Let’s face it. We all make mistakes. At one time or another, most of us have gotten a little hasty with the Send button when composing an email, and sent it to the wrong Frank Thomas, accidentally CC’d the customer in an inter-office communication, or realized the email was probably not such a good idea in the first place. These examples can be quite embarrassing, but other mistakes can result in legal trouble for you or your company. For example, healthcare providers can violate HIPAA regulations by sending an email containing protected health information (PHI) to the wrong person. Penalties for these HIPAA violations can be steep, ranging from $50,000 to $1.5 million.
To avoid these situations, your email solution should have a feature that lets you delay delivery of a message. With MDaemon Webmail, message scheduling options are just a mouse click away.
“This is all great, but why would I want to delay delivery of an important email message?”
There are many reasons why one might want to defer delivery of an email message.
Delaying message delivery for an hour or even a few minutes gives you time to take a break from it and review it with a refreshed perspective – providing another opportunity to catch errors you might have missed before.
Some email conversations go back and forth too quickly, so you might respond before you have all the information or ask questions that are already answered in the next message. Deferred delivery allows you to slow the process down so you’re not having to play email tag.
Deferred delivery can help prevent you from sending an angry email response during heated discussions. Allowing yourself a little extra time to re-think your message or to cancel the message altogether can help prevent a great deal of workplace conflict.
For companies that operate globally, deferred delivery allows users to schedule messages for delivery during peak business hours in the recipient’s country, increasing the likelihood that it will be seen.
We demonstrate how to defer delivery of an email message in MDaemon Webmail in this week’s tutorial video.
While it’s true that hard drives are continuing to grow exponentially in storage capacity, many mail server administrators are still finding the need for greater control over disk space usage. An easy way to automate the process of limiting disk space used per-user while still retaining business-related data transmitted via email is to set message and disk space quotas while implement an archiving solution such as MailStore.
By default, MDaemon Remote Administration is accessed via port 1000 at your server’s host name, so if your host name is mail.example.com, then you’d enter http://mail.example.com:1000 to access Remote Administration. You can also use a secure URL – for example: https://mail.example.com. The URL you would use depends on the settings you have configured in MDaemon under Setup | Web & IM Services | Remote Administration | Web Server (and SSL & HTTPS).
I hope you find these tutorials useful. If you have questions or comments, please click on Leave a Comment (up there under the title of this post) and let us know!
Most of our customers are small-to-medium businesses with limited IT budgets across a variety of industries – including healthcare, education, manufacturing, and government. Having a limited IT budget often means having limited staff available for troubleshooting email or tracking down messages, so when considering which email gateway/spam filter you want for your business, one of the main criteria to consider is how easy it is to find messages for your users. Users who are expecting business-critical messages need to know ASAP what happened if that message is not delivered. With SecurityGateway, it’s easy to find out if a message was rejected, quarantined or delivered. If it was rejected or quarantined, color-coded transcripts make it easy to determine exactly why the message was not delivered.
At-a-Glance: The Message Log Window
Let’s have a look at the message log and its layout.
Use the buttons across the top to:
Refresh the message list
Search for messages. Advanced search options are provided, allowing you to find messages based on a variety of criteria, such as message contents, delivery date, the result of the message delivery attempt, keywords in a message header, and others.
View message details (providing the same information as double-clicking the message)
Redeliver the message. Note that if the issue that made a message undeliverable still exists then the message will return to the message log with the same status.
Whitelist the sender or sender’s domain
Blacklist the sender or sender’s domain
Press the blue buttons to enable or disable specific columns.
The right-facing blue arrows indicate outbound messages, and the left-facing green arrows indicate inbound messages.
The remaining columns from left-to-right include:
Date (notice the arrow indicating sort order)
The message sender (From)
The message recipient
The message subject
The result of the message delivery attempt (Delivered, Quarantined, Rejected, etc.)
The reason the message was quarantined or rejected (for those that meet these criteria)
The message size
The final message score based on the total score accumulated by all security tests performed
Viewing message transcripts to determine a message’s fate
Now that we’re familiar with the layout of the message listing, let’s review how to troubleshoot email delivery issues.
Key events in a message’s transcript are color-coded for easy identification. In the following example, the message was scanned by SpamAssassin. During this process, it accumulated 1.7 points. It was then scanned by Outbreak Protection, during which it accumulated an additional 5.5 points. Finally, the total message score was tallied with a final score of 12.2 points and was rejected.
We’ve created the following video to help you become more familiar with message tracking in SecurityGateway.
If you work in IT or manage a mail server, then you probably know that the vast majority of global email traffic consists of spam. However, if you’re an end user working for a small business in healthcare, manufacturing or education, the following statistic might surprise you:
In June 2018, spam made up a staggering 85.32% of all global email traffic.
A good spam filter & email gateway will filter out most of these malicious email messages circling the globe so that users and administrators can spend more time focusing on their business.
SecurityGateway for Email Servers was designed to make it easy for small-to-medium businesses to manage their inbound and outbound email security needs without taking up too much time that could be spent on more business-related tasks. It reduces the workload on administrators by providing automated user & domain creation and periodic quarantine report emails for end users. The focus on today’s “30-Second Email Tips” video is to demonstrate the quarantine report emails which allow users to manage their own quarantines so you can spend more time focusing on your business.
Many of SecurityGateway’s security settings (including heuristic and Bayesian analysis by the spam filter, DNS blacklists, SPF verification, DKIM verification, DMARC, and others) can be configured to perform one of three options for messages that fail a given security check:
Accept the message (and optionally place a tag in the message subject and add points to the message’s spam score)
Refuse the message
Quarantine the message
For messages that are placed in the quarantine, reports can be sent out to users so that they can decide what to do with these messages. Options provided are:
Release the message from quarantine
Always allow (whitelist) messages from the sender
Blacklist messages from the sender
We’ve created the following video to demonstrate these features.
SecurityGateway helps meet the needs of businesses that want an additional layer of security for their existing email server and businesses running Microsoft Exchange or another mail server that has cumbersome controls or a confusing interface – helping simplify the process of scanning inbound and outbound email for malicious content. Click here to learn more about SecurityGateway, or click here to download your free trial!
I’ve heard various opinions on what to do with an MDaemon account belonging to someone who has left a company. In a recent post on our community forums, an MDaemon administrator had set a former employee’s account to Frozen, and then configured an auto-responder for the account. Frozen accounts cannot send outbound email, and the user of a frozen account cannot check for new email.
Account is FROZEN (can receive but cannot send or check email)
Select this option if you wish to allow the account to receive incoming messages but prevent it from being able to check or send messages. This is useful when, for example, you suspect the account has been hijacked. Freezing the account would prevent the malicious user from accessing its messages or using the account to send messages, but it would still be able to receive its incoming email.
Let’s say an employee has left the company. As the MDaemon administrator, I don’t want that employee’s account to be used, so I place it in Frozen status via the main Account Details screen of the account editor, as shown here.
Now let’s say I’ve enabled an auto-responder for the account, as shown here.
In the following example, I’ve created the account firstname.lastname@example.org, and have configured the auto-responder.
When I send a test to email@example.com from firstname.lastname@example.org, the MDaemon server hosting the @brad.ssllock.com domain places the message in the frozen account’s mailbox, but the user is unable to log into webmail or access the inbox via another email client. When MDaemon then tries to send the auto-responder that we enabled for the frozen account, the message is moved to the Holding queue and the following is written to the MDaemon logs:
Mon 2018-06-18 11:18:33.406: Session 042192; child 0001
Mon 2018-06-18 11:18:33.406: Parsing message <c:\mdaemon\queues\remote\pd50000000056.msg>
Mon 2018-06-18 11:18:33.406: * From: email@example.com
Mon 2018-06-18 11:18:33.406: * To: Training@mdaemon.com
Mon 2018-06-18 11:18:33.406: * Subject: RE: Test to Frozen Account with Auto-Responder
Mon 2018-06-18 11:18:33.406: * Size (bytes): 3822
Mon 2018-06-18 11:18:33.406: * Message-ID: MDAEMON0005201806181118.AA1812640@mail.brad.ssllock.com Mon 2018-06-18 11:18:33.421: Message moved to holding queue because sending account is disabled Mon 2018-06-18 11:18:33.421: SMTP session terminated (Bytes in/out: 0/0) Mon 2018-06-18 11:18:33.421: ———-
The result is that the auto-response never gets sent because the account is frozen.
Rather than freezing the account, you could simply change the account’s password so that it can still accept mail and send auto-response messages. This can be done via the main Account Details screen, as shown here.
If you prefer to freeze the account instead of changing its password, another option would be to create a content filter rule that would send your desired response to the original message sender instead of using the auto-responder. That content filter rule would look something like this:
In this example, I created a rule that sends a reply to the sender of messages addressed to firstname.lastname@example.org using the “Send a NOTE 1” action. I then entered the $SENDER$ macro and the desired response. This message will be sent back to the message sender in response to a message originally sent to the frozen account.
You can get pretty creative with MDaemon’s content filter to perform a variety of tasks, so hopefully you found this helpful!
Most of us don’t wake up thinking about email, but without it, business communications would be set back at least 20 years. We rely on email for many basic business functions, so we want email management features that simplify communications & make collaboration easier and more efficient.
With MDaemon Webmail, users can perform a variety of tasks via the Options menu. But, following the theme of making things easier, did you know you can perform many of these same tasks with the click of the right mouse button without leaving your Inbox?
Many businesses are responsible for maintaining large amounts of confidential data, including customer records, medical records, financial reports, legal documents, and much more. It’s very common for these types of information to be transmitted via email. So how can you ensure confidential data transmitted via email is kept private? How can you ensure the integrity of transmitted data and that a message actually came from its purported sender?
Businesses need to ensure confidentiality, data integrity, message authentication (proof of origin), and non-repudiation (proof of content and its origin). These goals can be accomplished using MDaemon’s OpenPGP message encryption and signing services. Read on to learn more about the differences between encrypting and signing, and when each is used.
The Need for Encryption
Businesses need to protect sensitive data and preserve confidentiality and privacy. Whether you work in healthcare, finance, legal, HR or education, chances are you’re familiar with the terms GDPR, HIPAA or FERPA (among others). Businesses that fail to meet these regulations risk data breaches that can lead to lost revenue or legal action, as well as steep fines. To address these issues, businesses can use encryption to make their sensitive data unreadable to unauthorized parties.
The Need for Signing
In addition to data privacy, businesses may need to ensure that a message was not altered during transit, and that it actually came from the purported sender. These tasks are accomplished with message signing (adding a digital signature) using OpenPGP. Much like your handwritten signature, a digital signature can be used for authentication purposes, but also cannot be forged.
Signing a message helps ensure the following:
Data Integrity – That the message was not altered from its original form.
Message Authentication (Proof of Origin) – That the message actually came from the purported sender.
Non-repudiation – That the sender cannot deny the authenticity of the message they sent and signed with OpenPGP.
Encrypting vs. Signing – What’s the Difference?
So what are the differences between encrypting & signing? Let’s discuss each.
What is Encryption?
Encryption is the act of converting plain text to cipher text. Cipher text is basically text that has been scrambled into non-readable format using an algorithm – called a cipher. MDaemon’s implementation of OpenPGP encryption uses public key encryption (also known as asymmetric key encryption) to encrypt email messages and attachments.
So How Does Public Key Encryption Work?
Public key encryption uses public/private key pairs. If you want me to send you an encrypted message, you send me your public key, which I import into my encryption software (using the OpenPGP configuration screen in MDaemon, in this case). I encrypt the message with your public key. When you receive the message, you decrypt it with your private key. Even though your public key can be freely distributed and used to encrypt messages addressed to you, these encrypted messages can only be decrypted with your own private key. This private key must always be kept secret. Data encrypted with the public key can only be decrypted with its corresponding private key; conversely, data encrypted with the private key can only be decrypted with its corresponding public key. We’ll talk about why you would encrypt a message with your own private key in the next section when we discuss message signing.
In our latest release of MDaemon, we’ve added the ability for MDaemon Webmail users to encrypt messages from within the message compose window. This procedure is explained in this blog post.
Check out the following video to see this process in action!
Encrypting a message helps ensure that the message is kept confidential. The message remains in its encrypted format until it is decrypted with the recipient’s private key.
What is Message Signing with OpenPGP?
As I mentioned above, messages are encrypted with the message recipient’s public key and decrypted with the corresponding private key. Message signing, on the other hand, uses the sender’s private key to sign (encrypt) the message, and his public key is used to read the signature (decrypt). Message signing binds the identity of the message source to the message. This helps ensure data integrity, message authentication, and non-repudiation.
For example, if John wants to digitally sign a message to Michelle, he uses his private key to encrypt the message, and sends it (along with his public key if it hasn’t already been sent) to Michelle. Since John’s public key is the only key that can decrypt the message, the digital signature is verified by simply decrypting the message with John’s public key.
Signing a message with OpenPGP ensures that the message was not altered in transit, that it did in fact come from the purported sender, and that the sender cannot deny the authenticity of the message they sent and signed with OpenPGP.
More information on using MDaemon’s PGP encryption & signing features can be found in the following knowledge base article:
How to enable MDaemon PGP, configure who can use MDPGP, and create keys for specific users
On Monday, May 14th, the Electronic Frontier Foundation (EFF) reported that European researchers had discovered core problems and commonplace implementation flaws in the S/MIME and OpenPGP protocol specifications. The vulnerability, which the researchers have described as EFAIL, can reportedly expose the content of encrypted emails (even messages sent in the past) to be viewed. The EFAIL vulnerability affects many email clients that use S/MIME and OpenPGP. There is a list of email clients with vulnerabilities by protocol in an article posted at thehackernews.com.
It’s very important to understand that to be at risk for this vulnerability, attackers would need access to your emails. This means that your email system has been compromised by an attacker who has access to the encrypted emails through tactics such as eavesdropping on network traffic (also known as a man-in-the-middle (MITM) attack), compromised email accounts, access to email servers, backup systems or client computers, usually achieved through social engineering attacks, such as Phishing and other tactics.
We have checked our own web-based email client (MDaemon Webmail) and our MDaemon OpenPGP-based encryption feature. Our results show that MDaemon Webmail is not vulnerable. However, the MDaemon email server OpenPGP feature is partially vulnerable to one implementation flaw. We have released a patch for affected versions of MDaemon email software, which can be found here. The current version of the MDaemon email server, v18.0.1, includes this fix.
A Reminder on the Best Email Security Practices
This latest issue should remind us all about the importance of email security practices as a whole. Implementing strong passwords, two-factor authentication, location screening, SSL/TLS, SMTP AUTH, IP Shielding, dynamic screening, freezing accounts after failed authentication attempts, all play a role in helping to keep your accounts and your email safe. You can review a list of email security features in MDaemon here.
If you’ve implemented security to help protect malicious people from accessing your email accounts, then you are less likely to have an account compromised and you will be better protected against these types of attacks and vulnerabilities.
While the researchers go into some depth to expose issues deep within the S/MIME and OpenPGP specification documents, these encryption protocols may need specification changes to address the longer-term issues mentioned in the initial report. MDaemon Technologies will continue to monitor this issue.
We have provided links to past blog posts that cover a number of email security topics to provide additional information:
Whether you work in healthcare, finance, education, or another highly regulated industry, it’s likely that you’re required to meet increasingly stringent regulations on email security and privacy, such as the General Data Protection Regulation (GDPR). But even if these strict requirements do not apply to your industry, you still want to maintain customer trust by ensuring their confidential data is safe.
To address these concerns, MDaemon offers email encryption using OpenPGP.
In the past, implementations of OpenPGP have been cumbersome, requiring users to manually exchange encryption keys or to take complex steps to send encrypted messages. With MDaemon, in addition to providing various ways to automate the encryption key exchange and server-side encryption processes, MDaemon Webmail users can easily enable per-message encryption right from within the message compose window.
Here’s a quick video to demonstrate how easy it is to encrypt messages in MDaemon Webmail.
I’ve got some exciting news. Our latest & greatest MDaemon release is now available for download! With MDaemon 18, we introduce new features that benefit administrators and end-users alike. Let’s go over the top new features. You can view a more comprehensive list of all new features and enhancements in the MDaemon release notes.
New Features for Administrators
Single Installer for All Licensed Features
The MDaemon download/install file now includes all former plug-ins which are now “licensed features” of MDaemon that require a separate license key.
When you enable each feature for the first time, a 30-day trial is activated. You can purchase a full license for these features on our website or through your local MDaemon reseller. Purchase options can also be found under the Help menu in MDaemon.
Enhanced Security to Avoid DNS Attacks
DNSSEC is a technology that digitally signs DNS data so that you can be assured that it’s valid. It was created to combat man-in-the-middle attacks that are possible in the DNS system. These types of attacks can lead to users being directed to a hijacker’s own deceptive website in an attempt to collect personal data. To help ensure MDaemon does not become a victim of these attacks, it is now capable of requesting DNSSEC be used when available.
Remote Administration – Set Security Features to their Recommended Settings
If you have adjusted MDaemon’s security settings over time and are unsure of the best settings for optimal security, you can now set each security feature to its recommended setting with a single mouse click in MDaemon Remote Administration.
Antivirus – Mailbox Scanning
When MDaemon Antivirus is enabled, administrators can now configure a schedule to scan all mailboxes. This allows the detection of any infected messages that may have passed through before any new virus definitions were created to detect the latest threats.
ActiveSync – Exempt Known Devices from Location Screening
An option has been added to allow a previously known device to bypass location screening when connecting via MDaemon ActiveSync. Administrators can enable this option to allow users to continue to access their account from locations that are configured to have their authentication attempts blocked. This is useful if you have users who are traveling and need access to their email.
New Features for End Users
Remote Administration & Webmail – Remember Me for Easier Access
MDaemon Webmail and Remote Administration users can enable the Remember Me feature to automatically login without having to enter a username and password. The Remember Me duration can be configured by the administrator for up to 365 days.
Webmail – Simplified Email Encryption
When composing a message, MDaemon Webmail users can use the Advanced Options screen to instruct MDaemon to encrypt the message, retrieve their public key, or retrieve the public key of another user (if available). This greatly simplifies the process of sending secure, encrypted email using MDaemon PGP.
Webmail – Message Snooze
MDaemon Webmail users can snooze emails to temporarily remove them from their inbox until they need them. The user’s email will reappear in the inbox at the configured time, whether it’s tomorrow, next week, or when you get home. Snoozed messages can be displayed at any time using the View Snoozed Messages options.
Webmail – Collaboration & Security for Public Calendars
MDaemon Webmail users can publish a calendar to a publicly accessible URL for easy sharing and collaboration. For added security, these public calendars can be password protected. To publish a calendar, click the Share Folder icon for your calendar under the Options|Folders menu in MDaemon Webmail, enter an optional display name and password under the Public Access tab, and then click on Publish Calendar. Anyone who has the calendar’s URL and optional password can view it in their browser. More information on how to enable this feature globally or on a per-user basis can be found in the MDaemon release notes.
Webmail – Text-to-Speech
When viewing a message in MDaemon Webmail using the WorldClient, LookOut, or Mobile theme, users can click on a button to listen to the message.
Note: This feature is currently only supported in Chrome or Firefox.
Are you running an older version of MDaemon or using a different email platform? Download the latest MDaemon & see what you’ve been missing!
If you’d like to learn more about MDaemon & what’s new with version 18, or if you’re considering changing platforms for a simpler and more cost-effective email solution, here are a few links you may find helpful.