Usage

After the Login to the Outlook Addin, the configured Startmodul is shown.
This is per default the LOGO View.

The main menu consists of the areas Outgoing Mails, Spam Mails, CISS Queue, MailDepot, MailSealer, Settings and Logoff.

All shown areas can be restricted with policies in the admin Webinterface for all or some users.

The outlook addin provides additional features that are not available within the web interface or user interface.
You can archive Messages from within the addin as well as add Sender or Domains to the Appliance Blacklist,
when you receive spam that has not been filtered by the appliance.

Archive Folders / Subfolders:

  1. Select a Folder and right click → "archive this folder"
  2. Choose, if sub folders should be included
  3. In the archiving preview, select action after archiving (default: none)
    This way, you can either delete mails from outlook or move mails to a specific folder after the archiving is done.
  4. With the button "Options" you can define a max. mail size in MB and ignore the archived flag.
    When selecting ignore archived flag, E-Mails will be archived, even if they have already been archived by the appliance.
  5. Confirm the archiving process with "start"

Single E-Mails can also be archived from within outlook by right clicking an E-Mail and select → Reddoxx → archive messages.
The further process is identical beginning with step 3 from above.

Blacklist sender / domains:

  1. Via rightclick → Reddoxx on one or more E-Mails, it is possible to add the sender to the appliance blacklist.
  2. In the next view, you can check the list of senders and also may choose if the domain should be blacklisted
  3. With "OK", the blacklist entries will be added to the userbased blacklist for the user that is currently logged in in the Outlook Addin

All mails scheduled to be sent by the Appliance will first be stored in the Outgoing Mails Queue.

If the mail could not be sent immediately due to a failure on the recipient’s side or to a network failure, the Appliance attempts to resend the mail in intervals.

After an approximate 1.5 hours delay, the sender receives the first notification that the mail could not be delivered yet.
The ‘Last Result’ column will show the reason for the failure.

A permanently undeliverable E-Mail will be automatically deleted after a period of 5 days.
This can be adjusted in the Admin Webinterface -> Configuration -> Email Transport -> SMTP Settings -> Client Settings -> Max. delivery time.

The sender will receive a notification when an E-Mail could not be delivered at all.

  • Find: You can search for specific mails in the Outgoing Mails Queue, as well as delete mails listed in the queue.
    In the list view, you can see the ID, the time the mail was received, the sender of the mail, it’s recipient, and the size of the mail.
    You can also sort the mails by their criteria here. To do so, click on the column heading.

  • In: Restrict the search by either searching for the sender or the recipient of the mail.

  • Queue: You can choose between SMTP and POP3.
    In the SMTP Queue are E-Mails which have not yet been sent.
    In the POP3 Queue are E-Mails which have been collected from the in-boxes, but have not yet been validated by the REDDOXX appliance.
    The mails are then waiting for the next retrieval through the e-mail client program

  • Search: The search will be performed.

The Spamfinder view consists of CISS and Spam Mails and can be selected or filtered via Show Spam and Show CISS Button
Mails shown as Spam have been classified as spam mail by the Spamfinder filters defined on the appliance.
In case mails have been falsely recognized as spam (False Positive), the user can deliver them to the recipient manually.

  • Find: You can search for specific mails in the Spam Mails Queue, as well as delete mails listed there.
    In the list view, you can see the ID, the time the mail has been received, the sender of the mail, it’s recipient, and the size of the mail.
    You can also sort the mails by their criteria, here. To do so, please click on the column heading

  • In: Restrict the search by searching for either the sender or the recipient of the mail.

  • Search: The search will be performed.

A variety of manual options are available for these mails for individual processing.
By right-clicking an E-Mail, you can view, deliver or whitelist (userbased address or domain whitelist) as well as delete the E-Mail.

Spam mails will be deleted automatically from the Spam Mails Queue after a defined period.
This period can be adjusted in the Admin Webinterface -> Spamfinder -> Settings.

The Button "Select deputy" can be used to see the spam queue of another user or e.g. public folders.

CISS filtered Mails are all Mails that have not been confirmed by the sender yet.
These E-Mails can be manually delivered, if desired.
It is also possible to whitelist the sender this way.

All mails which are received or sent through the REDDOXX Appliance, and that meet the policies defined by the REDDOXX administrator, are saved to the archive, .
In the archive, you can search for specific mails through defined criteria, and redeliver the mails to your mailbox.
For the logged in user, all E-Mails are shown that either belong to one of his E-Mail Addresses, or that are available through Deputy Settings, Categories and active Audit Sessions.

The search function in the archive is based on a full-text index (this covers all text-based documents and files).
The search terms can be one or more keywords that are logically linked (AND function).
The simple search will consider all contents of a Mail.
The advanced search is required to use a OR function search, or a direct search for e.g. a subject.

The following wildcards can be used when searching, either in the middle of a word or at the end (but not at the beginning):

* (Star) any desired numbers of characters (or none)
? (Question mark) Exactly one desired character

When selecting a category in the category structure, the search will be filtered with the category view.
When no category is selected (default), the search will be performed in the whole archive.

Search parameter can be saved with "Save query", to make them available later via "Saved queries" and perform a search with this query again.
Saved queries can be ordered in groups and deleted with "Manage queries".

With the Button "Select deputies" is defined which E-Mail addresses have to be used for a query.
This is useful to search for E-Mail of employees in vacancy for example (this requires the corresponding addresses to be configured as deputy).

When an archived E-Mail is selected (via click), additional features are available (via right click or the menu):

  • View: The E-Mail will be shown as preview, in this view attachments can be opened.
  • Open in Outlook: The E-Mail will be opened in MS Outlook
  • Save: Saves the message in .eml format.
  • Save MailSealer message: Saves the MailSealer processed E-Mail (in encrypted version).
  • Show History: To view the technical history of a mail.
    By clicking on an individual process, the user can view the logged details more closely.
  • Deliver: The E-Mail will be delivered again to the recipient.
  • Forward message to: The archived message can be forwarded to any recipient.
  • Assign to category: The E-Mail will be assigned to a Category.
  • Suggest for Category: The E-Mail will be suggested to be assigned to a category.
  • Remove from Category: The E-Mail will be removed from the category (this only refers to the assignment, the E-Mail can still be found in the archive)

An Audit Session (Revision, Examination) allows authorized users access to selected mails.
The Audit Session can be coordinated for a limited time / category / container by an administrator.
Every action within an audit is logged to the history to record who accessed which mail and when.

The search options of an audit do not differ to a user's search. Only the option "Include deleted email" is also available in an audit.

With "finish audit" the audit session will be closed.

A user, that is configured as a qualified controller in the category, can accept or reject a category suggestion from other users under “Category Voting”.
The user can also see a preview of the suggestion, as well as view the current vote count.

With the integrated MailSealer Light, you are able to encrypt your mails quickly and simply.
An encryption strength of 256 bit AES is used for encryption purposes.

You can "Add Passphrase" or "Edit Passphrase" for E-Mail Addresses to define, if mails to this E-Mail recipient need to be automatically encrypted.
For Passphrases that are configured as "active", there is no need to provide the passphrase in the subject anymore.

Via "Delete Passphrase" the selected passphrase settings can be deleted.

In the User Settings section, you can adjust your user profile, your e-mail address, the settings for your daily queue report, the layout of the Appliance Manager, as well as change your password.

Additionally, the Black- and Whitelists (if allowed by policies) can be adjusted.

  • User profile: Select, wether you wish a Quarantine Report and the format (HTML) as well as the Report language.
    The start Modul can also be adjusted, that is shown directly after the login.
    Choose the Archive display period and the number of items shown per page (Grid page Size).
    The Archive display period is considered when viewing the unfiltered MailDepot.
    As soon as a search is performed, all mails according to the search will be shown regardless of the selected Archive display period.

  • Change password: You can change your login password, for security reasons the old and new password needs to be provided.

  • E-Mail address properties: In the management section, you can activate the filtering of spam per e-mail address (from the list of filter profiles available for the users) as well as define a deputy for your own e-mail address.
    Deputies are allowed to view your E-Mail archive and the quarantine queues.
    Additionally, you can add email addresses via "add email alias", therefore a request ID is sent to the new E-Mail address that needs to be provided in the form.

  • Filter lists (Black and Whitelists for addresses, domains and subjects):
    You can add, edit and delete White- and Blacklist entries, as well as search for already configured entires.
    For blacklists, an additional actions needs to be defined, you can choose between tag, quarantine or decline (not recommended).

By clicking the "Logoff" symbol, the connection to the Appliance will be closed.
The Login window appears, so you can log in again (even with another username).