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How to restrict user access for AntiSpam Public Folders

Author: Luis Fernandes Updated

Answer

The following procedure explains how to configure permissions on the GFI MailEssentials AntiSpam Public Folders, in such a way that the users will not be able to see each others emails. The Administrator will be able to delete the emails from the Processed folders.

Microsoft Exchange 2007 and above:

The following procedure needs to be implemented from Microsoft Exchange Management Shell, since the options are not available in the Microsoft Exchange Management Console.

In the procedure below we use the Add to whitelist public folder as an example. The procedure needs to be repeated for each of the following public folders, by changing the entries in bold to one of the following:

  • Add to blacklist
  • I want this Discussion list
  • This is legitimate email
  • This is spam email

Proceed as follows:

  1. Open Microsoft Exchange Management Shell.
      
  2. Run the following cmdlet to view existing permissions:
    Get-PublicFolderClientPermission -identity "\gfi antispam folders\Add to whitelist"

    This will allow you to view the default properties of the Add to whitelist public folder, which by default are set as follows:
    • Default user Author permissions
    • Administrator Owner permissions
    • Anonymous user CreateItems permissions
  3. Run the following cmdlet in order to remove Author permissions from the Default user and CreateItems permissions from the Anonymous user on the Add to whitelist public folder and the Processed public folder:

    Remove-PublicFolderClientPermission -Identity "\gfi antispam folders\add to whitelist" -user default -accessrights author

    Remove-PublicFolderClientPermission -Identity "\gfi antispam folders\add to whitelist\Processed" -user default -accessrights author

    Remove-PublicFolderClientPermission -Identity "\gfi antispam folders\add to whitelist" -User Anonymous -AccessRights CreateItems

    Remove-PublicFolderClientPermission -Identity "\gfi antispam folders\add to whitelist\Processed" -User Anonymous -AccessRights CreateItems
     
  4. Run the following cmdlet to configure the Default user to be able to move emails to the Public Folders:
    Add-PublicFolderClientPermission -Identity "\gfi antispam folders\add to whitelist" -AccessRights Contributor -User Default

Microsoft Exchange 2000 /2003

  1. From Microsoft Exchange System Manager expand Folders -> expand Public Folders -> GFI AntiSpam Folders 
  2. Right Click on 'Add to Whitelist' folder within the GFI AntiSpam Folders -> 'Properties'
  3. Select the 'Permissions' Tab -> click on the 'Client Permissions' button:
    • Set the Role for the 'Default' user to 'Contributor from the Roles dropdown list
    • Make sure that 'Anonymous' is set to 'None' from the Roles dropdown list
  4. Click OK to close 'Client Permissions' window and the properties window of the public folder you selected. 
  5. Select the 'Processed' folder under the 'Add to Whitelist' folder -> Right Click -> Properties
  6. Select the Permissions' Tab -> click on the Client Permissions' Button
    • Set the Role for the 'Default' user to 'None' from the Roles dropdown list
    • Ensure that 'Anonymous' user is set to 'None' from the Roles dropdown list
  7. Click 'Add' -> Add the administrator account -> Click OK 
    • Set the Role for the newly set 'Administrator' user to 'Editor' from the Roles dropdown list
      Note: the Administrator user will be able to delete the items from the 'Processed' folder since there is no need that the processed mails reside in this folder
  8. Click OK to close 'Client Permissions' window and the Properties window of the public folder you selected.
  9. Repeat steps 2 to 8 above for each folder under the GFI AntiSpam folders, substituting the name of the Public folder listed above in bold, as necessary


Note:  Information on how to clear the emails from the Anti-Spam Public Folders automatically can be found here .