Installing the rule manager (sorts spam to junk folder)

NOTE: The rule manager will only run on Windows 2000 and up. It will not run on Windows NT. The rule manager does not support Microsoft Exchange Server 2007. If you have a Microsoft Exchange Server 2007 environment, and GFI MailEssentials is not installed on the Microsoft Exchange 2007 Mailbox Server Role machine, you can configure Transport rules from the Microsoft Exchange Server 2007 configuration. To do this, configure GFI MailEssentials to tag spam email in the subject with a keyword, for example, [SPAM]. Then configure a transport rule to set the SPAM confidence level to 9 on emails with the [SPAM] keyword in the subject. The transport rule will then move the spam email detected by GFI MailEssentials to the users’ junk mail folder.

The mailbox rule manager

The mailbox rule manager is a utility that allows you to setup rules for users' mailboxes, so that emails marked as spam can be automatically moved to the user's junk mail folder for easy review by the user.

How it works

You need to install the rule manager on the Microsoft Exchange Server and specify the mailboxes which you wish to install the rule on. Then you specify in the GFI MailEssentials configuration that all spam email must be tagged.

NOTE: If you want to use the rule manager, you must select the TAG action only. If you select any other type of action, the emails detected as spam will not reach the mailbox of the user, and therefore the rule will never be activated.

Screenshot 27 - Tag email to work in conjunction with Rules Manager

This way all spam will be tagged as [SPAM], and subsequently the rules installed on the mailbox will then move the email tagged as [SPAM] to another folder of choice, for example, the user’s junk mail folder. The mailbox rule manager is applicable to:

•	Companies who have not installed GFI MailEssentials on the Microsoft Exchange Server 2000/2003, but rather installed it as a mail relay, for example in the DMZ

•	Companies using Microsoft Exchange 5.5

If you have installed GFI MailEssentials on the Microsoft Exchange Server 2000/2003 machine itself, you do not need to run the mailbox rule manager, because GFI MailEssentials will be able to route the email itself to the user’s junk mail folder.

Installing the rule manager and the Bayesian wizard

To install the rule manager and the Bayesian wizard:

1. Copy the file bayesianwiz.exe, located in the MailEssentials\bsw folder, to the machine on which you wish to install these utilities.

2. Run bayesianwiz.exe, click Next and specify the path were the Bayesian wizard and rule manager files will be extracted.

3. Click Yes to start installing the Bayesian Wizard.

NOTE: The Bayesian Wizard can only be installed on a separate machine as a stand-alone tool. The server version of GFI MailEssentials includes the Bayesian wizard by default, and thus can be used without further configurations.

NOTE: The Bayesian wizard (bayesianwiz.exe) installation does not create any icon or additional components in the GFI MailEssentials program group. In order to launch the rule manager, you must run rulemgmt.exe.

Configuring the rules on user’s mailboxes

To configure the rules on users’ mailboxes:

1. Run the rule manager application (rulemgmt.exe) from the GFI MailEssentials program folder (by default C:\Program Files\GFI\MailEssentials).

Screenshot 28 - The rules manager

2. The main screen will show all the mailboxes it found on your server. Now select the mailboxes which you want to install a rule on. You can create two types of rules:

•	A rule which moves email marked as spam to the user’s junk mail folder

•	A rule which deletes email marked as spam (This rule can be used for users who wish to delete their spam automatically).

NOTE: You can select multiple mailboxes and configure rules for all of them in one go (as long as the same rule applies to all).

3. Click Configure. By default, the rule will check for [SPAM] in the subject. You should enter the exact phrase you configured in the GFI MailEssentials configuration tag action box.

NOTE: If you change this, you will have to change the tag appended by GFI MailEssentials at server level too.

4. Select whether you want to delete the spam emails or move the spam emails to a separate folder. If you select to move spam email, you will need to specify the folder name. If you specify for example inbox\junk, then that folder will be created under the inbox folder. If you specify just ‘junk’, then the folder will be created at the top level, i.e. next to the inbox, for example.

5. Click Apply.

Screenshot 29 - Create a rule

6. All the mailboxes for which you have configured a rule will be marked as blue.