Moving spam to user’s mailbox folders

Microsoft^® Exchange 2013/2016/2019

Create a Microsoft^® Exchange 2013/2016/2019 Transport Rule that forwards tagged emails to the user’s Junk E-mail mailbox folder.

IMPORTANT

In GFI MailEssentials Spam Actions select the Tag the email with specific text option only. If you select any other action, emails detected as spam will not reach the mailbox of the user, and therefore the configured transport rules will not be applicable.

To create a Transport Rule in Exchange 2013/2016/2019:

Launch the Microsoft^® Exchange Administrative Center.
Go to Mail flow > Rules.
Click Add + and select Create a new rule.
Type a name for the new rule, for example, GFI MailEssentials SPAM.
Click More options....
In Apply this rule if... select The subject or body... and choose subject includes any of these words.
In Specify words or phrases key in the tag specified in the spam actions of each spam filter (example, [SPAM]) and click Add +. If using different tags for different spam filters, repeat until all tags are keyed in. Click OK on completion.
In Do the following... select Modify the message properties and choose set the spam confidence level (SCL).
In Specify SCL choose 9 and click OK.
Specify additional properties for this rule. On completion click Save.

NOTE

Ensure that the Junk E-Mail folder is enabled for the users’ mailboxes.

The transport rule created will now forward all emails which contain the GFI MailEssentials tag to the users’ Junk E-mail folder.

Microsoft^® Exchange 2010

To configure Microsoft^® Exchange 2010 to forward tagged emails to the user’s Junk E-mail mailbox folder, a Transport Rule needs to be created.

IMPORTANT

In GFI MailEssentials Spam Actions select the Tag the email with specific text option only. If you select any other action, emails detected as spam will not reach the mailbox of the user, and therefore the configured transport rules will not be applicable.

To create a Transport Rule in Exchange 2010:

1. Launch the Microsoft^® Exchange Management Console.

2. Navigate to Microsoft Exchange > Organization Configuration > Hub Transport and select the Transport Rules node.

3. Click New Transport Rule.

4. Type a name for the new rule (example, GFI MailEssentials SPAM) and click Next.

5. In the Conditions area, select When the Subject field contains specific words.

6. In the Edit rule area, click Specific Words to enter the words used for tagging. Type the tag specified in the spam actions of each spam filter (example, [SPAM]) and click Add. Click OK when all words are added and click Next.

7. In the Actions area, select Set the spam confidence level to value.

8. In the Edit rule area, click 0 and set the confidence level to 9. Click OK and click Next.

9. (Optional) Set any exceptions to this transport rule and click Next.

10. Click New to create the new Transport Rule.

NOTE

Ensure that the Junk E-Mail folder is enabled for the users’ mailboxes.

The transport rule created will now forward all emails which contain the GFI MailEssentials tag to the users’ Junk E-mail folder.

Install Rules Manager on the Microsoft^® Exchange Server

1. From the GFI MailEssentials machine, go to:

<GFI MailEssentials installation path>\GFI\MailEssentials\Antispam\

2. Copy the following files to a folder on the Microsoft^® Exchange Server:

rulemgmtres.dll
rulemgmt.exe
rule.dll
gfi_log.dll

3. From the Microsoft^® Exchange Server, open command prompt and change the directory to the location where the Rules Manager files were copied.

4. In command prompt type: regsvr32 rule.dll

5. On confirmation, click OK.

Launch Rules Manager

1. From the Microsoft^® Exchange Server, navigate to the location where Rules Manager files were copied and open rulemgmt.exe.

2. Select a Microsoft^® Outlook profile (MAPI profile) or create a new profile to login (when using the Rules Manager the first time only).

3. Click OK to launch the Rules Manager.

4. The main window of the rules manager displays all the mailboxes enabled on the Microsoft^® Exchange Server. The color of the mailboxes indicates the status of that mailbox:

Blue - mailbox has rules configured
Black - mailbox has no rules configured.

Setting new rules

1. Check the mailboxes to set a rule on and click Configure….

NOTES

1. New rules can be added to mailboxes which already contain rules.

2. Select multiple mailboxes to configure the same rule applicable to all mailboxes.

2. In the Rule Condition text box, type the tag given to the spam email in the GFI MailEssentials spam actions.

3. Specify the Rule action:

Select Delete to delete an email which has a subject that contains the rule condition
Select Move to: to move spam email to a folder in the mailbox. Key in the folder path where to save the spam email. If you specify Inbox\Spam, then a spam folder will be created in the Inbox folder. If you specify just Spam, then the folder will be created at the top level (same level as Inbox).

4. Click Apply to save the set rules.

Managing multiple rules

More than one rule can be set on the same mailbox.

Example: Delete emails tagged with [Phishing] and move emails tagged with [SPAM] to Inbox\Spam folder.

1. Double click on a mailbox to launch the Rules dialog.

2. A list of rules applicable to the selected mailbox is displayed.

Click Add rule to add a new rule
Select a rule and click Edit rule to change settings of the selected rule
Select a rule and click Delete rule to delete the selected rule.

3. Click Apply to save settings.