Mimecast for Outlook: Managing Your On Hold Queues

Document created by user.oxriBaJeN4 Employee on Sep 4, 2015Last modified by user.oxriBaJeN4 Employee on Apr 20, 2017
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You can manage messages placed in hold queues as a result of defined security policies. These policies are defined by your administrator, and are designed to prevent unwanted messages from reaching your Inbox. These could be messages:

  • Considered as spam.
  • Containing attachments.
  • Failing Content Examination policies.
From Mimecast for Outlook v6.2, images are not automatically displayed for held messages. End users must choose to download these for each message, after considering the security risk of doing so.

Messages placed on the hold queue are displayed in one of the viewers listed below. Both allow you to view the held emails, and to decide if you want to release or reject them, individually or in bulk. Addresses or domains can also be blocked when messages are released or rejected.

  • Personal On Hold Viewer: Available to end users, and displays all a user's held messages.
  • Moderated On Hold Viewer: Available to administrators or designated overseer. If used by an administrator, it displays the held messages for all users. If used by a designated overseer (e.g. a Personal Assistant responsible for a Director's email), it displays their held messages.

 

If you do not release or reject a message from the hold queue, it will automatically be removed after 14 days. You'll still be able to retrieve the message from the archive after that, if this is configured by your administrator.

You can use add a user to your blocked or permitted user list prior to rejecting or releasing messages.

Releasing / Rejecting Messages

 

When you reject messages, the following options are available:

 

Menu OptionResults
Reject Email
  • The message is removed from the viewer.
  • The sender is not notified.
  • Future emails from this sender may be held.
Reject Email & Block Sender
  • The message is removed from the viewer.
  • The sender is not notified.
  • A Blocked Senders Policy is created for the sender's email address, meaning they are unable to send you messages in future.
Reject Email & Block Domain
  • The message is removed from the viewer.
  • The sender is not notified.
  • A Blocked Senders Policy is created for their domain, meaning any sender from the domain is unable to send you messages in future.

 

When you release messages, the following options are available:

 

Menu OptionResults
Release Email
  • The message is removed from the viewer, and is delivered to your Inbox.
  • Future emails from the sender may be Held.
Release Email & Permit Address
  • The message is removed from the viewer, and is delivered to your Inbox.
  • A Permitted Senders Policy is created for the sender's email address, meaning future messages from the sender are delivered straight to your Inbox.
Release Email & Permit Domain
  • The message is removed from the viewer, and is delivered to your Inbox.
  • A Permitted Senders Policy is created for the sender's domain, meaning future messages from it are delivered straight to your Inbox.

 

Mimecast for Outlook v7.0 and After

 

 

To use the On Hold Viewer:

  1. Click on the On Hold Messages tab in the Mimecast for Outlook client.
    If the Mimecast for Outlook client isn't open, click on the Mimecast tab and click on the arrow to the right of the On Hold Messages icon in the Email Gateway section. A drop down menu is displayed.

    On Hold Viewers
  2. Click either the:
    • Personal On Hold menu item to display the Personal On Hold viewer.
    • Moderated On Hold menu item to display the Moderated On Hold viewer.
      Clicking on the On Hold Messages icon goes directly to the Personal On Hold viewer.
  3. Select one or more messages.
  4. Either click the:
    • Reject icon. A popup menu is displayed with the rejection options listed above.
    • Release icon. A popup menu is displayed with the release options listed above.
    • Print icon (Moderated On Hold view only - v7.1 and after).
    • Forward icon (Moderated On Hold view only - v7.1 and after).

 

Mimecast for Outlook v6.3 or Before

 

To use the On Hold Viewer:

  1. Click on the Mimecast tab.
  2. Click on the arrow to the right of the On Hold Messages icon in the Email Gateway section. A drop down menu is displayed.
  3. Click either the:
    • Personal On Hold menu item to display the Personal On Hold viewer.
    • Moderated On Hold menu item to display the Moderated On Hold viewer.
      You can also click on the On Hold Messages icon to go directly to the Personal On Hold viewer.
  4. Select one or more message.
  5. Either click the:
    • Reject icon. A popup menu is displayed with the rejection options listed above.
    • Release icon. A popup menu is displayed with the release options listed above.
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