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ITS Training

Precise Mail instructions

Table​ of Contents


 

Introduction
Why Precise Mail?
What you need to do
Spam ratings
Logging in
The Start Page

Quarantined Messages
The Quarantined screen
Display a different day or range of dates
Searching
Preview message
Send to GroupWise
Deleting, blocking, allowing

Discarded Messages
The Discard screen
Display a different day or range of dates
Searching
Preview messages
Send to GroupWise
Deleting, blocking, allowing

Create, Update Or Review Your Allow List
The Allowlist screen
Allow addresses
Allow domains
"UnAllow"

Create, Update Or Review Your Block List
The Blocklist screen
Block addresses
Block domains
"UnBlock"

The Rulelist
More power to you
The basics
An example

Set Your Preferences
Preferences screen
Quarantine view
Spam thresholds

Introd​uction


Why Precise Mail?

Precise Mail is a web-based program which allows faculty and staff to interact with mail at the gateway before it enters our network & GroupWise mail system. This only applies to external (non-CWU) e-mail. Internal CWU mail does not go through Precise Mail. Precise Mail provides options for setting spam tolerances, establishing rules, setting up allow and block lists, and viewing e-mail in separate quarantine and discard folders.

What you need to do

If you are happy with the way your e-mail is being processed, you don’t need to do anything. If you want to adjust your e-mail settings so that more or less external (non-CWU) e-mail makes it to your GroupWise account, you will need to login to Precise Mail and change the spam thresholds for your Quarantine and/or Discard (instructions below) folders. If you are expecting a certain e-mail and it hasn't arrived in your GroupWise mailbox, you can go to Precise Mail and check your Quarantine and/or Discard folders (the Quarantine folder will only have items in it if the Quarantine Threshold has been adjusted - instructions provided below). You can also put addresses/domains in your Allow list so that they go straight to GroupWise without the [SPAM] tag.

Spam ratings

All incoming e-mail goes through a series of tests (internal CWU mail not included). Precise Mail looks for things like:

  • Subject is just “Hi”, which is spam-common.

  • Body HTML has useless font tags.

  • Asks you to visit their site.

  • Message appears to try to sell you software.

Each of these has a point level and at the end the points are added up for the total spam score. The higher the score, the more likely the message is spam. The default settings for all users are the following:

  • Less than 3.5 goes straight to GroupWise.

  • Between 3.5 and 35 gets tagged with [SPAM] in the Subject line but the mail is still delivered.

  • Above 35 goes to the Discard folder that users can access and release messages if necessary.

With Precise Mail, everyone can adjust their own settings, check their own Quarantine and Discard areas, and release their own messages.

Logging in

You can get to Precise Mail through the Wildcat Connection.

  • Go to the CWU home page at www.cwu.edu

  • Click on Wildcat Connection.

  • Log in with your Wildcat username and password (same as you would for GroupWise or any campus PC).

The link to the SPAM Gateway will be on the left navigation menu.

Link to SPAM Gateway

The Start Pa​ge

Clicking on the SPAM Gateway link on the left will automatically provide access to Precise Mail.

The following page appears.

Start page

Use this page to navigate to the various areas of Precise Mail or to Logout. All other pages have links back to this Start Page.

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Quarantined Messages


The Quaranti​ned screen

Initially your Quarantine and Discard thresholds will be set the same at 35. If you change your Quarantine threshold (see how to in Preferences section below) to say 10, then any e-mail you get with a spam score over 10 but below 35 goes to your Quarantine folder. E-mail will stay there for 14 days. Precise Mail will send you a daily notice of all new messages put in Quarantine. If you want to see what messages you have in your Quarantine area:

  • Click on View Quarantined Messages from the Start Page.

The following screen appears.

Quarantine folder

Navigation links at the top will take you back to the Start Page, to the Discard page, to the Allowlist, to the Blocklist, to the Rulelist page, to the Preferences page, and even a link to Logout of Precise Mail. Messages in your Quarantine will display at the bottom of the screen. You’ll be able to see who the message was From, the Subject of the message and the Date it was received on. Note also the Score column on the far right. The higher the number in the Score field, the more likely the message is spam.

Display a different day or range of dates

Above the navigation links is an area for Show messages quarantined after and a date drop-down menu and then another area right below that for Show messages quarantined before and a date drop-down menu. These areas let you select a date range for displaying messages. Note you can also just check the “All” box.

  • Choose the dates you want to the messages to display and then click Go. The current date is the default value.

Searching

There is a search area in the upper left of the screen where you can enter criteria to search for e-mail From a certain person or with a certain Subject line. For example, if you are looking for an e-mail from a certain person,

  • Type in their e-mail address (all or in part) then click the Go button. E-mail matching the search will display in the bottom of the window. All other e-mail will be temporarily hidden.

To clear the search and bring back the “hidden” e-mail,

  • Delete the contents of the search area and then click Go.

Preview message

You can preview the contents of any of the messages in your Quarantine by clicking on the hyperlink in the Subject field. A Close option will appear in the upper right of the screen that you can use when you are done previewing the message.

Send to GroupWise

If you see a message in the Quarantine list that you want sent to your GroupWise mailbox,

  • Click in the box next to the message you want sent.

A check mark appears in the box to indicate you have selected it.

  • Click on the Release button.

A screen will appear letting you know the message you selected has been sent to GroupWise. It will also ask you if you want to put the sender of that message on your Allow list so it will just pass through next time and not get quarantined.

Tip: You can select more than one message at a time to be “released.”

Deleting, blocking, allowing

All Quarantined messages will be automatically deleted after 14 days but if you see a message in the Quarantine list that you want to delete right away,

  • Click in the box next to the message you want to delete.

A check mark appears in the box to indicate you have selected it.

  • Click on the Delete button.

A screen will appear letting you know the message you selected has been deleted.

Tip: You can select more than one message at a time to be "deleted." If you want to add any of the addresses of the senders of the messages to your Allowlist or Blocklist, simply preview the message, and then select either Allow or Block from within the preview window.

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Discarded Messages


The Discar​d screen

Initially your Quarantine and Discard thresholds will both be set the same at 35. You will not be able to set it above 35. If you change your Discard threshold (see how to in Preferences section below) to say 20, then any e-mail you get with a score over 20 will go to your Discard folder. E-mail will stay there for 14 days. Precise Mail will NOT send you any notices of messages put in Discard.

If you want to see what messages you have in your discard area,

  • Click on View Discarded Messages from the Start Page.

The following screen appears.

Discard folder

Navigation links at the top will take you back to the Start Page, to the Quarantine page, to the Allowlist, to the Blocklist, to the Rulelist, to the Preferences page, and even a link to Logout of Precise Mail.

Messages in your Discard will display at the bottom of the screen. You’ll be able to see who the message was From, the Subject of the message and the Date it was received on. Note also the Score column on the far right. The higher the number in the Score field, the more likely the message is spam.

Display a different day or range of dates

Above the navigation links is an area for Show messages discarded after and a date drop-down menu and then another area right below that for Show messages discarded before and a date drop-down menu. These areas let you select a date range for displaying messages. Note you can also just check the “All” box.

  • Choose the dates you want to the messages to display and then click Go. The current date is the default value.

Searching

There is a search area in the upper left of the screen where you can enter criteria to search for e-mail From a certain person or with a certain Subject line. For example, if you are looking for an e-mail from a certain person,

  • Type in their e-mail address (all or in part) then click the Go button. E-mail matching the search will display in the bottom of the window. All other e-mail will be temporarily hidden.

To clear the search and bring back the “hidden” e-mail,

  • Delete the contents of the search area and then click Go.

Preview messages

You can preview the contents of any of the messages in your discard by clicking on the hyperlink in the Subject field. A Close option will appear in the upper right of the screen that you can use when you are done previewing the message.

Send to GroupWise

If you see a message in the Discard list that you want sent to your GroupWise mailbox,

  • Click in the box next to the message you want sent.

A check mark appears in the box to indicate you have selected it.

  • Click on the Release button.

A screen will appear letting you know the message you selected has been sent to GroupWise. It will also ask you if you want to put the sender of that message on your Allowlist so it will just pass through next time and not get discarded.

Tip: You can select more than one message at a time to be released.

Deleting, blocking, allowing

All Discarded messages will be automatically deleted after 14 days but if you see a message in the Discard list that you want to delete right away,

  • Click in the box next to the message you want to delete.

A check mark appears in the box to indicate you have selected it.

  • Click on the Delete button. A screen will appear letting you know the message you selected has been deleted.

Tip: You can select more than one message at a time to be deleted.

If you want to add any of the addresses of the senders of the messages to your Allowlist or Blocklist, simply preview the message, and then select either Allow or Block from within the preview window.

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Create, Update Or Review Your Allow List


The Allow​list screen

If you click on Allowlist from the Start Page or from any of the other pages, the following screen appears.

Allow list

Navigation links at the top will take you back to the Start Page, to the Blocklist, to the Rulelist, to Quarantine, to the Preferences area, and even a link to Logout of Precise Mail.

Allow a​ddresses

If you want to make sure e-mail from a certain contact always makes it to your GroupWise account without being scored for spam,

  • Type in the e-mail address of your contact in the New address or domain field

  • Click the Add button.

The e-mail address appears in the Allow Entries list below.

  • Click on the Save Changes button.

  • Important: You must click on the Save Changes button after you’ve added an address. Otherwise that entry will NOT get added to your Allowlist.

Allow domains

You can add domains to your Allowlist so that all e-mail from that domain (i.e. e-mails from everyone who has a hotmail account) will always make it to your GroupWise account without being scored for spam,

In the New address or domain field,

  • Type in the wildcard character * followed by the rest of the domain.

For example, to allow all e-mail from the hotmail domain, you would type in *@hotmail.com in the field.

  • Click the Add button.

The domain name appears in the Allow Entries list below.

  • Click on the Save Changes button. Important: You must click on the Save Changes button after you’ve added an address or domain. Otherwise that entry will NOT get added to your Allowlist.

"UnAllow"

If you decide you don’t want a certain contact on your Allowlist anymore,

  • Click on the contact name in the Allow Entries list.

  • Click on the Delete button.

  • Click on the Save Changes button to make the changes permanent.

Note: You can also click on the Delete All button to clear all entries on the list.

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Create, Update Or Review Your Block List


The Blocklist scr​een

If you click on Blocklist from the Start Page or from any of the other pages.

The following screen appears.

Block list

Navigation links at the top will take you back to the Start Page, to the Allowlist, to the Rulelist, to the Quarantine, to the Preferences area, and even a link to Logout of Precise Mail.

Block addr​esses

If you want to make sure you NEVER see e-mail from a certain contact,

  • Type in the e-mail address of the contact in the New address or domain field,

  • Click the Add button.

The e-mail address appears in the Block Entries list below.

  • Click on the Save Changes button.

Important: You must click on the Save Changes button after you’ve added an address or domain. Otherwise that entry will NOT get added to your Blocklist and you may continue to receive e-mails from that address.

Keep in mind that the more entries you have in your blocklist, the slower the system will perform as it has to search through your list and make sure it’s okay to deliver/block an email. Since mail only stays in Precise Mail for two weeks, it may be prudent to just let it be.

Block doma​ins

You can add domains to your Blocklist so that you’ll NEVER see any e-mails from that domain (i.e. e-mails from everyone who has a hotmail account).

In the New address or domain field,

  • Type in the wildcard character * followed by the rest of the domain.

For example, to block all e-mail from the hotmail domain, you would type in *@hotmail.com in the field.

  • Click the Add button.

A warning message about blocking domains appears.

  • Click OK.

The domain name appears in the Block Entries list below.

  • Click on the Save Changes button.

Important: You must click on the Save Changes button after you’ve added an address or domain. Otherwise that entry will NOT get added to your Blocklist and you may continue to receive e-mails from that domain.

"UnBlock"

If you decide you don’t want a certain contact or domain on your Blocklist anymore (i.e. allow e-mails through again),

  • Click on the contact domain name in the Block Entries list.

  • Click on the Delete button.

  • Click on the Save Changes button to make the changes permanent.

Note: You can also click on the Delete All button to clear all entries on the list.

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The Rulelist


More power ​to you

Rules in Precise Mail is an advanced feature that is somewhat similar to Rules in GroupWise. It gives you more control over how e-mail is filtered through Precise Mail. You can add addresses and domains to your Allowlist and Blocklist but with rules, you can also set it up so spam with certain subject lines or even specific body text goes into a folder of your choice (i.e. Allowlist, Discard list, etc.).

The basics

There are four fields to fill out when setting up a rule.

First you must choose what Action will occur once the event is triggered (i.e. an e-mail is received). This differs from GroupWise rules where you choose what the trigger is first (i.e. an incoming e-mail or the opening of a folder). Your choices for Actions are Allow, Block, Quarantine, Score, Discard, or Reject.

The second field to fill out is where you are going to have Precise Mail look (what Object) such as the subject line or the body text of a message.

The third field has conditional phrases you can use such as contains, or matches.

The last field (Rule) is where you type in the text that must meet the conditions from the previous field.

So basically once a message is received, you’ve set up a rule to do something (the Action) after it looks at a specific location (the Object) with text meeting certain conditions (the third and fourth fields were switched around in this sentence for easier reading).

An ex​ample

Ever notice how some spam seems to come in waves? For example, you may get several e-mails over several days that seem to come from different people but they all have the same exact subject line. Using rules in Precise Mail, you can stop these from ever getting to your GroupWise mail.

The following is an example of how to Discard e-mail containing a Subject line you know is a spam message. Note: you could also Block these messages but putting them into your Discard list lets you check to make sure your rule is working.

  • Log into Precise Mail.

  • Click on Create, Update, or Review Your User-Defined Allow/Block Rules from the Start page.

  • In the first field of the Rulelist page, select the Discard option.

  • In the Object field, select the Subject option.

  • In the Verb field, select the is option (this is to ensure it matches the text exactly so you don’t inadvertently filter out a legitimate message).

  • In the Rule field, type in the Subject line exactly as it appears in the spam messages you are receiving line such as Viagra (a common spam subject).

  • Click the Add button.

The rule is added to the pane below.

  • Click the Save Changes button. An example screen would look like the following

Sample rule

Set Your Preferences


Preferences ​screen

If you click on Preferences from the Start Page or from any of the other pages, the following screen appears.

Preferences page

Side navigation links on this page will take you to Quarantine View, Spam Thresholds and Return to start page.

Quaranti​ne view

  • Click on the Quarantine View button on the left side.

The following screen appears.

Quarantine settings

Here you can change the options for how your Quarantine list is sorted and displayed, and whether or not you want to receive the daily notification of when messages are put into the Quarantine folder. Remember to click the Save Preferences button at the bottom if you’ve made any changes!

Spam thresholds

  • Click on the Spam Thresholds button on the left side navigation menu.

The top part of the Spam Thresholds page displays what the current system settings are for spam.

Top spam thresholds

The bottom part of the Spam Thresholds screen is where you can adjust your settings.

Bottom spam thresholds

If you don’t like the system settings for how Precise Mail filters messages, you can set your own preferences. For example, if you decide you want all messages with a score less than 2.5 to go to your GroupWise mailbox, you can change that option in the Tag section. Just change the Tag Threshold from 3.5 to 2.5.

The options for the [SPAM] tag are to add to the front of the Subject line (prepended) or at the end (appended); take it out altogether (just leave it blank - your message will still be scored but you won't see the tag in the Subject line) or add your own tag such as [JUNK].

The same goes for the Quarantine folder and Discard folder. If you think too many messages are making it to Quarantine for example, lower the Discard threshold from 35 to say 20 (it is up to you). Initially you cannot raise it above 35, however ITS may allow higher settings as system performance is evaluated.

IMPORTANT: Make sure you check the "Enabled" option if you change any of the thresholds or the Tag settings, otherwise the default "system" settings will be used.

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Page last updated 02/28/12. Send questions or comments to training@cwu.edu