Mail and Anti-SPAM

Mail & Anti-SPAM Troubleshooting

Important Note: Please note that the Anti-SPAM feature will work only if the POP3 proxy is switched ON.

1. How do I receive e-mails using the XGate POP3 Server?

When you receive e-mails using the XGate POP3 Server, the e-mails are subject to SPAM filters. This ensures that the unwanted SPAM e-mails are segregated.

To configure your POP3 servers:

1. On the main screen, go to Mail and Anti Spam

2. Select the “On” check box and press the Save button.

3. Click on the Customise POP3 Settings button.

4. Click on the Settings button for the POP3 Server.

For example, if your e-mail address reads like john@mycompany.com then enter the details as follows:

1. Tick the “Transparent Proxy” check box.

2. In the POP3 Server Domain / IP Address Field, enter mycompany.com.

3. In the Mail Server Port field, leave the default value 110, unless your ISP has provided any other port number for your mail server.

4. Leave the POP3 Proxy port with the default value (110).

5. Press the Save button to save the changes made.

6. You can now start to receive e-mails to your mail client.

2. I have a second e-mail account on a different e-mail server. How do I receive e-mails from that account?

To receive e-mails from your second account on another e-mail server, follow the instructions below:

1. On the main screen, go to Mail and Anti Spam

2. Select the “On” check box and press the Save button.

3. Click on the Settings button for the Additional Domains

4. In the Additional Mail Domains screen, click the Add button

For example, if your second e-mail address is john@sota.co.uk then enter the details as follows:

1. In the Server Name field, enter a user friendly name for the mail server (Sota Account for example).

2. In the Server Domain / IP Address Field, enter sota.co.uk

3. Press the OK button.

Press the Save button to save the changes made. Now you can configure your e-mail client to receive e-mails from the second account.

Important Note: Please note that XGate does not support POP3 accounts that require SSL authentication. As a result, you may not be able to configure XGate to receive e-mails from popular web based e-mail providers like GMAIL or Yahoo.

3. A lot of SPAM e-mails are still not being classified as SPAM. How do I remedy this?

XGate provides you several ways to filter SPAM e-mails. Also it is pre-configured to filter the most common SPAM e-mails. However, in the case where you need to explicitly mark e-mails from a specific person or domain as SPAM, you can use the Black List feature.

Use Black list – Method 1

The best way to add an e-mail address to the black list is to use the Classify feature of the XGate Outlook Add-in. After the installation of XGate Sensor, an Add-in is attached to your Microsoft Outlook E-mail client. This has three buttons, one of which is “Classify”.

Use the following procedure to add an e-mail address to the black list:

1. Select the e-mail which you consider as a SPAM

2. Press the Classify button in the Add-in.

The e-mail address that has sent that e-mail is added to the Black list and all the e-mails received from that e-mail address will be tagged as SPAM and moved to the SPAM folder, automatically.

Use Black list – Method 2

Another way is to manually configure the black list in the XGate Control Centre. Use the following procedure to configure the black list:

1. On the Customise SPAM screen, press the White List / Black List Settings button

2. Press the Add button.

For example, if you want to filter e-mails from the address spammer@spam-domain.com then enter the following details:

1. In the Filter Name field, enter an user-friendly name. For example “Spammer”

2. In the Domain / E-mail field, enter the e-mail address. For example spammer@spam-domain.com

3. In the Action drop-down. Select “Move to SPAM Folder” and press the OK button.

Any e-mail received from this e-mail address in the future, will be marked as SPAM and it will be moved to the SPAM folder in your Microsoft Outlook.

Using this method, you can mark e-mails from an entire domain as SPAM. Just enter the domain name in the Domain / E-mail field.

4. E-mails received from known persons are tagged as SPAM. How do I prevent this?

You can use the either of the following methods, to prevent wanted e-mails getting tagged as SPAM.

Use White list – Method 1

The best way to add an e-mail address to the white list is to use the De-classify feature of the XGate Outlook Add-in. After the installation of XGate Sensor, an Add-in is attached to your Microsoft Outlook E-mail client. This has three buttons, one of which is “De-classify”.

Use the following procedure to add an e-mail address to the white list:

1. In Microsoft Outlook, go to the SPAM Folder.

2. Select the e-mail which you consider as a good mail.

3. Press the De-classify button in the Add-in.

The selected e-mail address is added to the white list automatically and all the e-mails received from that e-mail address will not be subject to any SPAM filters.

Use white list – Method 2

Another way is to manually configure the white list in the XGate Control Centre.

Use the following procedure to configure the white list:

1. On the Customise SPAM screen, press the White List / Black List Settings button.

2. Click the Add button.

For example, if you want to filter e-mails from the address friend@friend-domain.com then enter the following details:

1. In the Filter Name field, enter an user-friendly name. For example “My Friend”

2. In the Domain / E-mail field, enter the e-mail address. For example friend@friend-domain.com

3. In the Action drop-down. Select “Allow” and press the OK button.

Any e-mail received from this e-mail address in the future, will not be subject to any SPAM filters.

Using this method, you can mark e-mails from an entire domain as SPAM. Just enter the domain name in the Domain / E-mail field.

5. Is it possible to change the SPAM tag that is added to the SPAM E-mails?

The subject of any E-mail that is filtered using the SPAM filter will be prefixed with a tag for identification purposes. By default the name of the tag is “XGATE SPAM”.

To change this tag:

1. On the main screen, click the Mail and Anti SPAM button

2. Click the SPAM tab

3. Click on the Customise SPAM button

4. Click on the SPAM Management Settings button

5. In the Define SPAM Tag field, enter a tag of your wish.

6. Press OK to save the changes.

After this point, any e-mail that is tagged as SPAM will be tagged with the changed text.

6. How do I disable the SPAM filter?

1. On the main screen, click the Mail and Anti SPAM button

2. Click the SPAM tab

3. Tick the OFF checkbox.

4. Press Save to the save the changes.

Please note that if you disable the SPAM filter:

· The SPAM mails will not be tagged.

· SPAM Mails will not be moved to the SPAM folder.

7. I have enabled the SPAM filter. But I can see SPAM tagged e-mails in my Inbox. They are not moving to the SPAM Folder. What is wrong?

This could happen when you receive bulk of e-mails from you server, say around 50 e-mails at a time.

Press the Update SPAM Manually button in the SPAM Add-in. This will move the SPAM tagged e-mails to the SPAM Folder.

8. I cannot receive mail using my Outlook mail client from Google or Yahoo mail. What is going wrong?

Google and Yahoo mail use SSL to deliver mail to your mail client. SSL prevents inspection of incoming mail and as a result XGate cannot filter your mail for spam.

To workaround this issue please follow FAQ 9.

9. I have multiple POP3 e-mail accounts and followed your instructions on how receive e-mails using the XGate POP3 Server. Now I can only receive mails from one account. What do I do?

This is due to the transparent proxy. It is forcing all requests to receive mail to be directed at only one of your mail providers.

There are two steps to remedy this issue:

Step 1: Turning off the transparent proxy:

1. On the main screen, go to Mail and Anti Spam

2. Select the “On” check box and press the Save button.

3. Click on the Customise POP3 Settings button.

4. Untick Transparent Proxy.

5. Press the Save button

Step 2: Configuring your mail accounts in Outlook

Scenario 1: Outlook 2007

1) In Outlook 2007, press Tools.

2) Press Account Settings…

3) Double click on one of the mail accounts that is not going to be filtered for SPAM.

4) On Incoming mail server, type in the LAN IP Address of your XGate (by default this is 192.168.2.1)

Scenario 2: Outlook 2003

1) In Outlook 2003, press Tools.

2) Press E-mail Accounts…

3) Select View or change existing e-mail accounts then press Next.

4) Double click on one of the mail accounts that is not going to be filtered for SPAM.

5) On Incoming mail server (POP3), type in the LAN IP Address of your XGate (by default this is 192.168.2.1)

Scenario 3: Outlook 2002/XP

1) In Outlook 2002/XP, press Tools.

2) Press E-mail Accounts…

3) Select View or change existing e-mail accounts then press Next.

4) Double click on one of the mail accounts that is not going to be filtered for SPAM.

5) On Incoming mail server (POP3), type in the LAN IP Address of your XGate (by default this is 192.168.2.1)

Scenario 4: Outlook 2000

1) In Outlook 2000, press Tools.

2) Press Accounts…

3) Double click on one of the mail accounts that is not going to be filtered for SPAM.

4) Click on the Servers tab.

5) On Incoming mail server (POP3), type in the LAN IP Address of your XGate (by default this is 192.168.2.1)

If you do this for each of the mail accounts that are not specified in the XGate Control Centre – POP3 Server screen, you should be able to receive mail.