Tuesday, December 30, 2014

Automatic blind carbon copy (BCC) using Postfix, Sendmail and Zimbra

Blind Carbon Copy is a method of sending email messages to recipients without discovering other recipients of the message. This concept originally applied to paper correspondence and now also applies to email. It is common practice to use the BCC field when addressing a very long list of recipients, or a list of recipients that should not know each other, e.g. in mailing lists.

Move all recipients to BCC

With MSH Traffic Policy you can very easily move all recipients to BCC field. Application have built-in dedicated action for this.

Automatic BCC recipients.

Hide big lists of recipients

What if someone in your company made a mistake and add all mailing list recipient to TO field? Then you will have a problem. You could set up rules to prevent this problem.

Use recipients counting mechanism. Message recipient count condition will count e-mail addresses in TO field and if there are more than specified number of emails then will move them to BCC field.

You can also use other actions and conditions to mix variety of scenarios. Learn more about MSH Traffic Policy.

Tuesday, December 16, 2014

How to set up auto-responder with Postfix

Postfix administrators are often forced to deal with the problem of setting up an autoresponder directly on the server without need of configuring client machines. Configuring a separate Out of Office message on every end-user individually is not always possible. Postfix mail server doesn't have built-in auto-responder mechanism, so you need to use third party tool.

There are not many options available on the market, but you should try MSH Autoresponder it simply offers you much more than you could normally expect from that kind of software.

NOTE: If you have hybrid environment with Microsoft Exchange Server inside your organisation you could check MSH Exchange Autoresponder software for server side auto replies.

Application consists of two modules, first need to be installed on server, second on client desktop. More detailed description about installation options you can find in the documentation, desktop admin application installs like any other software, very easy.

When you install and connect to server, you should have ready to use an auto reply software. To set-up a simple auto reply click button Add New to add a new rule.

Add a new rule with Add New button.

On the Auto Reply tab fill Subject and auto reply Body. In this example I'll skip other options for auto reply, but you could use Dynamic Variables and specify how sender should be choose, when more than one recipient is matched.

Go to Conditions tab and select Add | Message Sender menu item. Application will ask you based on which sender should trigger auto reply message. You could use full mailbox name, like john.doe@ourdomain.com or only domain part *@ourdomain.com (use wildcards to match multiple addresses). In second example auto reply will be send when someone will send an email to your domain.

Message Sender email address condition.
NOTE: Check also Protection tab. There are very important settings to adjust. Use them to protect server from message loops.

Click button OK and Save All settings. Rule is now ready to test, send a new message to john.doe@ourdomain.com, wait a moment and you should receive previously defined auto reply message.

I showed how to create a very simple auto reply rule. There is more room to configure and customize auto replies, ie. different for each group of users, so learn more about auto-responders for your mail server.

Tuesday, December 9, 2014

Prevent disclaimer duplicates - Zimbra, Postfix, Sendmail

MSH Disclaimer & Signatures is a milter extension for popular mail servers which append disclaimer to all types of messages. Administrators can use application to create beautiful disclaimers and specify which messages should get them and which should not.

Do not append second disclaimer

Use the duplicates protector when you want to skip adding another signature into message. Multiple disclaimers can occur when message was replied many times between sender and recipient. Without protector, each time when message will go through mail server, disclaimer will be appended.

Disclaimer already inserted into message can be garbled when users reply to the same message many times. Search sensitivity slider will help to specify how many characters can be omitted from appended disclaimer.

Duplicates protector settings.

Disclaimer duplicates

If value of sensitivity is higher then searching for disclaimer is more tight. Highest value will look for disclaimer exactly the same like composed one. Any word, punctuation mark or a new line cannot be missing or cannot be added inside already inserted disclaimer. If disclaimer will be reformatted by replaying message, searching algorithm will not find it.

Application features

  • HTML and Plain Text disclaimers. 
  • No disclaimer duplicates. 
  • Built-in compose editor. 
  • Easy to use rule wizard. 
  • Variety of conditions and exceptions. 
  • Easy to install and configure. 

Learn more about disclaimer and signatures with Zimbra, Postfix and Sendmail...