MessageLabs
Spam Manager
User Guide
User Guide - Spam Manager
Copyright and permitted use
© 2004, by MessageLabs Ltd. All rights reserved. This
publication is the exclusive property of MessageLabs and may
not be reproduced, distributed, copied or used in any way
without the express permission in writing of MessageLabs.
While every reasonable effort has been made to ensure the
information in this guide is accurate and up to date
MessageLabs can give no warranty as to its accuracy or
complete ness. All of the information in this document is
subject to change without notice.
Spam Manager User Guide v2.0,
10/1/2004
Page 2 of 12
Owner: Product Management
Version: 1.5 – September 20, 2004
Classification: Customer Restricted
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User Guide - Spam Manager
Table of Contents
Spam Manager Basics ............................................................................................................ 4
Register And Log In ................................................................................................................ 4
Manage Your Messages ......................................................................................................... 5
Set Up Notifications ................................................................................................................. 8
Changing Your Password ..................................................................................................... 9
Manage Multiple Email Addresses .................................................................................. 10
Troubleshooting ...................................................................................................................... 11
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User Guide - Spam Manager
Spam Manager Basics
What Is Spam?
• Spam is unsolicited bulk email, or ‘junk’ email.
• The volume of spam is on the rise, and spam is becoming a significant problem for
corporate IT administrators and an annoyance for email end users, like you.
How Are You Protected Against Spam?
• Your IT administrator has implemented an anti- spam service - powered by MessageLabs,
the leading provider of email security solutions for businesses worldwide - to protect
your email and eliminate spam messages.
• The anti- spam service scans your email, looking for messages suspected of being spam,
and redirects them to Spam Manager.
• Your anti- spam service is the most effective solution available. When it was initially
implemented, your IT administrator tested and fine- tuned the service to ensure that it
was customized specifically for your organization, for maximum accuracy.
What Is Spam Manager?
• Spam Manager is your own web- based, password-protected personal area, where you
can view your rejected messages and retrieve any that you do not believe to be spam.
• Messages are kept in Spam Manager for 14 days, unless you choose to delete them.
After 14 days they will be deleted automatically.
What Can You Do With Spam Manager?
• View and search for messages online (BUT NOT see attachments or embedded images).
• Delete messages.
• Release messages to your normal email in- box.
• Manage Your Notification (if permitted by your administrator), Email Addresses and
Password options.
What Can You NOT Do With Spam Manager?
• You cannot reply or forward mails to other people.
• You cannot view any of the file attachments within a message.
Register And Log In
Once the anti- spam service has been activated, you will receive an automatic email asking
you to register. This email will either be generated by your administrator or by the detection
of a suspected spam message.
How Do I Register?
• Click on the link to the registration page contained in the introductory email.
• Click on the ‘Send password’ button.
• A confirmation message containing your password and a link to the login page will be
emailed to your in- box.
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How Do You Log In After Registering?
• Click on the link contained in the confirmation message, which will take you to the login
page
• Enter your password.
• Store the confirmation message for future reference.
• Bookmark/Favourite the login page for easy future access.
Is Online Help Available ?
• Yes, Click on ‘Need Help?’ on the top right of any screen to access an online version of
this User Guide.
Click ‘Need Help?’
on any screen to
access an online
version of this User
Guide
Select Language
Enter Email Address
Enter Password
Click to Log In
Can I Work in a Different Language?
• Yes, you may select from the interface languages shown in the drop- down box at the top
of any screen. Spam Manager will remember your choice of language.
Manage Your Messages
Once you have logged in, you can manage the messages that have been redirected to your
Spam Manager account by viewing, releasing or detecting them.
How Do I View Messages?
• If you would like to view the textual contents of a message listed in Spam Manager, click
on the Sender.
• You will NOT be able to view attachments or embedded images.
• You may not be able view messages if your IT administrator has turned off this function.
How Do I Release Messages?
• To release a message to your normal in- box, check the selection box to the left of the
message and click the ‘Release’ button.
• Mails which have been released are identified by the small arrow icon next to the title.
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How Do I Delete Messages?
• To delete a message from your Spam Manager, check the selection box to the left of the
message and click the ‘Delete’ button.
• To delete all messages from your Spam Manager account click the ‘Delete All’ button.
Click on ‘Release’ to
release a message to
your normal inbox
Click on ‘Delete’ to
delete selected
messages
Click on ‘Delete All’ to
delete a ll messages
Click on the sender to
view a message
How Do I Select Multiple Emails?
• You can release or delete multiple messages simultaneously, by checking multiple
selection boxes to the left of messages.
• You can release or delete all messages shown on the current page, by checking the
selection box at the top of the list, to the left of ‘Sender’.
Select all messages
Select multiple
messages
individually
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10/1/2004
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How Do I Find A Specific Message?
• Select the ‘Search’ tab at the top of the page, to find specific messages
• Enter a keyword in the search field and click ‘Search’
• You can search either by sender or message subjec t.
‘Search’ tab
Enter keyword to
Search by sender or
message subject
Click to search
How Do I View Search Results?
• All messages containing the search keyword will be displayed on the search results page
• Messages listed by Spam Manager can be reordered by date, subject or sender, by
clicking on the appropriate column header to change the order.
Re-order messages
by sender, subject,
date or size
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How Do I Prevent Future Messages From A Specific Email Address Being
Redirected To Spam Manager?
• Very occasionally, an email that you wish to receive may be identified as spam, and
redirected to Spam Manager. (A typical example is a mass- mailed newsletter that you
may have signed up for.)
• To ensure that future messages from that email address are not redirected to Spam
Manager, you should request that your email administrator add that address to the
white list. (A white list is a list of email addresses that your organization is happy to
receive messages from, since it has been verified that messages from those email
addresses are not spam.)
‘Options’ tab
Manage Notifications
Manage multiple email
addresses
Change your password
Set Up Notifications
Where enabled by your organization, you will receive periodic email notifications when there
are suspected spam messages held by your Spam Manager By default this is set to ‘daily’
notification.
Notifications allow you to manage spam efficiently, as you are conveniently notified only
when there are messages for you to review. If you do not receive a notification, then there
are no messages for you to review. Notifications eliminate unnecessary logins to your Spam
Manager.
How Do I Set Up Notifications?
• Select the ‘Options’ tab at the top of the page.
• Click on ‘Notifications’.
• Ensure that the box is checked to activate Notifications.
• Select how often you would like to receive Notific ations.
• Click on the ‘Save’ button.
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Check box to activate
notifications
Select frequency of
notifications
Save changes
Note: You will not be able to set up warning notifications if your IT administrator has turned
off the notification function.
Changing Your Password
For you own protection, you can change your password as often as you like. We
recommend that you change your password to something that is memorable the first time
you go into your Spam Manager account.
How Do I Change My Password?
• Select the ‘Options’ tab at the top of the page.
• Click on ‘Change Password’.
• Enter your current password and new password.
• Re-enter your new password, for confirmation and security.
• Click the ‘Change’ button.
• You will receive a confirmation message that your password has been successfully
changed.
Enter your old password
Enter your new password
Repeat new password
Click to change
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10/1/2004
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Manage Multiple Email Addresses
In addition to your main email address, you may already have alternate email addresses
(also known as email aliases) that you use to send and receive mails within your
organization (typical examples would be: [email protected], [email protected],
[email protected].)
For simplicity, you may want to review spam messages from all your email addresses in one
place. To do this, you need to add all your alternate addresses to your Spam Manager.
How Do I Add An Email Alias To My Spam Manager?
• Select the ‘Options’ tab at the top of the page.
• Click on ‘Alternate Email Addresses’.
• Fill in your additional email address in the ‘Add an alias’ field and click the ‘Add’ button.
• For your security, you will receive a confirmation message to verify you are the
legitimate owner of the email address you added.
• Click on the link contained in the confirmation message, to complete the addition
process.
• Until confirmed, the alternate email address will be shown as ‘pending’ for up to 30 days
before expiry.
How Do I Remove An Email Alias From My Spam Manager?
• Select the ‘Options’ tab at the top of the page.
• Click on ‘Alternate Email Addresses’.
• All the email addresses that are currently associated with your Spam Manager will be
listed in the ‘Current Aliases’ section.
• Highlight the email address you would like to remove.
• Click the ‘Remove’ button.
List of current active
aliases
Highlight an active
alias and click
‘Remove’ to delete
Fill in email address
you would like to add
Click ‘Add’ to add the
address to your
current active list
List of pending aliases
you have submitted
but not confirmed yet
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10/1/2004
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How Do I Know Which Address Spam Is Being Sent To?
• As long as you have at least one alias address set up you will see an additional column
appear in your Summary view showing you the ‘recipient’ address that the Spam was
sent to.
Troubleshooting
I have not received an email to register and log into my Spam Manager
If you have not received any registration or login details, the most likely reason is that you
have not received any suspected spam messages.
However, if you would like to check if an account has been created for you:
• Go to the Login page.
• Click on ‘Need A Password’.
• Enter your email address.
• Click on ‘Send Password’.
• If you receive an error message it means you have not received any Spam and therefore
do not have a Spam Manager account yet.
‘Need a Password’
link on Login page
I have not received my password
If you do not receive a password after registering on Spam Manager, simply request that
another password be sent to you.
• Go to the Login page.
• Click on ‘Need Password’.
• Enter your email address.
• Click on ‘Send Password’.
The system is refusing to send me a password
If you receive an error message when requesting a password, it is probably because you
have not received any spam yet (so no account has been created for you).
If you have any questions or problems, please contact your IT administrator.
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10/1/2004
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I have released a message from Spam Manager but have not received it in my
inbox
The time it takes for a message to reach your inbox may vary depending on a variety of
factors that are independent of our service such as Internet delays. Please wait for a couple
of hours before trying to release the mail again. If the mail still does not reach your inbox
contact your IT administrator.
If you have any questions or problems, please contact your IT administrator.
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10/1/2004
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