Portal hints and tips

This topic contains some hints and tips for using the PMM portal in the following categories:

What can you do with your messages ?

Some questions and answers to help you get started...

Q Why should you use the Personal Message Manager?

To help you decide if you can trust the messages identified as Junk Email. If yes, you can choose to deliver the messages to your inbox.

Note: when viewing messages in the Personal Message Manager you will only see the message attachments listed. They cannot be opened and viewed. An attachment cannot be viewed until the message enclosing the attached is delivered to your inbox.

Q How often should you log into the Personal Message Manager?

Daily, to check the messages that have been stopped and identified as Junk Email.

Q How can I find specific held messages?

You can reduce the number of messages displayed in the email inbox. You can do this by using the search option. For example, you can add the name of the sender, recipient or the subject in the search field, and then select the Go icon. After sorting, only the messages matching this search will be showing.

View Messages

You can only view the message headings and body in the Personal Message Manager. To view the Images included in the message you must release the message to your inbox.

  Images, included in the message, will not be displayed until the message is released to the inbox.

Deliver Messages

Messages that have been held by the Personal Message Manager must be released before they can be delivered to your inbox.

 
  • If you discover that a message has been held that should not have been, you can move that message to your inbox by releasing it.
  • Messages are delivered in a few minutes, they are not delivered immediately.
  • You can deliver one message or multiple messages at any one time to your inbox. To release multiple messages, select the individual messages or All messages icon and select Deliver.
  • If you release a message, the Gateway honors the primary and secondary Relay to or Deliver disposal actions of the next triggered rule (or those of the route default) where applicable.

Identify the Sender of a Message as Trusted

If a sender is not trusted their email messages will be treated as junk mail. If the sender is known as trusted their emails will always be delivered immediately to your inbox.

  The sender of a held email message can be identified as a Trusted Sender. Any future emails from this sender will not be held as junk mail because they will be trusted.

Delete Messages

If messages are held by the Personal Message Manager you may choose to delete rather than deliver the messages to your inbox.

 
  • Messages that have been held can be permanently deleted.
  • Held messages for a message area are deleted automatically, by default, after 30 days.

Identify Messages as Not Junk

It is possible for the for the Gateway to incorrectly identify a message as junk. In this case, you can send the message for analysis.

 
  • Messages that have been held can be identified as Not Junk. This will result in a copy of the email being sent to Clearswift for analysis.
  • Held messages are messages that have not been delivered to your inbox.

How to Share Mailboxes and change the Display Language

Share Mailboxes for other users

If you wish to manage the inbox of another user, for example when they are away from the organization, you can choose to handle their messages in your Personal Message Manager. This option can be canceled at any time.

 
  • You can adopt the mailboxes of other people provided that the mailboxes are shared and you have permission.
  • You can link to public folders, distribution lists and shared mailboxes. To link to any of these options you must have explicit permissions to access the mailbox. For more information contact your Administrator.

Remove A Mailbox

If you no longer want to share the mailbox of another user you can remove the mailbox from the list.

  You can adopt the mailboxes of other people provided that the mailboxes are shared.

Change A Mailbox Entry

If an email address has changed, you can change the entry in the mailbox list.

 
  • A trusted sender can only be added to one mailbox at a time. The trusted sender is added by selecting mail and Trusting or by adding from the popup in Personal Message Manager.
  • If a trusted sender is added to a shared mailbox, any other users that manage the same mailbox will be able to view the list of trusted senders.

Change the Display Language

The Personal Message Manager can be viewed in a number of different languages

  The website and Message Digests can be displayed in English, Japanese, German, French, Italian, Spanish, Portuguese, Simplified Chinese or Traditional Chinese.

How to Trust Senders

Allow delivery of messages to your email account from Trusted Senders on either a per-message basis, or by adding them to a Trusted Sender list. See Trusted Senders for more information.

Add A Trusted Sender

A trusted sender is a known email address from which you are prepared to receive email because they are considered a safe sender.

Delete A Trusted Sender

You can delete a trusted sender from the trusted sender list. If changed, you may find any future messages for this sender are managed as junk email.

Change A Trusted Sender

If the email address of a trusted sender changes, you can change the entry on the list.

  To identify users that you are certain will never send you junk email, add a valid email address for that user to the list.