Automatic Forwarding

When you set up forwarding for your mail account, messages addressed to your account are automatically sent (forwarded) to another e-mail address. You can specify one or more valid e-mail addresses as destinations for your forwarded messages. You can easily stop forwarding and revert back to receiving your messages at your original e-mail address.

To start automatic forwarding:

1. From the Options pages (UGAMail Webmail) click Forwarding.
   Result: The Forwarding page displays.
2. In the Forward to text box, enter the destination e-mail addresses to which you want your mail to be automatically forwarded. If you enter multiple addresses, separate them with commas; for example,

   user@hostname, user1@hostname, user2@hostname

   To have a copy of forwarded messages delivered to your inbox, select the Keep a copy of each forwarded message checkbox. Click Start or Reset.
   Result: If you clicked Start, messages addressed to your account are automatically forwarded to the specified destination address. If you clicked Reset the text box is cleared of any changes you made to it.

To stop automatic forwarding:

1. Click Forwarding.
   Result: The Forwarding page displays.
2. Click Stop.
   Result: Your mail delivery automatically reverts to your Inbox e-mail address.

IMPORTANT NOTICE

Many users choose to forward their UGAMail messages to another email account. Using the above method to forward your mail unfortunately forwards ALL of your mail, including SPAM and Junk Mail.

In order to keep from forwarding SPAM and Junk Mail received at your UGAMail account to another email server, you can create a set of Message Filters located at that will forward your mail after the Junk Mail filter and any other filters have been applied.
http://eits.uga.edu/ugamail/help/fwd-filter.html

Account Management Options
Automatic Reply

Also referred to as "vacation" mail, Automatic Reply responds to all incoming messages coming (to your Inbox) with a customized message. Automatic Reply continues to respond to your incoming mail until you specifically turn it off.

A reply is sent only to messages addressed directly to you; messages sent through distribution lists are not replied to.

Note: An automatic reply message is only sent once to an e-mail address during the specified reply interval. The default interval is seven days.

To specify a message and start automatic reply:

1. From the Options pages (UGAMail Webmail) click Automatic Reply.
   Result: The Automatic Reply page displays.
2. Enter the following data:
   • In the Subject: text box, enter a subject line for your message. For example: Away from my mail until March 5.
   • In the Message: window, enter the body of the message.
   • Choose a character set for your reply from the menu. This selection overrides the character set specified by your preferences, if different.

   Result: The system is populated with the custom message.

3. Click Start.
   Result: Automatic Reply is enabled and your custom message is sent in response to any incoming mail until you stop it (see below).

Click Reset to clear the message fields and start over.

To stop automatic reply:

1. Click Automatic Reply.
   Result: The Automatic Reply page displays.
2. Click Stop.
   Result: Your custom automatic reply message is canceled.

A filter is a set of conditions, or rules, associated with an action. These rules are then applied to incoming e-mail messages and attachments, and the messages and attachments are processed accordingly. The specified actions are performed on messages or attachments for which any or all of the conditions are true. The Junk Mail filter is a special, pre-configured message filter, for information on using it see Using the Junk Mail Filter. For information on using a custom Allowed Senders List, see Using the Allowed Senders List.

You can set multiple filters for your inbox, see Creating a Message Filter; once the filter is created you can edit it, see Editing and Deleting Message Filters. Each set of filter conditions is evaluated in its respective order and processed accordingly; for information on changing the filter order see Reordering Message Filters. When a specified condition is met, filter processing for the message continues, unless the Do not apply any more filters to this message if action is taken checkbox is selected (as it is by default).

You must have filtering enabled on your e-mail server to use this feature. If filtering is not enabled on your e-mail server, the Message Filters link does not appear. You can only create message filters for your Inbox; you cannot apply message filters to your other folders.

You can select the flag(s) for filtered messages being moved to a destination folder. Each flag marks a message with a different visual display. Choose from:

• Deleted
• Read
• Draft (no icon)
• Flagged (no icon)
• Answered

You can create custom message filters using the Webmail Options pages or the Administration Suite Account pages. To edit a filter after you've created it, see Editing and Deleting Message Filters; to change the order in which your message filters act, see Reordering Message Filters. To use a Allowed Senders List or the Junk Mail filter, see Using the Allowed Senders List and Using the Junk Mail Filter. When creating a filter, be aware of the following:

• The Forward to action, sends the message directly to the specified e-mail address but does not save a copy on your system.
• You can mark the status of a message (Deleted, Read, Draft, Flagged, Answered) only when the Move to option is being applied by the filter.

About the Junk Mail Filter:

The Junk Mail Filter is automatically created and preconfigured by the system. It appears at the top of your Message Filters page; you can edit the filter but you cannot delete it. The default configuration is Off, unless your administrator has changed the default to Normal. Click the Edit icon to turn the filter on and/or edit it.

To create a message filter:

1. From the Options pages (UGAMail Webmail) click Message Filters.
   Result: The Message Filters page displays. If you have existing filters, their order and profile displays at the top; you may have to scroll down to reach the Filter Conditions - Add New Filter area.
2. In the Filter Conditions - Add New Filter area specify the following:
   • The first radio button sets an initial parameter for the conditions you must specify, choose either:
     • If all of these conditions are met: Filter action is done only if all of the specified conditions are true.
     • If any of these conditions are met: Filter action is done if at least one of the specified conditions is true.
   • The parameter drop down lists direct the filter to search the specified field or attachment, choose either:
     • From: The sender field.
     • To/CC: The recipient's (does not include BCC recipients) address lines.
     • Subject: The subject line.
     • Body: The text of the message and text attachments including Plain text, HTML text, and Rich Text. This is the same as choosing bodydecoded (the decoded form of all MIME parts of the message) in the CLI. If you're looking for an 8-bit string, this option may be best. Note: This option may take longer than the Body (raw MIME data) option as all data must be converted to Unicode (with whitespace removed) before the search can be performed.
     • Body (raw MIME data): The text of the message as you would see it if you clicked Open in Webmail for that message. This is the same as choosing body (the raw RFC822 text) in the CLI. If you're looking for a word (ASCII text) in a message, this option may be best.
     • Body (binary): The binary value of the string that you want to find. For example, to use this option to find the "Yen" character (hex A5), you would enter \xA5. Note: Use backslashes (\) to separate characters; backslashes (\) not followed by "x" are ignored; A-F part is case-insensitive. This is the same as choosing bodydecodedbinary (unrolls all the MIME parts and allows binary searches) in the CLI. If you're looking for a virus signature pattern (such as \x64\xA2\x66\x66\x02), this option may be best.
     • Return-path: The return-path address.
     • Received: The received from field.
     • Sender: The sender field.
     • X-Junkmail: The header "X-Junkmail"; you can use this parameter to have all system-identified junkmail filtered.
     • X-Mirapoint-Virus: The header "X-Mirapoint-Virus"; you can use this parameter to have all system-identified junkmail filtered.
     • Attachment MIME Type: The attachment media type. Choices include the top level MIME types: text, multipart, message, application, image, audio, video, and model; use the matches rather than the contains content condition (next bullet item) and search for something specific like "application/vbs" or "image/jpeg", and so on.
     • Attachment file name: The attachment name. You can use the asterisk wildcard; for example, *.vbs.
     • UCE (Junkmail score): Antispam/Junkmail scanning uses several carefully compiled rule files based on common known factors of junkmail. The rules are not open to scrutiny or change at this time.
       For each rule in the rule file that a scanned message matches, the message is awarded a score. The score is identified in the X-Junkmail-Status header. Careful study has determined that the default score of 50 is optimal for UGAMail users. You can use the UCE (Junkmail score) filter object option to increase the default sensitivity of the anti-spam scanning utility.
     • Message size (bytes): The message size can be kb, mb, or gb.
   • The content condition drop down lists direct the filter to search the field or attachment content as specified, choose either:
     • contains: The specified parameter must contain the text you enter. Wildcards are not honored; for example, the filter condition: "contains" "doc" would be met with any of these words: "doc", "document", "undocumented", "doctor", and so forth.
     • does not contain: The specified parameter must not contain the text you enter. Wildcards are not honored.
     • matches: The specified parameter must match the text you enter. Wildcards may be useful; for example, the condition "matches" "Dr. Spock" would only be met by "Dr. Spock," but the condition "matches" "Dr. Sp*" would be met by "Dr. Spock", "Dr. Spark", "Dr. Sproul", and so forth.
     • does not match: The specified parameter must not match the text you enter. Wildcards may be useful.
     • is less than: The object value must be less than the integer you enter. Wildcards may be useful.
     • is more than: The object value must be more than the integer you enter. Wildcards may be useful.
   • The content trigger text option boxes supply key data for the search. Enter the text, integers, MIME type, or file name you want searched for and acted on in the appropriate box. You can use the following wildcard characters:
     • Asterisk (*): Matches any sequence of zero or more characters. Example: to find all attachments with filenames ending in ".vbs", use these filter conditions: Attachment file name: matches "*.vbs"
     • Question mark (?): Matches any single character. Example: to find all messages from "Maria" or "Marie", use these filter conditions: From: matches "Mari?"
   • The second radio button, Apply to all incoming messages, directs the filter action to act on all messages regardless of conditions. This option is deselected (disabled) by default. If you select this option, the top radio button action trigger is automatically deselected. This option is useful as a final filter in a series of filters to direct all other incoming mail to be acted upon.
   Result: The conditions for the filter are set as specified.
3. In the Filter Action area specify a response, select one:
   • Move to <folder> (default): Matching messages are moved to the specified folder. If you choose this option, you may also choose to have the message flagged by selecting one of the following for Mark:
     • Deleted , Read , Draft, Flagged, Answered : Flags the messages as specified.
   • Forward to: Matching messages are forwarded as specified.
   • Forward excerpt to: The first several lines of matching messages are forwarded as specified. Use this option in conjunction with wireless devices.
     
   • Discard (message is irrevocably lost): Matching messages are deleted.
   Additionally, specify:
   • Remove attachments that meet attachment conditions: Attachments that meet the specified attachment conditions are removed and a message is appended to the body indicating that the attachment was removed. This option is deselected (disabled) by default. To enable this feature, select the checkbox.
   • Do not apply any more filters to this message if action is taken: If the message qualified for action by the filter, any filters in order below the filter are not applied. This option is selected (enabled) by default. To disable this feature, clear the checkbox.
   Once you have created your filter, click OK.
   Result: The system accepts the settings and a description of the filter appears above the Filter Conditions box. Incoming messages and attachments are filtered and acted on as directed.
   About MIME and Filtering Attachments:
   "MIME" stands for Multipurpose Internet Mail Extension; a standard for multipart, multimedia electronic mail messages and World-Wide Web hypertext documents that provides the ability to transfer data such as graphics, audio, and fax. All MIME parts of a message are considered attachments and filtered if the Attachment MIME Type parameter is specified. If the message is not MIME, it's entire body is considered a single text/plain "attachment".
   You can discover the MIME Content-Types used in a message by viewing the full message; this can be done in Webmail by clicking Open when viewing a message. Each part of the message will have a Content-Type specified such as text/plain, text/html, multipart/related, multipart/alternative, image/gif, and so on.

The Message Filters page allows you to change the filters that are automatically applied to incoming mail for your e-mail account. Message filters offer a way of screening and categorizing incoming mail messages. This includes redirecting incoming messages to other folders, as defined by the parameters of the specific filters. For more information on filters, see Creating a Message Filter.

Important!: The Forward to action, sends the message directly to the specified e-mail address but does not save a copy on your system.

To change a message filter:

1. From the Options pages (UGAMail Webmail) click Message Filters.
   Result: The Message Filters page displays.
2. Select the pencil icon to the right of the filter you want to change.
   Result: The Editing Filter page displays.
3. Change the filter using the methods described in Creating a Message Filter. Click OK.
   Result: The system applies the changes.

To delete a message filter:

1. Click Message Filters.
   Result: The Message Filters page displays.
2. In the Modify column, select the X for the filter you want to delete.
   Result: The message filter is deleted. The page redisplays showing the remaining filters, or a message that you do not currently have any message filters.

When a filter is in effect, each incoming message is evaluated in the order it appears in the column, from top to bottom. Changing the order of the filters in this list changes the sequence in which each filter is applied.

When a specified condition is met, filter processing for the message continues, unless the Do not apply any more filters to this message if action is taken checkbox is selected (as it is by default)

An Example of Order Dependency

If it is important for you to save a copy of a message that meets specific filter conditions, the ordering of your filters can be particularly important. For example, a filter with a Forward to action, sends the message directly to the specified e-mail address but does not save a copy on your system. This means, you should specify a filter with a Move to action and place it ahead of the filter with the Forward to action in the filter list. In this way, the Move to action is processed first, saving a copy of the message before moving on to the Forward to action, which sends the message to another address. Important!: For this to work, you must have deselected the Do not apply any more filters to this message if action is taken checkbox.

To change the order in which message filters are evaluated:

1. From the Options pages (UGAMail Webmail) click Message Filters.
   Result: The Message Filters page displays.
2. Move a filter up in the order by clicking the up-arrow (^) in the Order column. Move a filter down in the order by clicking the down-arrow in the Order column. Repeat until you are satisfied with the order of the filters.
   Result: The order in which the filters are applied to incoming messages is changed.

Use the Junk Mail Control page Junk Mail Filter view to customize the system pre-configured Junk Mail filter. The Junk Mail filter may be Off by default. On this page you can turn the filter on and direct it to act on junkmail only or all mail. In either case, mail from senders on your Allowed Senders List is exempt; the Junk Mail filter never acts on mail from senders on your Allowed Senders List.

To use the Junk Mail filter:

1. From the Options pages (UGAMail Webmail) click Junk Mail Control.
   Result: The Junk Mail Control page Allowed Senders List view displays.
2. Click the Junk Mail Filter link.
   Result: The Junk Mail Control page Junk Mail Filter view displays.
3. In the Select a Filter Condition turn the filter on by selecting one of the following:
   • Normal (Junk Mail only): Only system-identified Junk Mail is subject to your specified filter action. Normal is the recommended setting.
   • Exclusive (any mail from sender not on Allowed Senders List): All of your mail from senders not on your Allowed Senders List is subject to your specified filter action
   Result: The filter is directed to act as specified on only Junk Mail or on all your mail. Choosing Exclusive causes all mail coming to you from senders not on your Allowed Senders List to be acted on.
4. In the Filter Action area specify a response, select one:
   • Move to the junk mail folder (default): Matching messages are moved to your junk mail folder.
     
   • Discard (message is irrevocably lost): Matching messages are deleted.
   Additionally, you may specify:
   • Do not apply any more filters to this message if action is taken: If the message qualified for action by the Junk Mail filter, any filters in order below the Junk Mail filter are not applied. This option is selected (enabled) by default. To disable this feature, clear the checkbox.
   Once you have created your filter, click OK.
   Result: The system accepts the settings for the Junk Mail filter. Incoming messages are filtered and acted upon as directed.

Use the Junk Mail Control page Allowed Senders List view to create a list of senders who are protected from any antispam scanning or Junk Mail filtering. Messages from senders on your Allowed Senders List are always sent to your Inbox.

To create a Allowed Senders List:

1. From the Options pages (UGAMail Webmail) click Junk Mail Control.
   Result: The Junk Mail Control page Allowed Senders List view displays. Note: You can open this page directly by clicking the Add To Allowed Senders List link next to the sender's name in the From line of any message in your Junk Mail folder.
2. In the E-mail address or Domain Name text box enter senders who you want on your Allowed Senders List and click Add To Allowed Senders List.
   Result: The names are added to the Allowed Senders List list box.
3. To remove senders from your Allowed Senders List, highlight the senders e-mail address or domain name and click Remove. Result: That sender disappears from your Allowed Senders List and is now subject to antispam scanning and specified Junk Mail filtering.

Example valid Allowed Senders List entries:

• allan@example.com: Specifically adds the user allan from example.com to the Allowed Senders List.
• @example.com: Adds any address at example.com to the Allowed Senders List.
• @*.example.com: Adds any address at any host within the example.com domain to the Allowed Senders List.

Check you Junk Mail Folder for messages that are not Spam or Junk Mail. When you open a message from the Junk Mail Folder in Webmail, you will notice two options beside the From address: Add to Address Book and This is Not Spam . When you click on This is Not Spam link, you can add the address to your Allowed Senders List and move the message to the Inbox.

Use the Junk Mail Control page Blocked Senders List view to create a list of senders who are treated as Junk Mail. Messages from senders on your Blocked Senders List are always sent to the Junk Mail Folder.

Please note that in order for the Blocked Senders List to work, you must have the system pre-configured Junk Mail Filter turned on. For more information on the Junk Mail Filter, see "Using the Junk Mail Filter."

In the event that you have an e-mail address in both the Allowed Senders List and Blocked Senders List, the Blocked Senders List item will be ignored and the message will be delivered to your Inbox.

To create a Blocked Senders List:

1. From the Options pages (UGAMail Webmail) click Junk Mail Control.
   Result: The Junk Mail Control page Allowed Senders List view displays. Click on Blocked Senders List. Note: You can open this page directly by clicking the Add To Blocked Senders List link next to the sender's name in the From line of any message in any folder except your Junk Mail folder.
2. In the E-mail address or Domain Name text box enter senders who you want on your Blocked Senders List and click Add To Blocked Senders List.
   Result: The names are added to the Blocked Senders List list box and all mail from Blocked Senders Listed addresses is treated as Junk Mail.
3. To remove senders from your Blocked Senders List, highlight the senders e-mail address or domain name and click Remove. Result: That sender disappears from your Blocked Senders List and is now treated as regular mail.

Example valid Blocked Senders List entries:

• allan@example.com: Specifically adds the user allan from example.com to the Blocked Senders List.
• @example.com: Adds any address at example.com to the Blocked Senders List.
• @*.example.com: Adds any address at any host within the example.com domain to the Blocked Senders List.

Check you Mail Folders for messages that are Spam or Junk Mail. When you open a message from the any folder other than the Junk Mail Folder in Webmail, you will notice two options beside the From address: Add to Address Book and This is Spam . When you click on This is Spam link, you can add the address to your Blocked Senders List and move the message to the Junk Mail Folder.

Use the Allowed Mailing Lists page to ensure that mail sent to you through a mailing list (also known as a distribution list) is never tagged as junkmail and subject to delays caused by antispam filtering.

Since mail from listervs can come from any of the list members, you'd need to add every list member to your Allowed Senders List to keep the mail from possibly being treated as Junk Mail. When you add the listserv address to your Mailing List Exceptions List then email from that particular listserv will never be treated as Junk Mail. This action should not be required on mail from listserv.uga.edu, which is already identified by UGAMail as safe.

Important! Your Junk Mail Filter condition must be set to Normal or Exclusive in order for Allowed Mailing Lists to work. For more information on the Junk Mail Filter, see "Using the Junk Mail Filter."

To create a Allowed Mailing Lists list:

1. From the links on the left, click Options.
   Result: The Options: Access Control page displays.
2. Click the Junk Mail Control link.
   Result: The Options: Junk Mail Control page displays.
3. Click the Allowed Mailing Lists link.
   Result: The page refreshes with different fields.
4. n the Mailing List Address box, enter a mailing list e-mail address. (If necessary, see Example Valid Allowed Mailing Lists Entries below.)
5. Click Add.
   Result: The address appears in the Mailing List Exemption box and the Mailing List Exemption status updates to reflect the new number of entries.
   Mail sent to recipients on your Allowed Mailing Lists list is forwarded to the specified recipients with a header, X-Junkmail-Whitelist: YES (by domain whitelist at hostname), added; such mail is not scanned by the Anti-Spam scanning utility. The header is added whether the exempting was at the primary (box) level or at the delegated domain level. The sender is derived from the From header of the message.
6. If you need to remove a mailing list from your list box, do the following:
   Select one or more entries in the list box.
   Click Remove.
   Result: The selections disappear from your Allowed Mailing Lists box and the Mailing List Exemption status updates to reflect the new number of entries.

Example valid Mailing List Exemption Entries:

• dl-jokeclub@example.com: Specifically adds the distribution list dl-jokeclub from example.com to your Allowed Mailing Lists list.
• @example.com: Adds any address at example.com to your Allowed Mailing Lists list.
• @*.example.com: Adds any address at any host within the example.com domain to your Allowed Mailing Lists list.