Managing an End User's Managed Senders List

Document created by user.oxriBaJeN4 Employee on Sep 14, 2015Last modified by user.oxriBaJeN4 Employee on Jun 1, 2018
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Each user has a list of managed senders. These are email addresses and domains they've manually blocked or permitted, or were automatically added to their auto allow list. An administrator can view, add, modify, or delete these entries.

 

You can import existing personal entries from third party systems (e.g. Postini) when migrating to Mimecast. If the option can't be used, create a Blocked Senders or Permitted Senders policy.

 

Considerations

 

  • Administrators can manage a user's personal managed senders. Such corrections may be necessary when a user has incorrectly created an entry by:
    • Using a digest set 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 is then accepted.
    • Using Mimecast Personal Portal or Mimecast for Outlook to block / permit addresses and / or domain names.
    • Sending a message to an external recipient, which adds the external address to their auto allow list.
  • An entry on the blocked senders list, whether added by an administrator or user, always supersedes a Permitted Senders Policy.
  • Permitted / blocked addresses only apply to the user's primary SMTP address. If you update the user's primary SMTP address, the personal managed senders list no longer applies and the addresses must be re-added.

 

Walkthrough


To list a user's managed senders:

  1. Log on to the Administration Console.
  2. Select the Administration toolbar menu item.
  3. Managed Senders ActionsSelect 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 a message to an external recipient, who is automatically considered a trusted sender. See the Configuring Auto Allow Policies and Configuring Auto Allow Creation Policies pages for full details.

An auto allow entry is automatically deleted if no messages 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 addresses are scanned for spam on a random basis. We may disable the auto allow entry and place the message on hold, if it is suspected as spam. This doesn't 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 IconDisplays 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. Select the Block Sender, Permit Sender, or Delete menu item.

 

To block, permit, or delete multiple entries:

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

 

Adding Entries

 

To add an entry:

  1. Select the Add button.
  2. Select 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 applySelect whether to 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"If selected, the user is added 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. Select the Browse button to select the spreadsheet.
  2. Select the Preview Changes button to check the spreadsheet structure. A report is generated to indicate if the appropriate fields have been identified correctly.
  3. Select the Accept Import button to start the import process.

 

Postini Permitted and Blocked Senders

 

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

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 doesn't exist in the internal domains, the spreadsheet preview generates error notifications. 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. Select the Browse button to select the spreadsheet file.
  2. Select the Preview Changes button to check the spreadsheet structure. A report is generated to show if the appropriate fields have been identified correctly.
  3. Select 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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