Spam Experts Help

Mailboxes Overview

The Mailbox Overview pages allow you to auto-discover addresses via recipient callout verification, control whether newly discovered mailboxes are filtered, and manage mailbox filtering, archiving, and aliases in a central location. It replaces the old Local Recipients page.

What do you want to do?

For your business continuity feature to work (i.e. you can still send and receive mail when your mail server is down), you must ensure that your mailbox list is up-to-date and the Automatically discover mailboxes option is enabled in the Configuration tab at the Admin Level. If you don't do this, the lookup that checks if the recipient exists, fails, and the system will temporarily reject the message. The message will not be queued and will be sent back to the sender's server with a temporary failure status.

The Mailbox Overview pages combine the features in the Local recipients and the Email Alias pages and provide the preferred means to manage your mailboxes.

In the Admin Level or Domain Level Control Panel, select General > Mailbox Overview.

There are three tabs:

Configuration Tab - Admin Level

At the Admin Level, the following options can be enabled/disabled for outgoing mail from your domain(s):

Outgoing

  • Rewrite Sender Addresses - If enabled, mailbox aliasing is applied to the envelope sender address of outgoing messages
  • Enforce Sender Domain - If enabled, outgoing messages where the envelope sender address is not in any of the domain(s) or any of the alias domains will not be sent.
  • Enforce Sender Mailbox - If enabled, outgoing messages, where the envelope sender local-part address is not in the list of mailboxes or mailbox aliases, in the Mailboxes tab, will not be sent.
  • Automatically discover senders - If enabled, envelope sender addresses are added to those listed in the Mailbox tab.
  • The settings configured in the Configuration tab are the recommended settings for mailboxes. Where you see Use recommended alongside a setting in the Mailboxes tab, these are the recommended settings that are referred to. To apply all recommended settings to all mailboxes, click on the Use recommended for all button at the bottom of the Configuration tab.

    Any messages sent through the Outbound filter will count towards the filtered mailbox total for the domain. Inbound settings are distinct from outbound settings. Inbound filtering can be used independently from outbound filtering, per mailbox.

Configuration Tab - Domain Level

At the Domain Level, the following options can be enabled/disabled:

Date/Time options

  • Select the Timezone , Date format and Time format.

General

  • Maximum mailboxes - Specify haw many mailboxes can be added to the list, either automatically by discovery, automatically by Configuring LDAP Mailbox Sync or manually.

Incoming

  • Accept mail for any mailbox confirmed as valid by the destination mail server - If enabled, the destination mail server will be queried (with a 'Recipient Callouts'), to check whether the mailbox exists.
  • If the Automatically populate "Mailboxes" tab option is enabled, then the mailboxes, up to the specified limit, will be added to that list via 'recipient callout' discovery.

  • Accept mail only for mailboxes listed in the "Mailboxes" tab - If enabled, only mail sent to mailboxes specified in the Mailboxes tab is accepted. If disabled, a query is sent out to the destination mail server (with a 'recipient callout') to check whether the mailbox exists.

  • Automatically populate “Mailboxes” tab based on destination server response - If enabled, the "Mailboxes" tab will be populated with addresses when they are confirmed as valid by the destination mail server (via a 'recipient callout'). This should not be activated for destination domains that will validate any recipient as valid (e.g. have a 'catch-all' mailbox).

  • Filter mailboxes by default - Controls whether messages to mailboxes that are not in the "Mailboxes" tab, or are set to "Recommended" incoming filtering, will be filtered or delivered without filtering. If enabled, mail to mailboxes not listed in the Mailbox tab will be filtered before delivery. If disabled, messages will be delivered without filtering.

  • Log mail to invalid recipients - If enabled mail sent to invalid recipients is logged by the system.
  • Destination server has a ‘catch-all’ mailbox - A domain's catch-all status (whether it is configured to accept mail from unknown mailboxes) is automatically detected by the system. If a domain is detected as catch-all, some functionality is not available e.g. automatic Email Scout Reports and Protection Reports - see Catch-all and Spam Experts. This option allows you to manually configure this status if, for example, the status has changed or has been wrongly detected.

Archiving

  • Archive by default - If enabled, messages sent to mailboxes listed in the Mailboxes tab that are set to 'Use recommended' archiving and messages sent to users not listed in the Mailboxes tab will be archived.
  • In the Mailboxes tab (described below) when the Archiving enabled mailbox setting is set to Use recommended, it uses the setting specified here.

    If, for example, the Archive by default setting is enabled here, all users with mailboxes set to 'Use recommended' will have archiving switched on. Alternatively, if the Archive by default setting is disabled, all users with mailboxes set to 'Use recommended' will have archiving switched off.

Mailboxes Tab

In the Mailboxes tab at Admin level you can view all mailboxes set up in the system. At Domain level you can view all mailboxes in the domain.

View mailboxes

In the Mailboxes tab, click on Show Results to view all mailboxes. To search for specific mailboxes, use the Query Rules panel to refine your search and click on Show Results to display matching results.

Add mailbox

Generally, mailboxes will be detected and configured automatically but you may want to add and customize the behaviour of specific mailboxes.

Click on + Add mailbox.

Edit one or multiple mailboxes

  1. For a single mailbox - Alongside the mailbox you want to edit, click on the dropdown menu and select Edit.
  2. For multiple mailboxes - Place a tick in the checkbox alongside the mailboxes you want to edit and from the Apply to selected dropdown at the bottom of the page, select Edit and Apply.

    The Edit mailbox or Edit multiple mailboxes dialog is displayed.

    If editing a single mailbox, the mailbox address is displayed.

  3. Alongside the following settings:

    • Filtered (incoming) - If you disable this, filtering on the selected mailboxes is switched off. Effectively the recipients are whitelisted. See Switch off Filtering for Specific Mailbox (whitelist recipients).
    • You can also whitelist a recipient for all domains using the Recipient Whitelist at the Admin Level, see Whitelist Recipient for All Domains.

    • Archiving enabled - Yes=Archiving is active; no=Archiving is inactive.
    • Automatic Email Scout Report Activation -Yes=ESRs are activated automatically; No=Automatic ESRs are inactive.
    • Distribution list - Yes=the address is a distribution list; No=the address is not a distribution list.
    • Discard all email without rejection response - Yes=all emails for that mailbox will be rejected without a bounce being generated; No=emails will be received for that mailbox.

    Choose from the following values:

    • Yes
    • No
    • Use recommended - If selected the default recommended setting specified in the Configuration tab is applied.

    Options with no value retain their existing values.

  4. Click Apply.

Remove one or multiple mailboxes

  1. For a single mailbox - Alongside the mailbox you want to remove, click on the dropdown menu and select Remove.
  2. For multiple mailboxes - Place a tick in the checkbox alongside the mailboxes you want to remove and from the Apply to selected dropdown at the bottom of the page, select Remove and click Apply.

    The Confirm mailbox(es) removal dialog is displayed with a list of mailboxes selected

  3. Click Remove

Mailboxes cannot be undeleted. If you have deleted the mailbox, it cannot be restored so you must add it as a new mailbox and set up all configuration again.

Switch off Filtering for Specific Mailbox (whitelist recipients)

You can choose to whitelist a recipient by switching off incoming filtering on that mailbox.

  1. At Domain Level, select General > Mailboxes Overview.
  2. Click to open the Mailboxes tab and use the Query Rules panel to search for the relevant mailbox. Click Show Results to see all matching results.
  3. Click on the dropdown to the left of the mailbox and select Edit to open the Edit mailbox dialog.
  4. Expand the Filtered (Incoming) panel and select No.
  5. Click Save.

Mailbox Aliases Tab

A mailbox alias rewrites email from one address at a domain to another address at the same domain. For example, if you have example.org as a domain alias for example.com, and alias@ as a mailbox alias for user@, then any mail directed to alias@example.org or alias@example.com will use logging, quarantine, and filtering settings of the primary mailbox, user@example.com.

If Direct delivery for email and domain aliases is enabled in Incoming > Domain Settings, then the final delivery of the message will be made to the original version of the address. Otherwise, the delivery will be to the primary mailbox.

In the Mailbox alias tab, you can do the following:

  • Add, edit and remove aliases
  • Catch all mail to a domain and direct it to a single address

Add a mailbox alias

  1. In the Admin or Domain Level Control Panel, select General - Mailbox overview.
  2. Open the Mailbox aliases tab.
  3. Click on + Add alias to open the Add alias dialog.
  4. At Admin Level the Domain field is displayed. Start typing to find the domain to wgich you want to add the alias.
  5. In the Mailbox field, enter the email address without the domain part e.g. if the mailbox address is john.smith@example.com, enter 'john.smith'.
  6. In the Alias field enter the alias email address without the domain part e.g. for j.smith@example.com, enter 'j.smith'.
  7. Click Save.

Catch all mail and direct to a single address

  1. In the Mailbox field enter the address to which you want all mail sent.
  2. In the Alias field enter *.
  3. The only wildcard you can enter in the Alias field is a single '*'. For example if you enter 'user*', this applies to the address user@example.com and NOT all addresses starting with 'user'.

  4. Click Save.
  5. Only a single rewrite is possible. For example alias1@example.com cannot be rewritten to alias2@example.com