Managed Senders

Document created by user.oxriBaJeN4 Employee on Sep 14, 2015Last modified by user.oxriBaJeN4 Employee on Oct 9, 2017
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This guide describes how an end user's managed senders list can itself be managed.

 

Applies To...

 

  • Administrators tasked with maintaining end user managed senders lists.

 

Walkthrough

 

Each end user maintains a list of managed senders. These are email addresses and domains they've either manually blocked or permitted, or automatically added to their auto allow list. An administrator can view, add, modify, or delete these entries.

 

You can import a spreadsheet of existing personal entries from third party systems (e.g. Postini) when migrating to Mimecast. This method of creating a managed senders list allows you to block or permit entire domains. If the import option can't be used, create a blocked senders or permitted senders policy.

 

Maintaining a User's Managed Senders

 

Administrators can manage a user's personal managed senders. For example a user may want to block a sender that's previously been permitted, or to prevent future legitimate emails being blocked. These corrections may be necessary when a user has incorrectly created an entry by:

  • Using a digest to block / permit an external email address. A common example is an end user permitting their own sending address after receiving a spoofed email. All future spoof emails to them will then be accepted.
  • Using Mimecast Personal Portal to block / permit addresses and / or domain names.
  • Using Mimecast for Outlook to block / permit addresses and / or domain names.
  • Sending an email to an external recipient, which adds the external address to the Auto Allow list.
A Permitted Senders or Blocked Senders policy overrides any user personal entry. For example, if a user permits a domain address, but the administrator blocks the entire domain, no emails from the domain will be accepted by Mimecast. Similarly if a user blocks a domain address, but the administrator permits the entire domain, all mail from this domain is accepted by Mimecast.

To list a user's managed senders:

  1. Log on to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Managed Senders ActionsClick on the Gateway | Managed Senders menu item. A list of personal entries is displayed, along with a toolbar that allows you to:
    • Search for an entry by entering the email address / name of the internal user.
    • Block / permit addresses / domains.
    • Delete, view, or add addresses / domains.
    • Export entries.
The View menu can be used to filter by blocked, permitted, or auto allow entries.

Each entry displays the sender / recipient address, along with the policy type:

 

Policy TypeIcon

Description

Autoauto

An Auto Allow entry has been created. This is automatically configured when the user sends an email to an external recipient, who is then deemed to be a trusted sender.

An auto allow entry is automatically deleted if no emails are sent to the address for 120 days.
ManualautoShows a manual permit entry.
ManualManualShows a manual block entry.
Disabled-A small sample of Auto Allow address will be scanned for spam on a random basis. Mimecast may disable the Auto Allow entry and place the email on hold, if the message is suspected as spam. This does not apply to manually created Auto Allow entries, and the Auto Allow rule is re-enabled when the internal user sends an email to the external recipient.
Trusted Trusted Icon or Not Trusted IconThe trusted column displays one of the icons to indicate if the email address has been added to the user's trusted list. This column is only displayed if Dynamic Configuration has been enabled as part of Targeted Threat Protection - Attachment Protect. See the How Does Targeted Threat Protection - Attachment Protect Work? page for further details.

 

Blocking, Permitting, and Deleting Entries

 

To block, permit, or delete an entry:

  1. Right click on the item.
  2. Click on either the Block Sender, Permit Sender, or Delete menu item.

 

To block, permit, or delete multiple entries:

  1. Click on the Tick Box to the left of the required entries.
  2. Click on either the Block Selected, Permit Selected, or Delete Selected buttons.

 

Trusting / Untrusting Entries

 

If you've got dynamic configuration enabled as part of Targeted Threat Protection - Attachment Protect, you can add or remove users from your trusted senders list. See the Configuring Attachment Protection Definitions and Policies page for further details.

 

To trust / untrust users.

  1. Click the Tick Box to the left of the required email addresses.
  2. Click on either the:
    • Trust Selected button.
    • Untrust Selected button.

 

Adding Entries

 

To add an entry:

  1. Click on the Add button. A drop down menu is displayed.
  2. Click on either the Add Managed SendersImport Managed Senders, or Postini Approved and Blocked Senders menu item.

 

Importing Managed Senders

 

The Import Managed Senders menu item allows you to bulk upload multiple entries from a spreadsheet. The spreadsheet must include the columns as specified below:

 

Column Heading
Title
Description
Example
senderSender AddressThe address of the external sender.baduser@domain.com
senderSender AddressThe domain of the external sender.domain.com
toRecipient AddressThe address of the internal recipient.myuser@mydomain.com
actionAction to applyChoose to either permit (to bypass spam checks) or block (to reject the email).

Either one of the following:

  • permit
  • block
trustedEnter a value of "yes" or "no"Choose to add the user to the trusted senders list.

 

Mimecast only accepts spreadsheets in .XLS format, and the layout of the import is critical for the data to import correctly.

To import managed senders:

  1. Click the Browse button to select the spreadsheet.
  2. Click the Preview Changes button to check the spreadsheet structure. A report is generated to show if the appropriate fields have been identified correctly.
  3. If successful, click the Accept Import button to start the import process.

 

Postini Permitted and Blocked Senders

 

A spreadsheet can be used to import user personal permit and block policies. The spreadsheet must include the columns as specified below:

 

Import_Spreadsheet_Personal_Policies.png

The examples in the table below only apply to the sender address.
Column HeadingDescription
# addressThe email addresses of the internal users, for which the personal entries should be created.
If the email address in the # address column does not exist in the Internal Domains, the spreadsheet preview generates error notifications for the address in question. The address must be removed from the import.
approved_sendersA list of email addresses to be added to the personal Permitted Senders entries for the user address listed in the # address column. Multiple addresses must be separated by commas with no spaces.
blocked_sendersA list of email addresses to be added to the personal Blocked Senders entries for the user address listed in the # address column. Multiple addresses must be separated by commas with no spaces.
trusted_sendersA list of email addresses to be added to the personal Trusted Senders entries for the user address listed in the # address column. Multiple addresses must be separated by commas with no spaces.

 

To import the addresses:

  1. Click on the Browse button to select the prepared spreadsheet file (as described above).
  2. Click on the Preview Changes button to check the spreadsheet structure. A report is generated to show if the appropriate fields have been identified correctly.
  3. If successful, click the Accept Import button to start the import process.

 

The table below provides a number of examples of valid and invalid entries for approved / blocked senders:

 

ExamplesAddress TypeReason for Rejection
@domain.com, *@domain.comValid Domain-
name@domain.com, _@domain.com, ?@domain.comValid Email Address-
domain.com, *@Invalid Domain

Invalid Email Address

name@, nameInvalid Email AddressInvalid Email Address
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