mail defense

Testimonials

WB Consulting

"Prior to Total Email Defense I was inundated with spam including all manner of viruses, illicit material, useless offers, etc. On a daily basis my staff and I would deal with literally 1000's of emails across our entire company, days of wasted time on a monthly basis if you add up all time spent across all personnel. The worst part, however, was missing that important email when if delayed, we lost clients. This was becoming a constant threat to our company's viability.

"After discussing various solutions with various providers, and trying a few that were marginally successful I came across the Total Email Defense solution. T.E.D. was a complete reversal of our downward trend into a spam abyss. I sincerely appreciate and thank Total Email Defense staff for a quick and complete solution to an incredibly difficult and seemingly endless problem."

D.L.W. - Co-Founder WB Consulting

Kevis Rejuvenation Programs, Inc.

"We became a beta tester of Total Email Defense because the spam, emailed viruses, illicit material and useless offers we received through the Internet were seriously impacting our staff's productivity. This solution is especially valuable to us because it is run from Internet Defense Technologies own servers and enables us to focus more effectively on our core business.

"I'm the heaviest user of e-mail in my office, sending an average of 75 e-mails per day and receiving even more. Total Email Defense has made my working life so much more productive. I used to spend about an hour a day in lost productivity just trying to handle the glut of spam and unsolicited e-mails I would receive. Total Email Defense eliminated a majority of the spam I was receiving in the first two weeks.

"Now I get a few quarantine e-mails per day from TED. That's actually great to see because I know it's working!"

Drew Noel
Vice President - Marketing
Kevis Rejuvenation Programs, Inc.

Large Non-profit

"Before signing up with Total Email Defense our spam had gotten so out of hand that it was taking 10 to 20 minutes to receive an INTERNAL email, our server was so clogged. It was ridiculous. The amount of lost production time trying to get my emails received by my fellow employees was a joke.

"We signed up with Total Email Defense and I was not all that hopeful of a change. I was resolved that part of my day would be wasted on going through my inbox and deleting and deleting and deleting the spam. We started and my daily spam emails went from 250 to 2 the first day! I could not believe it! It is a relief to open my inbox in the morning and just have real traffic in there!

L.K.S. — Sr VP

"I work with a large international non-profit and we do a lot of outreach to a wide and diverse set of public to help us accomplish our mission. To do this we have to be open to email traffic for all parts of the world but still have a fast and effective email system that is not hampered by a cumbersome spam blocking program.

"From day one of our teaming up with TED, spam has become a thing of the past, we have a much faster server. The email moves with lighting speed and my own in-box went from 150 spam, that I had to handle on a daily basis, to 1 or 2 a WEEK!

"This is an amazing product and I highly recommend it to anyone looking for true mail defense."

D.S. — VP Sales & Marketing

"As a business owner, needed spam solution that helps not cause more problems"

"I am a small business owner with 5 employees. We own our domain and were being barraged with Spam.

"I found a 'solution' for spam that ended up causing more difficulty than it was of benefit. We ended having to go through the spam "folder" to find emails that were actually important and vital to our production. This became known as the invisible in box (because we'd always for get to check the "spam" folder then waste time calling to follow up with a business associate who insisted they sent an email).

"Being a small business owner I saw the necessity of getting a spam product that inhibited REAL spam but enabled actual email to get through. It was becoming apparent that many needless hours were spent in a month on having to re-filter spam.

"Enter Total Email Defense - Our computer person recommended this solution to us. We did a trial on it and were sold immediately. Honestly at that point I didn't care how much it cost - just to have the headache of the invisible in box gone was worth whatever it took.

"My favorite feature is that I can accept mail from someone and white list them or I can Black list someone and never hear from them again! After using Total Email Defense I can honestly and literally say that I have not had a single email go into the vapors from anyone who is bonafide.

"I have sent many friends your way and I cannot thank you enough for this great product. In a time when there is so little actual service being offered, from grocery stores to hi-end boutiques it is really refreshing to have a workable solution that ACTUALLY works!"

M.K.
Producer
Los Angeles

"Used to Get Tones of Spam"

"Wow, I turned on TED and I thought my email was broken, as I was getting 100-125 emails per day everyday, the moment TED went on, I got 5 emails that day. I was upset and called support, and guess what I did get my 125 emails that day, but 120 of them were Spam. I was in shock, and then it hit me, I USED TO GET A TON OF spam. Great work guys."

B.M.

"Got to Spend More Time Working"

"Not only did my Spam go from an unreal number per day, but I got to spend more time working, opposed to wasting away my day deleting spam and going through my spam folder to see if illegitimate email got put there in error. I have also noticed the Internet runs much faster in my office now, which is very excellent!"

A.P.

"Other Solutions Did More Harm Than Good"

"Spam has been a longstanding issue at my company. I have 30-35 sales guys with email accounts, and I have personally watched them waste hours per day everyday on dealing with spam. Not to mention the virus's that have gotten through our systems that have brought us to our knees, all due to spam.

"We tried everything, from all of the software solutions that did more harm than good, as they just suck more system resources than anything else. We used an exchange host, still not a real solution.

"The moment we turned on the trail of Total Email Defense we saw a huge change in this issue, and the bandwidth increased as a sideline benefit as well. We now get virtually NO spam, and not one hint of virus either! My hat is off to the guys at IDT for making this problem go AWAY!"

D.N.

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microsoft exchange email archiving

Internet-based support for your e-mail

Microsoft Exchange Hosted Archive (EHA) provides a centralized, easily accessible, and multi-functioning e-mail and IM repository to help organizations manage increasingly complex retention, compliance, e-discovery, and regulatory requirements. Storage is unlimited and can be used for retention periods up to 10 years.

How Archiving Works with Exchange Hosted Services

Service components

Support to help satisfy industry and regulatory retention requirements
Exchange Hosted Archive has many features that aid in compliance including multiple retention periods, legal hold, supervision by keyword or percentage and immutable storage.

Granular reporting and auditing capabilities
Any good security policy encompasses granular audits and logging of system transactions. EHA has numerous auditing reports available in addition to several traceable administrative and user events.

Rapid search and retrieval
Indexed storage enables fast retrieval of messages for e-discovery and other investigations.

Fully functional backup e-mail system
If primary e-mail systems go down, users and administrators will still have access to archived e-mail and can send and receive new messages in real time.

Service benefits

• Lowers total cost of ownership compared to 3rd party archive solutions
• Eliminates up-front capital investment
• Easily integrates with existing e-mail infrastructure
• Allows a predictable subscription-based cost model
• Simplifies IT environment by eliminating deployment and maintenance of in-house archive servers and applications
• Allows IT staff to focus on other projects
• 24 x 7 technical support

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archive email messages

Archiving Email Messages to Other Media

Kenyon operates an IMAP email system, which means that your message files are stored in your account directory on the mail server in the LBIS machine room. LBIS backs up these data routinely, but you may prefer to create archives of your messages locally. Doing so will give you control over and instant access to your important messages. After creating your archives, you may want to delete these messages from your folders, which will lower the total amount of disk space that your account occupies.

There are several possible methods for archiving messages, each with advantages and disadvantages. The methods presented here make use of some of the more popular email clients in their current stable versions (Outlook Express 6, Mozilla 1.6, and Netscape Messenger 7.02). However, Outlook Express (OE) is by far the easiest client to use when archiving messages. LBIS does not generally recommend using Outlook Express because of the numerous security issues associated with this client, but in this case you can think of OE as an archiving tool. In other words, use OE to archive messages, but keep your computer and your data safe by using another client to read your messages on a regular basis.

Two similar and fairly quick and easy methods are presented first. These methods use Outlook Express and MozillaNetscape 7.+, respectively. A second fairly simple method using Outlook Express is given next, followed by several more difficult procedures using Outlook Express and Netscape Messenger. These more difficult methods are given for thoroughness and because they have their merit, especially if you will need to refer back to the messages and want to search for information using the email client's search capabilities. I suggest that you test several of these methods and determine which you prefer and which is best for your purposes.

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Method #1: Using Outlook Express to save a group of email messages as separate files in a Windows folder

1. Open up My Computer or Windows Explorer and create a new folder, giving it a name that categorizes the messages you want to archive (use the email folder name that contained the messages). Open this new folder.
2. Open Outlook Express (OE) and arrange the OE window and the new folder window so that they both fit on your monitor. (Right-click task bar and select Tile Windows Vertically).
3. In Outlook Express open the folder you wish to archive and highlight all the messages in the message list. Left-click on the highlighted messages and hold the mouse button down as you drag the messages from the list and drop them into the new folder window. The messages will be copied into the folder as separate .eml files, and the name of each individual file will be the subject line of the original message. NOTE: all messages must be marked as open for this to work. You may need to click on each individual message to open it before copying.
4. To expedite the process of opening each message click on Tools | Options, then select the Read tab. For the option "Mark messages as read after __ seconds", set this to 0 (zero) seconds. You may now click on messages for zero seconds (depending upon the message's size, of course) to open it. Repeat this step for each folder of messages you wish to archive.
5. Copy the new folder(s) containing the .eml message files to disk, Zip disk, or CD-ROM, etc. to create your archive. You can now remove the messages from your Kenyon account.
6. To view the archived messages: double-click any of the .eml files to open the message. The message should open in an Outlook Express window. Attachments, if any, will also be available. If the individual messages do not open in a separate Outlook Express window go to next step and follow instructions. You may also open the messages using any browser other than Internet Explorer (e.g., Netscape or Mozilla). NOTE: attachments may not be available if you are using a browser.
7. To open the .eml files in a separate Outlook Express window, you will need to tell your computer how to open .eml files. To do so, click on Tools | Folder Options, then click on the File Types tab. Find and highlight the EML extension, then click the Advanced button. Highlight the word Open under Action, then click on the Edit button. In the Application used to perform action: box, type the full path of the Outlook Express executable file (msimn.exe) and add the following /eml:%1 to the end of that path . (Note, you need a space before the "/" but you do not need the period "." after the numeral 1. For example:
   C:\Program Files\Outlook Express\msimn.exe" /eml:%1

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Method #2: Using Mozilla or Netscape 7+ to save a single email message to a file

1. Open up My Computer or Windows Explorer and create a new folder, giving it a name that categorizes the messages you want to archive (use the email folder name that contained the messages). Open this new folder.
2. Open Mozilla/Netscape. Arrange the Mozilla window and the new folder window so that they both fit on your monitor. (Right-click task bar and select Tile Windows Vertically).
3. In Mozilla/Netscape, open the folder you wish to archive and highlight one message in the message list. Click File | Save As | File on the menu bar. The Save As window appears so that you can save it to the drive/folder of your choice. When saved, the message will be copied into the folder as a separate .eml file, and the name of the file will be the subject line of the original message. NOTE: Messages must be marked as open for this to work. You may need to click on a message to open it before copying. Repeat this step for each message you wish to archive.
4. When finished saving the messages you want to archive, you can copy the new folder(s) containing the .eml message files to disk, Zip disk or CD-ROM to create your archive. You can now remove the messages from your Kenyon account.
5. To view your archived messages, get back into My Computer or Windows Explorer and double-click any of the .eml files to open a message. While Mozilla/Netscape will save messages as .eml files, they will not open these files, so the messagewill open in an Outlook Express window. Attachments, if any, should also be available via Outlook Express. If the individual messages do not open in a separate Outlook Express window, go to the next step and follow instructions.

   You may also open the messages using any browser other than Internet Explorer (e.g., Netscape or Mozilla). NOTE: attachments may not be available if you are using a browser.

6. To open the .eml files in a separate Outlook Express window, you will need to tell your computer how to open .eml files. To do so, click on Tools > Folder Options, then click on the File Types tab. Find and highlight the EML extension, then click the Advanced button. Highlight the word Open under Action, then click on the Edit button. In the Application used to perform action: box, type the full path to the Outlook Express executable file (msimn.exe) and add the following to the end of that path /eml:%1. NOTE: you need a space before the "/" but you do not need the period "." after the numeral 1. For example:
   C:\Program Files\Outlook Express\msimn.exe" /eml:%1

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Method 3: Using Outlook Express to save messages as attachments in a new message, then save message to a file

1. Open Outlook Express and then open the Create a New Mail message window. Enter the name you want for the archive in the subject line.
2. Arrange the Outlook Express window and the New Message window so they both fit on your screen. (Right-click task bar and select Tile Windows Vertically).
3. In Outlook Express, open the folder you wish to archive and highlight all the messages in the message list. Left-click on the highlighted messages and hold the mouse button down as you drag the messages from the list and drop them into the text area of the New Message window. The messages will be added as attachments to this new message. NOTE: all messages must be marked as open for this to work. You may need to click on each message to open it before copying.
4. In the New Message window, click on File in the toolbar and select Save As from the pull-down menu. The default name for the file will be the same as the subject line of the message, and the file will have the .eml file extension. Save the file in any folder you choose on your hard drive. You may now close the New Message window.
5. Open Windows Explorer (or My Computer) and find the .eml file that you have just saved. Copy this file to disk, Zip disk, or CD-ROM for your archive.
6. To view the individual messages in the archived file, simply double-click the .eml file to open it. This should open the message (with its many attachments) in an Outlook Express window. (If not, go to next step and follow instructions). Double-click on any attachment to view the associated message. You may also select any or all of the attachments and drag them into an Outlook Express mail folder to view them; this will copy the messages to the folder, and you may view the messages directly from Outlook Express.
7. To open the .eml files in a separate Outlook Express window, you will need to tell your computer how to open .eml files. To do so, click on Tools | Folder Options, then click on the File Types tab. Find and highlight the EML extension, then click the Advanced button. Highlight the word Open under Action, and then click on the Edit button. In the Application used to perform action: box, type the full path of the Outlook Express executable file (msimn.exe) and add the following to the end of that path /eml:%1. NOTE: you need a space before the "/" but you do not need the period "." after the numeral 1. For example:
   "C:\Program Files\Outlook Express\msimn.exe" /eml:%1

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Method #4: Using Outlook Express to save a group of email messages to folder in Local Folders

1. Under the Local Folders list create a sub-folder called, for example, "Archive." To create a local folder, click on File in the toolbar and select New and then Folder from the pull-down menus. Type in the name of the folder you wish to create, but make sure you are adding the folder to your Local Folders list.
2. Copy the messages you wish to archive from your Kenyon email account to the local folder you just created. You can do this easily by highlighting the messages and dragging them into the new folder.
3. Determine the location of your Outlook Express "store" folder. To do so, click on Tools in the menu bar and select Options from the drop-down menu. Select the Maintenance tab and then click on the Store Folder button. The directory path to your store folder will appear; this is a long path, including a very long GUID or Global Unique Identifier. Carefully write down the full path. Close Outlook Express.
4. Open Windows Explorer or My Computer from the desktop and navigate to your "store" folder on your hard drive (see path above). Browse through sub-folders until you find the file archive.dbx. Copy the file "Archive.dbx" (in our example) from that folder to your backup medium (i.e., copy the file to a disk or Zip disk, or burn the file to a CD). You may now remove the messages from your Kenyon mail account.
5. Open Outlook Express and delete the "Archive" folder. NOTE: this step is not necessary as you may want to keep the messages stored in the store folder on your hard drive.
6. To restore the folder of messages: Create a new local mail folder in Outlook Express called, for example "Archive." Open this folder once, and then close Outlook Express. (Note: before closing, make sure you know your store folder's location (see above)
7. In Windows Explorer, navigate to the location of your store folder and browse through sub-folders until you find the file the .dbx file associated with the folder you just created (i.e., "Archive.dbx"). Delete this file.
8. Copy the "Archive.dbx" file from your backup medium to your Outlook Express store folder; this file replaces the one you have just deleted.
9. Open Outlook Express and go to the new local folder to read your restored messages.

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Method #5: Using Netscape Messenger/Mozilla to save a group of messages to folder in Local Folders

1. In Netscape Messenger, local mail folders are saved as text-based files on your hard drive. To archive the contents of a folder (i.e., a folder on your Kenyon email account) follow these steps:
2. Under your Local Folders list create a sub-folder called, for example, "Archive." To create a local folder, click on File in the toolbar and select New then Folder from the pull-down menus. Type in the name of the new folder you wish to create in the upper portion of the New Folder window. In the lower portion of the New Folder window, select Local Folders to make the folder a sub-folder of your local account.
3. Open the folder you wish to archive in your Kenyon email account, found in your folders list. Highlight the messages in this folder and copy them to the local folder that you have just created.
4. Determine the location of your local mail folders, by clicking on Edit > Mail & News Groups Account Settings then clicking on Local Folders in the left-hand column; your local directory will appear at the bottom of the window. Open Windows Explorer or My Computer and browse to this folder. In it you should see a file named "Archive" (in our example; you may ignore the similarly named file with the .msf file extension). Copy this file (without the file extension) to your backup medium.
5. You can now delete the local folder that you created in Local Folders as well as the newly backed up messages from your Kenyon account. Note: It is not necessary to delete these messages in the local folder as you may want to keep them on your hard drive. You can use the archived copy on a Zip disk or CD as a failsafe way for restoring the messages if needed in the future (see next steps).
6. To view the archived messages on your hard drive, Zip disk or CD, you can simply open the archive file in any text editor (e.g., Notepad or Wordpad) or through a word processing application. The messages will appear in that file one after another in chronological order. (However, you will not be able to read or view attachments in this manner.)
7. If you want to read the messages via Netscape Messenger or Mozilla , you must first re-create a folder in your email Local Folders list with the same name as the archive file (e.g., "Archive" in our example). Open this folder once then exit the folder. Now, go to the location (on your hard drive) of your local mail folders (see above for help finding this location). In that folder on your hard drive, delete the files in it that are named archive*. (Note: Be careful not to delete any existing folders in your Local Folders email account (such as, Sent, Trash,Drafts, Template, Unsent Messages!) Then copy the archived file on your backup medium over to that folder. Open Netscape Messenger or Mozilla and go to the new local folder to read your restored messages.

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ms exchange email archiving

A searchable archive of corporate data

Auditors, legal teams, human resources, and executives can directly access the company's information archive in seconds. Realize an immediate return on investment by helping your entire company to find that "lost" set of emails, documents, or communications and make boosts to your entire company's productivity.

E-mail review and classification tools

Tag and organize millions of emails instantly. Legal teams can use case management tools to create collections of emails, and easily mark them as responsive, privileged, or reviewed. Reviewers can classify emails using an intuitive and streamlined interface, improving productivity by over 200%.

Enforceable e-mail policy management

Ensure email compliance with regulations and acceptable use policies. As each email goes through the Athena Archiver system, a customizable corporate policy is applied to every email. This method automatically performs a series of actions including blocking a violating email, routing a message to a reviewer, auto-classify the email, or warn users. Athena Archiver provides extensive logging and auditing tools to ensure companies are prepared for spoliation or accountability issues.

Flexible storage management

Athena Archiver helps IT teams to get their email storage under control. Administrators can lift user storage quotas and keep their Exchange server streamlined with only a smaller subset of "active" data. Athena Archiver moves the bulk of email information stores to cheaper nearline drives, which can be replicated offsite to ensure an extremely high level of reliability. Users can view archived mail directly within Outlook with an integrated Outlook add-in.

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exchange email policy

Purpose of a Recipient Policy in Exchange 2003

Exchange Server 2003 gives every mailbox-enabled user a default SMTP email address in the format: logonName @ ourdom.com. The point of a Recipient Policy is to tell Exchange 2003 how to define extra email addresses for users or groups. Take as an example, a company with a main email address of ourdom.com. Suppose that this company bought a second company called planBcomp.net. Wouldn't it be useful if the planBcomp.net people could receive email addressed to accounts in both domains? No problem, use Exchange 2003 to create a Recipient Policy which adds a secondary SMTP address to their email settings.

Creating a Recipient Policy

Recipient Policies are decidedly tricky to configure. The two secrets are, make sure you have a filter, and remember to right click, then 'Apply this policy now'.

Creating the Recipient Policy is the easy part. Just navigate to the Recipient Policies folder, right click then select: New. Once the new policy arrives, select the E-mail Addresses tab, click New and then SMTP address. Example @ourdom.com

Consider an email address: guyt@ourdom.com. Here is an example of the logic that Exchange 2003 uses to define the left part of the email address. Exchange takes a user account alias, guyt in our example, the recipient policy then calculates the left side of the @, e.g. guyt@. and adds it to the domain name ourdom.com.

As I mentioned earlier, Exchange set the left part of the email address = logonName. So you may wish to change this format with one or more of these clever variables. For example, to build the displayName from the first 3 letters of the firstname added to the first 4 letters of the last name. The secret of custom SMTP addresses is to control this family of % variables:

%g = givenName.
%s = sn (Last name).
%4s = means first four letters of sn.
%d = displayname.
%m = Exchange alias.

Example: %3g.%4s@ourdom.com translates to = guy.thom@ourdom.com

Where can you see these actual email addresses? Open Active Directory Users and Computers, select the user, properties tab and the Exchange e-mail tab.

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microsoft mail backup

Making regular backup files of any important data you have is always a good idea. One way to back up e-mail messages is to use the Outlook AutoArchive feature. Archiving means moving messages to an archive folder at regularly scheduled intervals.

Another way to make a backup file, which is described in this article, involves exporting (copying) the contents of the message folder to a Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.) using the Import and Export Wizard. This creates the backup .pst file. You can then copy the .pst file onto a CD or DVD for safekeeping or to move the data to another computer with Outlook installed.

Back up messages to a .pst file

Important You should not export items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) that were created in multiple languages or in a language that is not supported by your system code page to a file type that does not support Unicode. For example, if you have items that were created in multiple languages in a Microsoft Outlook Personal Folders file (.pst), you should not export the items to a Microsoft Outlook 97-2002 Personal Folders file (.pst). The latter file type does not support Unicode. Therefore, all items that contain characters in a language other than those supported by the system code page in text fields other than the body of items, such as To, Subject, and ContactName and BusinessTelephoneNumber properties of Contact items, will be interpreted incorrectly and displayed as question marks (?) and other unintelligible text.

1. On the File menu, click Import and Export.
2. Click Export to a file, and then click Next.
3. In the list, click Personal Folder File (.pst), and then click Next.
4. Click the folder that contains the messages you want to back up. If the folder contains a subfolder that you want to include, select the Include Subfolders check box, and then click Next.
5. Under Save exported file as, click Browse, and then specify a name and location for your backup file, for example, Mail Backup.
6. If you back up a .pst file that you have backed up to before, click one of the following:

Replace duplicates with items exported Existing data will be overwritten with the information in the file being exported.

Allow duplicate items to be created Existing data will not be overwritten, and duplicate information will be added to the backup file.

Do not export duplicate items Existing data will be kept, and the duplicate information in the folder will not be copied to the backup file.

7. Click Finish.

Other things you might want to do

Now that you have a backup file of your messages, the following are some things you might want to do:

• Open the data file to see its contents in Outlook.
• In case anything happens to your hard disk, you might want to make a copy of your backup file using the Personal Folders Backup tool. You can then copy your Outlook backup files to a CD, a DVD, or other removable media. The backup files are exact copies of the original files and are saved in the same file format. You can receive periodic reminders to back up your files.
• If you have an existing .pst file to which messages are being delivered, and you want to add the messages in your backed up .pst file to this .pst file, use the Import and Export Wizard to import the backed up .pst file.

How?

1. On the File menu, click Import and Export.
2. Click Import from another program or file, and then click Next.
3. Click Personal Folder File (.pst), and then click Next.
4. In the File to import box, specify the path and file name of the .pst file you want to import.
5. Click one of the following:

Replace duplicates with items imported Existing data will be overwritten with the information in the file being imported.

Allow duplicates to be created Existing data will not be overwritten, and duplicate information will be added to the current Outlook folder.

Do not import duplicate items Existing data will be kept, and the duplicate information in the file will not be copied to the current Outlook folder.

6. Follow the remaining instructions in the Import and Export Wizard.

Important You should not export items that were created in multiple languages or in a language that is not supported by your system code page to a file type that does not support Unicode. For example, if you have items created in multiple languages in a Microsoft Outlook Personal Folders file (.pst), you should not export the items to a Microsoft Outlook 97-2002 Personal Folders file (.pst). The latter file type does not support Unicode. Therefore, all items that contain characters in a language other than those supported by the system code page in text fields other than the body of items, such as To, Subject, and ContactName and BusinessTelephoneNumber properties of Contact items, will be interpreted incorrectly and displayed as question marks (?) and other unintelligible text.

• If you just bought a new computer and want to use the .pst file that you backed up to create a new e-mail account, you can reconnect the backup data from your old computer to the new one.

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