, 275
Antivirus 15, 22-23, 38, 56, 74-75, 79, 83, 88, 92, 96,
197, 209
IMAP 34, 168, 273
Attachment Filtering 15, 181, 199, 233, 236
Auto-replies 11, 14, 225
Inbound mail filtering 14
Internal email 27, 48
B
Internet 14, 21, 24, 30, 42, 150, 159, 233, 252, 256, 275,
280
Bayesian Analysis 16, 23, 109, 137, 156, 160-161, 233,
275, 279
IP 25, 30, 41, 66, 105, 119, 121, 124, 126, 128, 132, 142,
218, 233-234, 248, 275, 278
C
IP Blocklist 16, 108, 119
Cluster 22
D
Dashboard 10, 50-51, 54, 56-57, 273
Database 16, 32-33, 50, 52, 57, 62-63, 98, 108, 112, 116,
128, 138, 157, 228-229, 236, 274-275, 278
IP DNS Blocklist 16, 22, 108, 147, 155
ISP 30, 252
K
Kaspersky 15, 46-47, 74, 82
Keyword checking 16, 108, 133, 156
DEP 46-47
L
Directory harvesting 14, 16, 18, 47, 108, 114, 150, 233,
262, 265
LDAP lookups 218
Disclaimers 11, 221, 224, 276
Legitimate email 16, 47, 109, 137, 139
DMZ 18, 24, 39, 169, 218
Licensing 236, 274
DNS Server 26, 30, 41, 121, 132, 155
Lotus Domino 17, 23, 26, 29, 33, 168
Domain 10, 15, 29-30, 39, 114, 122, 125-126, 132, 139,
161, 164-166, 168, 218, 222, 225, 236, 238, 255256, 273
Lotus Notes 26, 33
E
M
MAPI 168, 253
Microsoft Exchange 23, 147, 245, 254
Edge Server 17, 24
MSMQ 21
Email Blocklist 16, 108, 116, 118, 156, 172, 233, 275
Email Direction 59, 61
Email monitoring 11, 14-15, 231, 276
F
N
Net framework 163
New Senders 14, 16, 109, 143, 148, 233
Newsletter 226, 228
firewall 18, 22, 38, 115, 218, 275
G
O
Outbound mail filtering 14
gateway 17, 21-24, 30, 38, 75, 79, 82, 87, 92, 124, 204,
210, 245, 273, 276
P
Greylist 16, 47, 108, 128, 150, 233
Performance 26, 47, 141, 238, 246, 269, 278
H
perimeter server 18, 24, 106, 128
Header checking 16, 108, 130
Phishing 15, 23, 46, 108, 112, 233, 253
GFI MailEssentials
Index | 289
POP2Exchange 28, 50, 57, 248, 262, 264
POP3 26, 248, 273
Post-Installation 41, 262, 265
Q
Quarantine 15, 40, 44, 48, 52, 68, 70, 76, 80, 84, 89, 93,
98, 102, 146, 178, 184, 190, 194, 201, 211, 213,
218, 232, 239, 241-242, 274
R
Remote commands 14, 156, 274
RSS Feeds 40, 211, 239, 244
S
Sender Policy Framework 16, 108-109, 124, 275
SMTP Server 23-24, 40, 127-128, 159, 273
SMTP Virtual Server 25, 40, 237
Spam actions 145, 261, 265
SpamRazer 15, 22, 108-109, 145, 233, 275
U
Updates 23, 45, 50, 56, 74, 77, 81, 85, 90, 94, 100, 103,
109, 113, 138, 233, 237, 260, 273
Upgrade 37, 45
URI DNS Blocklist 16, 108, 122
V
VIPRE Email Security for Exchange 37
Virtual directory 12, 40, 168, 241-242, 256
W
WebDAV 168
Whitelist 15-16, 68, 105, 109-110, 119, 124, 126, 132,
139, 142-143, 148, 156, 160, 167, 171, 233, 275
Wizard 24, 38, 41, 45-46, 124, 139, 235, 256, 279
GFI MailEssentials
Index | 290
USA, CANADA AND CENTRAL AND SOUTH AMERICA
15300 Weston Parkway, Suite 104 Cary, NC 27513, USA
Telephone: +1 (888) 243-4329
Fax: +1 (919) 379-3402
ussales@gfi.com
UK AND REPUBLIC OF IRELAND
Magna House, 18-32 London Road, Staines-upon-Thames, Middlesex, TW18 4BP, UK
Telephone: +44 (0) 870 770 5370
Fax: +44 (0) 870 770 5377
sales@gfi.co.uk
EUROPE, MIDDLE EAST AND AFRICA
GFI House, San Andrea Street, San Gwann, SGN 1612, Malta
Telephone: +356 2205 2000
Fax: +356 2138 2419
sales@gfi.com
AUSTRALIA AND NEW ZEALAND
83 King William Road, Unley 5061, South Australia
Telephone: +61 8 8273 3000
Fax: +61 8 8273 3099
sales@gfiap.com
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