New MDaemon Tutorials Added to YouTube

If you haven’t seen our YouTube channel lately, you’re missing out on some valuable information that can be used to help you manage MDaemon and SecurityGateway. Recently, we’ve added several new MDaemon tutorial videos. Here are a few that might interest you.

MDaemon Graphical User Interface (GUI) Overview

In this video, we provide a tour of MDaemon’s graphical user interface. We show you where to find key security, administration, and account management settings, how to navigate your way through the mail queues, and how to find information in the mail routing, security and spam filter logs using the tabs across the bottom of the MDaemon interface.

MDaemon’s File Structure

One of the benefits of MDaemon that make it easy to troubleshoot and administer is its file structure. All key settings are stored in configuration files located in the MDaemon/App directory, and user email messages are stored in the Users directory. This flat-file structure makes MDaemon very easy to backup and restore using simple drag & drop.

How to Enable and Use Two-Factor Authentication in WorldClient

Two-factor authentication is a security feature found in WorldClient, MDaemon’s webmail client, which requires users to submit two forms of identifying data – a password, and a special code or token, before they are able to login. Two-factor authentication helps prevent accounts from being hijacked by someone who manages to guess the account’s password. A potential hacker would have to know the second authenticating factor in order to access the account.

Enabling Do Not Disturb to Establish Work/Life Balance for Employees

MDaemon’s Do-Not-Disturb feature allows administrators to set a time during which certain users are not allowed to check for or send new email messages. In an age where we’re all constantly connected via mobile devices, this helps foster better work-life balance for your users.

These are just a few of the tutorial videos on our YouTube channel. Visit our YouTube channel for other tutorials, product overview videos, webinars, and more. If you haven’t tried MDaemon yet, click here to download your free trial and see how easy MDaemon is to use!

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Manage Employee Overtime with New Email Feature

Companies around the world are faced with the need to manage email access after hours to reduce overtime pay and promote a stronger work/life balance for their employees. MDaemon makes this goal attainable using its Do Not Disturb feature. Do Not Disturb allows administrators to designate a time during which selected users are not allowed to check their email. During the Do Not Disturb period, accounts can still receive email on the mail server, but users cannot send or check for mail using SMTP, IMAP, POP, WorldClient or ActiveSync.

In MDaemon, you can access the Do Not Disturb feature via the Group Manager screen under the Accounts menu. Follow these steps to configure Do Not Disturb.

  1. Select Accounts.
  2. Select Groups & Templates.
  3. Select Group Manager.
  4. Select New Group or click on an existing group to select it.
    Click on New Group to create a user group in MDaemonEnter a Group Name and Description for your new group.Group name and description - MDaemon user group
  5. Click on Add or remove accounts from the selected group.
    Adding Accounts to a Group in MDaemon Messaging Server
  6. Check the box for each account you wish to add to this group, and then click OK.
    Adding Accounts to a Group in MDaemon Email Server
  7. Select the group name under the Group Manager list.
    Select the Group in the Group Manager List
  8. Check Enable Do Not Disturb.
    Do Not Disturb Checkbox - MDaemon Groups & Templates
  9. Click on Define Do Not Disturb Schedule to configure when you would like this feature to take effect.
    Defining a do-not-disturb schedule for selected accounts in MDaemon
  10. Select your desired Do-Not-Disturb schedule, including dates, times, and days of the week, and then click OK.
    Do not Disturb schedule
  11. Click OK to close the Groups & Templates window.

Once these settings are enabled, users who try to access or send email during Do Not Disturb hours will be denied access.

The following video demonstrates how to configure Do Not Disturb.

Do Not Disturb gives administrators and management teams greater control over who has after-hours access to the email system. This feature was added in MDaemon 15.5. If you’re using an older version of MDaemon and would like to upgrade, then visit our Downloads page to download the latest version of MDaemon.

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Quarantine Management in SecurityGateway

SecurityGateway quarantine management best practicesSecurityGateway can be configured to handle spam in various ways. Messages can be refused, quarantined, or accepted, and their spam scores can be adjusted accordingly. When messages are quarantined and held on the server, the administrator can determine whether, and how often, to send the user an emailed quarantine summary report. The administrator can also grant users permissions to view and manage their own quarantine folders in the SecurityGateway interface. The quarantine summary email allows users to release the message from quarantine, and whitelist or blacklist the sender. When the quarantine is viewed in the SecurityGateway interface, users have additional options, such as the ability to feed messages to SecurityGateway’s Bayesian spam learning engine.

We generally recommend using the Bayesian feature to mark a message as spam, rather than blacklisting the sender. Thus, to avoid any confusion, we’ve put together a new best practices guide on quarantine management in SecurityGateway.

Click here to view the new SecurityGateway Quarantine Management guide.

Following the suggestions outlined in this guide will help ensure that you receive the messages you want, and block the messages you don’t want.

If you have questions, let us know in the comments section below!

 

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Is Slow Outlook Performance Making you Pull Your Hair Out?

If you’ve used Microsoft Outlook for an extended period of time, you may have noticed that it doesn’t run quite as smoothly as it used to. Outlook’s performance is affected by many things, including the amount of data it has to keep track of, any add-ons that are installed, how often it checks for new mail (checking more frequently can improve performance), and various other factors. Whether you use POP, IMAP, ActiveSync or Outlook Connector, you can perform various tasks to improve Outlook’s performance. Follow the steps outlined below to keep Outlook running like a well-oiled machine.

Outlook Connector Users

Compact the Outlook Connector Local Cache File

Unlike POP, which stores data in a PST file, Outlook Connector stores a local copy of account data in a local cache file. If you are using Outlook Connector, you can compact the local cache file to improve performance. Follow these steps to compact the local cache file:

  1. Make sure Outlook is shut down, and navigate to the Windows control panel.
  2. Click on the Mail control panel.
  3. Click on Email Accounts.
  4. Double-click on your Outlook Connector account.
  5. Click on the Database Management tab.
  6. Locate the Purge Database section and click on the Purge button.
  7. Locate the Compact Database section, and click on the Compact button. You can also check “Compact database on Outlook shutdown” to compact the database each time Outlook is shut down.
Outlook Connector Options
Outlook Connector Options

NOTE: Outlook Connector includes the option “Download Headers Only” under the Send/Receive tab of the Outlook Connector Client configuration screen. When this option is enabled, Outlook only downloads the information needed to show messages in the message list, and not the full content of each message. When you click on a message, the rest of the message is downloaded for viewing. Users may experience a slight delay in viewing messages in the preview pane when “Download Headers Only” is enabled because Outlook has to download the rest of the message when it is selected. If messages are show to appear in the preview pane or when viewing, try disabling “Download headers only.”

Please see the Outlook Connector for MDaemon – Guidelines page at www.altn.com for more information on getting the best performance out of Outlook Connector.

POP, IMAP, ActiveSync or Outlook Connector Users

Perform Regular Housekeeping

Performing the following housekeeping tasks regularly will help minimize the amount of data that Outlook must process, and will reduce the amount of memory used by the program.

We recommend performing these housekeeping tasks regularly:

  • Delete any email messages, calendar items, and contacts that are no longer needed.
  • Empty the Deleted Items folder by right-clicking it and selecting Empty Folder.
  • Delete unwanted items from the Sent Items folder.
  • Move items out of the Inbox to other mail folders.
  • Archive old messages. Mail server administrators can implement a server-wide archiving solution such as MailStore to help cut down on the amount of data stored in user mailboxes.

Disable Add-Ins

Having too many Outlook add-ins can bog down Outlook’s performance. When Outlook is installed for the first time, it comes with its own set of add-ins. Not all of these add-ins will be activated, and there may be add-ins enabled that you don’t need. Here is a list of default Outlook add-ins:

  • Business Connectivity Services Add-in
  • Microsoft Exchange Add-in
  • Microsoft Outlook Social Connector / Outlook Social Connector 2013
  • Microsoft SharePoint Server Colleague Import Add-In
  • Microsoft Exchange Unified Messaging
  • OneNote Notes about Outlook Items
  • Microsoft Access Outlook Add-In for Data Collection and Publishing
  • Microsoft VBA for Outlook Add-in
  • Windows Search Email Indexer

This page contains a List of all default Outlook Add-ins, plus other add-ins you might encounter.

In addition, other third-party applications can add their own Outlook add-ins. Fortunately, it’s easy to disable unwanted add-ins.

In Outlook 2007: Go to Tools | Trust Center | Add-ins. In the Manage drop-down list, select which add-ins you’d like to disable. Press Go, and make your changes.

In Outlook 2010, 2013 and 2016: Go to File | Options | Add-ins. Locate the Manage drop-down menu at the bottom, and select Com Add-ins, then click on Go. To disable specific add-ins, simply un-check the items you don’t need, and click on OK. You can also use the Remove button to remove selected items completely. For some add-ins, you may need to restart Outlook for your changes to take effect.

Disable Outlook Add-Ins
Disable Outlook Add-Ins

Disable RSS Feeds

If you have a lot of RSS feeds that are synchronized with Outlook, these syncing tasks could bring Outlook to a crawl. If you aren’t using Outlook as an RSS reader, you can disable this feature from Outlook by following these steps:

In Outlook 2007: Go to Tools | Options. Select the Other tab, and then click on Advanced Options. Then, uncheck both options under RSS Feeds.

In Outlook 2010 / 2013 / 2016: Go to File | Options. Click on the Advanced button in the left-hand navigation menu. Under the RSS Feeds section, uncheck both options.

Disable RSS in Outlook
Disabling RSS in Outlook

Adjusting the Send/Receive Frequency

Adjusting Outlook’s Send/Receive schedule can often improve performance. If email messages are slow showing up in your Inbox, you can configure Outlook to send/receive messages more frequently so that it doesn’t have to download as much data each time it checks for new messages. If your send/receive schedule is set to check less-frequently, say, every 30 minutes, try changing it to send/receive every 3 minutes.

Outlook 2010, 2013 and 2016 users can find this setting via File | Options | Advanced. Locate the Send/Receive section and click on the Send/Receive button. Then, under Send/Receive Groups |  All Accounts, adjust the timing for “Schedule an automatic send/receive every…” as shown here:

Outlook Send Receive Schedule
Outlook Send Receive Schedule

POP, IMAP & ActiveSync Users

Compact or Repair PST Files

PST files can be another source of Outlook sluggishness. You can help improve Outlook’s performance by:

  • Using multiple PST files.
  • Keeping attachments out of PST files.
  • Compacting PST files.

To compact a PST file in Outlook 2010, 2013 and 2016:

  • Delete any items you no longer need, and then empty the Deleted Items folder.
  • Click on the File tab on the ribbon, and then select the Info tab.
  • Click on Account Settings, and then click on Account Settings again.
  • Click on the Data Files tab.
  • Select your PST file in the list, and then click on Settings.
  • On the General tab, click on Compact Now.
  • Click on OK and Close.

    Compacting a PST in Outlook
    Compacting a PST in Outlook

To compact a PST file in Outlook 2007:

  • Delete any items you no longer need, and then empty the Deleted Items folder.
  • Navigate to Tools | Account Settings.
  • Select your desired account, and then click on Change.
  • Click on More Settings.
  • On the Advanced tab, click on Offline Folder File Settings.
  • Click on Compact Now.

Sometimes, your PST files can develop errors or data inconsistencies, resulting in unexpected behavior in Outlook. When you suspect that there’s an issue with the integrity of your PST file, you can run Scanpst.exe to repair your PST files.

Scanpst can be tricky to locate. By default, you should be able to find it in the Program Files | Microsoft Office | Office14 folder, but you may need to perform a search if you can’t find it in its default location. This location may vary depending on which version of Outlook you are using. You may also want to create a shortcut to this file on your desktop for easier access.

Before using this tool, we recommend making a backup copy of your PST file in case any errors or file corruptions occur to the original file. This shouldn’t be an issue, however, because if Scanpst finds any errors, it will prompt you to make a backup before attempting to repair the file.

Keep Windows Up-to-Date

Microsoft periodically releases Windows updates and service packs. Having the latest updates and service packs can help improve your computer’s overall performance as well as Outlook’s performance.

Conclusion

Nobody should have to put up with sluggish Outlook performance. Following the above suggestions will help ensure that you spend less time waiting for things to happen, and more time making things happen!

UPDATE: This information can now be found in our new how-to guide on improving Outlook Performance, located on our Literature page. Click here to download the PDF.

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Access your Outlook Contacts from Anywhere by Importing them into WorldClient

If you’re moving to MDaemon from another email platform, or if you want to consolidate your local address books into one centrally-located database for easy access from anywhere, then you’ll want to import your contacts using WorldClient.

When contacts are imported into WorldClient, they are stored in a folder on the MDaemon server and accessible from your ActiveSync-connected mobile device (or Outlook 2013 & up connected via ActiveSync), Outlook via Outlook Connector, and WorldClient – MDaemon’s webmail client.

This knowledge base article lists the CSV fields that can be used when importing contacts into WorldClient.

In this brief tutorial video, I show you how to export your contacts from Outlook to a CSV file, and how to import that CSV file into WorldClient.

If you have questions, send me an email at training@altn.com.

Have a great weekend!

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Protect Email Privacy with Message Expiration using Virtru

In a previous video and blog post, I demonstrated how to maintain data privacy by encrypting email messages in WorldClient (MDaemon’s webmail client) using Virtru. However, this easy-to-use client-side email encryption feature does more than just email encryption. When you use Virtru Pro, you can set a message expiration  period, revoke sent messages, or disable forwarding. In today’s video tutorial, I show you how to set a message expiration using WorldClient and Virtru.

 

If you’d like to see for yourself how easy Virtru is to use, then download  your free trial of MDaemon!

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How to add MDaemon Accounts from Anywhere using Remote Administration

Has this ever happened to you? You’re the mail server administrator for a small business. You’re vacationing in Hawaii, and, inevitably, you get an urgent call from the boss asking you to set up an account or alias for a new user who needs email access ASAP. If you use MDaemon to host your email, and you’ve got access to a computer and an internet connection, you can create new accounts and aliases in a matter of minutes, and then be back on the beach sipping margaritas in no time at all. The following tutorial video will take you through this very easy process.

Click here to learn more about MDaemon Remote Administration.

Or if you’d like to see for yourself how easy MDaemon is to use, then click here and download your free trial!

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Thwart Hackers with Strong Password Policies

For spammers, the barriers to entry are very low and the potential payoffs are very high relative to the small amounts of effort required to send out lots of spam. Spammers typically look for the “low hanging fruit” of an email system, such as mail servers that are not configured to prevent relaying, or accounts with weak passwords. If a hacker manages to guess an account’s password, he can use that account to send out large amounts of unsolicited spam email messages. This can result in your server winding up on a blacklist. Additionally, if large amounts of spam are sent out before the issue is corrected, your business can suffer lost trust and a reduction in revenue.

MDaemon’s Account Hijack Detection feature can be used to disable the account once a specified number of messages have been sent from an authenticated session within a given period of time. But it would be better to not even let a hacker get that far. Having strong passwords that are difficult to guess would help prevent an account from being hijacked in the first place.

Today, we focus on the issue of weak passwords and how to thwart hackers by implementing strong password policies. These settings are located in MDaemon under the Accounts | Account Settings configuration screen. In today’s video tutorial, we demonstrate how to require strong passwords, how to force accounts with a weak password to change their password, and how to send a Weak Passwords report to a designated email address.

Email is one of the most valuable intellectual property assets a company can have. Protect your email by enacting strong security and password policies & keep the hackers out.

Click here to learn more about MDaemon and why many small-to-medium businesses have migrated to it from Microsoft Exchange Server, or click here to download your free trial!

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For Security & Privacy – Easy Email & Attachment Encryption with Virtru

Recently, I created a video and blog post about Virtru Email Encryption for MDaemon, to demonstrate its features, benefits, and ease of use. Following along with its ease of use, I’ve created the following animation to show you just how easy Virtru is to use. Simply enable Virtru support in WorldClient (MDaemon’s webmail client), enable the Virtru features by clicking on the small “V” button within the email compose window, and then click on “Send Encrypted.” It really is that simple!

Virtru Email and Attachment Encryption
It’s easy to encrypt email and attachments using Virtru

For a more thorough overview of Virtru’s features, please see this blog post, or click here to visit our main Virtru page.

Virtru (email and attachment encryption) is included with the MDaemon Messaging Server. Virtru Pro features include Message Revoke, Disable Forwarding, Set Message Expiration, and automatic encryption. Click here if you’d like to purchase Virtru Pro.

Want to learn more about the encryption features offered by MDaemon? Then click here to learn more!

Protect your business from unauthorized access to your important and confidential email messages. Download your free trial of MDaemon today!

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How to Deal with Spam in SecurityGateway

SecurityGateway is a powerful email spam & malware filter & gateway that can be used to protect any type of mail server. It offers a layered approach to security, with protection features including data leak prevention, attachment filtering, heuristic and Bayesian analysis, zero-hour Outbreak Protection, and much more.

In today’s video tutorial, we demonstrate best practices for handling spam in SecurityGateway. Topics covered include:

  • How to mark a message as spam to teach the Bayesian learning process how to identify junk email messages, which helps to make the spam filter more accurate over time.
  • How to use whitelists and blacklists.
  • How to manage messages in your quarantine.
  • How to find specific messages in the Message Log.

If you’d like to learn more about SecurityGateway, then visit our SecurityGateway product page.

Or download your free trial to see how easy it is to use, and let us know if you have questions!

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