Smartermail 16

SmarterMail 16 Basic Information

SmarterMail 16 Documentation

The link below will send you to the documentation page for Smartermail 16. This is the official documentation for Smartermail 16.

1. https://help.smartertools.com/SmarterMail/v16/

Anti-Virus Information

Our SmartermMail MailServers use Trend Micro's Server Protection Anti-Virus software along with AVG Cloudcare. These programs are continually updated and they filter all known viruses.

Basic Interface Functions

How to Import Mail from Another Mail Server

1. Log into Smartermail as the email user you would like to migrate
2. Once logged in, at the top of your screen click on the grid of 9 boxes.



3. A drop down menu will appear, click on Settings.



4. On the left side of the page click on the Connectivity link.



5. On the right side of the connectivity settings page you will see a link for Mailbox Migration. Click the Migrate button.



6. A box will appear that contains several email providers. Click the appropriate icon (if your email provider is not listed click "other") and follow the prompts to start the migration process.

How to Create a Folder within Your Inbox

1. Sign into Smartermail as the email user you would like to create the folder for.
2. Ensure that you on the mail tab within the Smartermail interface



3. Next, right click on the Inbox or Parent folder you would like to create a folder within and click on New Folder.



4. Enter the desired name of the created folder and then click Save. (Note: You can change the Parent Folder within this box as well)

How to Move Emails to a Folder

1. Sign into Smartermail with the user that will be moving mail to another folder.
2. Ensure that you on the mail tab within the Smartermail interface



3. At the top of the page click the Select button, and then click on the email that you would like moved. (Standard selection shortcuts will work on the email list.)



4. The Selected button will reflect how many items are selected. Click on the ... button. A drop down menu will appear.



5. Click the Move link.



6. In the new box that opens, click the line holding a folder name.



7. Select the folder you would like the mail moved to.



8. Finally, click the Move button.

How to Perform a Mass Deletion

1. Sign into Smartermail with the user who will be deleting emails.
2. Ensure that you on the mail tab within the Smartermail interface



3. At the top of the page click the Select button, and then click on the email that you would like deleted. Standard selection shortcuts will work on the email list, you can also click the Selected button and click Select all.



4. Once you have the email you would like deleted selected, click the Delete button. This will immediately send the selected email to the Deleted Items folder.



How to Setup a Disk Space Event

• This will setup a notification to alert the specified email address when a User's Disk Space is close to the defined percentage of the user's quota.
• This is done through SmarterMail's Events feature.
1. Login to Smartermail using the Primary Adminstrator account (the default is the mailadmin@ user).
2. Once logged in, at the top of your screen click on the grid of 9 boxes.



3. Select Domain Settings.



4. On the right side of the Domain Settings page, click on the Events link.



5. Click the New button on the Events page.



6. You will now be presented with a form.
• For the General Box the following settings will need to be in place.
1. For Event Name enter the desired name you would like to assign to this Event.
2. Event Status will need to stay as Enabled.
3. Event Category should be User.
4. Event Type should be User Disk Space used.



• For the Conditions Box the following settings will need to be in place.
1. Click the + New Condition button.



2. A box will open, you will need to click on the Select Condition entry.



3. Select Mailbox Usage (%) or Mailbox Usage (MB) depending on which you prefer.



4. Once Mailbox Usage is selected 2 new fields will apear. In the Condition operator you will need to set this to Greater Than and the Value field to 90% (or the specific percentage/disk usage you would like).



• For the Actions Box the following settings will need to be in place.
1. Click the + Actions button.



2. On the Select Action Field, in the new box that comes up, select Send an email. New fields will appear.
• The Maximum Frequency field sets how often the email will be sent to the email address.
• The From Address will be who the email is sent from.
• The To Address is who will receive the email when the event is triggered.
• The Subject will be the subject of the email.
• Finally, the last field is the actual mail being sent. You can customize the wording of the sent email in this field.



3. Once the Send an Email configuration is complete, cliick save.
7. You will now click save in the top left of the page.



How to Add a Trusted Sender

User-Level Trusted Sender List

• This is sometimes referred to as a [soft-]whitelist for the user. Trusted senders added in this manner are limited to user that it is created with.
1. Login to Smartermail
2. Click on the grid of 9 squares at the top of the page.



3. Then click on the settings link.



4. Next, click on the Spam Filter link on the left side of the page



5. On the right side of the screen you will see a box that says Trusted Senders.
• To whitelist all email addresses from a domain:
1. Click on the pencil next to Trusted Domains.



2. Type the domain name (i.e. example.com) in the box. One domain per line.



3. Click OK.
• To whitelist a specific email address:
1. Click on the pencil next to Trusted Email Addresses



2. Type the email address in the box presented. One email address per line.



3. Click OK.

Domain-Level Trusted Sender List

• This is sometimes referred to as a [soft-] whitelist for the whole domain. Trusted senders added in this manner apply all users on the domain.
1. Login to Smartermail as the Domain admin.
   1. If you have not created an Administrator user, then you will want to start by logging into wcp.hostek.com (using the same credentials you would use to login to cp.hostek.com).
   2. Click on Users underneath the Email section.
   3. Click on Login next to the mailadmin(default admin user generated on account creation) user.
2. Click on the grid of 9 squares at the top of the page.



3. Then click on the settings link.



4. Next, click on the Spam Filter link on the left side of the page



5. On the right side of the screen you will see a box that says Trusted Senders.
• To whitelist all email addresses from a domain:
1. Click on the pencil next to Trusted Domains.



2. Type the domain name (i.e. example.com) in the box. One domain per line.



3. Click OK.
• To whitelist a specific email address:
1. Click on the pencil next to Trusted Email Addresses



2. Type the email address in the box presented. One email address per line.



3. Click OK.

How to Add a Signature

• A Signature will always appear at the bottom of your next Email. So you'll want to make sure that it is appropriate for all uses.

Creating a New Signature

1. Login to Smartermail with the user you would like to edit the Signature for.
2. Click on the grid of 9 squares at the top of the page.



3. Then click on the Settings link.



4. Click on the Signatures link on the left side of the page



5. Click on the + New Signature button.



6. Type a friendly name (this will not be included in your signature, it is just for identification) in the Name Field. Create your Signature in the box below.



7. Click the Save button.
8. Now to set your default Signature click the drop-down menu under Mapped Field



9. Select the friendly name of the Signature you have just created



10. Finally, click the Save button at the top of the page.



Adding an Image to your Signature

1. First, the image will need to be uploaded to the wwwroot or public folder of your hosting
2. You will need to note the URL of your image, as well as the height and width.
3. Login to Smartermail with the user you would like to edit the signature for.
4. Click on the grid of 9 squares at the top of the page.



5. Click on the Settings link.



6. Click on the Signatures link on the left side of the page



7. Either create a new signature or left click on an existing signature.
8. In the editing window click the + . (This opens the advanced editing tools)



9. Next click the </> on the second row. This switches the editor to code view.



10. Now you will place the following snippet (replacing the sample URL and the ### next to width and height with the link to your image and your preferred image size) within your signature where you would like it positioned.
• Code snippet with sample data: <img src='http://example.com/folder/logo.jpg' width='###' height='###' />
11. Once completed click save.

How to Setup Content Filters

• Content Filtering is a very powerful method to filter all of your important emails to one folder, or even automatically delete the emails you do not want to see.
1. Log into Smartermail for the user you would like to setup the filters for.
2. Click on the grid of 9 squares at the top of the page.



3. Click on the Settings link.



4. Next, click on the Content Filtering link on the left side.



5. Click the New button.



6. You will now be presented with several fields:



1. This field will be the friendly name of the filter.
2. This is the order in which the filters will be applied if multiple are present.
3. The match type will allow you to choose whether All or Any condition needs to be met to trigger the filter.
4. This toggle will turn on and off the ability to use wildcards in your conditions to search for.
5. The Conditions field is the area where you will set the conditions that are required to be met to trigger the filter.
6. The Actions are the process that are performed once the above conditions are met and filter is triggered.(i.e. Delete Message, Reroute Message, Bounce Message, etc...)
7. Once you have completed the configuration of your filter, click the Save button.