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How does the Security Gateway work? Email?

An email security gateway offers a robust infrastructure of technologies that protect against these email threats. It's essentially a firewall for your email that scans both outgoing and incoming email for malicious content. At a minimum, most secure gateways offer at least four security features: virus blocking and malware, spam filtering, content filtering and email archiving. Let's look at these functions in more detail:

Block viruses and malware

Emails infected with viruses or malware can account for approximately 1% of all email received by an organization. For a secure email gateway to effectively prevent these emails from reaching their intended recipients and delivering their payload, it must scan every email and be constantly aware of latest models and threat characteristics.

Spam filtering

Believe it or not, spam filtering is where most of the processing power of a secure email gateway is focused. Spam is blocked by several different ways. Basic spam filtering usually includes pre-filtering technology that blocks or quarantines any email received from known spammers. Spam filtering also allows you to detect patterns that are commonly found in emails with spam, such as preferred keywords used by spammers and the inclusion of links that could lead the email recipient to a malicious site when clicked. Many email clients also allow users to flag spam messages arriving in their inbox and block the senders.

Content filtering

Content filtering is typically applied to outgoing email sent by users within a company. For example, you can configure your secure email gateway to prevent certain sensitive documents from being sent to an external recipient, or set blocks on image files or certain keywords in them sent via the email system.

Email Archiving

Email services, whether cloud-based or on-premises, must be managed effectively. Storage has been an issue for email admins for many years, and while you may have almost endless available cloud storage, email archiving can help manage both your users' inboxes and the efficiency of your systems. Compliance is also a major concern for many companies, and email archiving is a must if you need to store email for a certain period of time.

The MFP's e-mail features let you send scanned documents directly to mailboxes(via email), converting paper information into digital images that can be shared, saved and modified. This saves the user MFP from having to first create and save an electronic copy of a paper document, and then send it using mail client. Now by means MFP all this can be done in one step.

On the page Email Settings You can enable and configure email functionality for mfp.

1. To enable the Send by Email feature, click Email Settings.

2. Sending messages via email means MFP carried out through an SMTP gateway server. To specify the SMTP gateway server, enter the following SMTP Gateway Settings:

· In the dropdown list Sending by email... select a method for sending messages by email:

When choosing an option email messages will be sent to the SMTP gateway server using Digital Sending software (using the settings on the Email Settings page). This method requires an additional step to send the data via email from MFP, but uses a more powerful email delivery mechanism.

When choosing an option directly from mfp Email messages are sent to the SMTP gateway server directly from the MFP. The following information needs to be configured:

· In the window Device SMTP Gateway: enter the IP address or hostname of the SMTP gateway server that will process email requests coming from MFP. If the IP address or hostname of the SMTP gateway is unknown, click Search for gateways to search the network for a suitable SMTP gateway server (if available).

Note. Some models MFP only recognize IP addresses. In such cases, hostnames are converted to corresponding IP-address.

· In the window PORT: Enter the TCP/IP port number on which the server processes SMTP requests. Typically this port is port 25.

· In the dropdown list Maximum attachment size select the maximum email attachment size supported by the SMTP gateway server. If with MFP If you need to send an attachment whose size exceeds the maximum allowed, the attachment will be split into smaller files that will be sent in several emails.

· Click the button Test to check the functionality of the specified SMTP gateway server.

Note.In older MFP models option via digital sending service is the only possible one. Other models MFP can only support option directly from mfp.

3. If at this MFP Authentication feature is not enabled, the user must enter an email address in the " field From:" on the MFP control panel to send a message (to specify the sender of the message). If the user does not enter an email address, the MFP uses Default "From:" address:

· In the window Email address Enter the default sender's email address.

· You can also enter Screen name. The name you enter here will appear in the From: field the first time an MFP user enables Send by Email. This field can be used to display instructions for the MFP user (such as: "Enter your email address in this field").

Note. If Display name not specified, value entered in the field Address Email , will be shown in the " From:" .

· To prevent a user MFP change the value of the field " From:" , check the box for the function Prevent the device user from changing the default From: address. This will prevent the user from entering other data into the field.

An SMTP gateway is a regular SMTP server; its implementation of the SMTP protocol is minimal. Service enabled in the program configuration wizard, it is bound to all IP addresses of all external interfaces. Those. If external networks are not assigned in the program, then this service will not be available. Access to the TCP port of the SMTP gateway server in the external firewall will open automatically.

To filter messages, there is a set of rules for the SMTP gateway itself, and various extension modules (plugins) can also be connected. Processing of a message by rules is carried out not only after receiving the message as a whole, but also for each event associated with certain stages of message reception within the SMTP protocol. This allows you to configure the filtering procedure in such a way that messages can be filtered as early as possible, while saving traffic.

For each event, only those message attributes that are already available (received) are available for analysis -

Rules can only check these attributes, using the syntax regular expressions. Analysis of the entire message is only available in extension modules.

There are the following events that trigger message processing actions -

The operation of filtering a message based on header data can be performed based on the event of their reception, but here you should keep in mind that the SMTP client at this stage of sending the message most likely will not analyze the return code, and will perceive the termination of receiving message body data as a communication error, and through will attempt to resend for a while. Therefore, it is best to do such filtering based on receiving the entire message (event Complete).

The SMTP gateway has a mechanism for adding (subtracting) the so-called.message weighting factor, which makes it possible to implement its processing based on a combination of different characteristics. If at the very end of receiving and analyzing the message this weight exceeds a certain specified threshold, then the message can be filtered.

In addition to such a radical action - filtering (blocking), it can also be donetagging a message in the subject or its headers. These signs can later be used to filter messages in the organization's mail server, or directly in the client mail program. Marking in the topic can also be used by the client by mail program to distribute received messages in different folders. A message can be flagged if its weight exceeds a specified threshold, as well as certain rules.

To analyze the operation of the SMTP gateway, debug rules and search for lost messages, logs are kept in several logs -

Tariffing of mail and analysis of recipient addresses.

There are two modes of working with recipients - receivingonly for known recipients, or reception for any recipients from a given list of domains. Thus, it is fundamentally impossible to send a message through an SMTP gateway to arbitrary addresses - the forwarding function ( relay ) is always limited by acceptable limits.

In the first case, all recipients' E-Mail addresses must be registered with program clients and all incoming mail traffic will be charged. In the second case, you must additionally register all the email domains of the organization, and only the mail whose recipients are registered in the program will be charged. The second option can be recommended at the initial stage of implementing an SMTP gateway, when not all E-Mail addresses are registered in the program.

Using the first option in a large organization allows you to greatly save traffic; the experience of using the gateway shows that, as a rule, there is a very large mail traffic to non-existent recipients - mail subscriptions of fired employees, mailings to randomly generated domain addresses, etc.

If a message has several recipients, then the traffic for the message can be credited to all of them in full, or divided equally among them. For this purpose there is a corresponding setting.

There are also several settings that allow you to allow or block the reception of mail for clients that are disabled based on various criteria.

The device provides full-color scanning and digital data sending functions. The control panel allows you to scan black and white and color documents and send them to specified email addresses as attachments. Digital sending functions only work when the device is connected to local network(LAN). The device can be connected to the local network directly.

The device cannot make color copies or print color documents, but full-color scanning and then sending color images is supported.

Setting email options

Before you can send documents, you must configure device settings related to email processing.

Note Below are instructions for setting up your device using the control panel. Similar procedures can be performed in the embedded Web server.

Supported protocols

The SMTP protocol is a set of rules for interaction between programs that send and receive email. To send documents by email, the device must be connected to a local network that has the correct SMTP IP address. The SMTP server must also have Internet access.

If you are using a local network connection, you should contact your system administrator to obtain the SMTP server IP address. If you connect using DSL, you must contact your service provider to obtain the SMTP server IP address.

The LDAP protocol is used to access the database of information. When using the LDAP protocol, the device searches for a global list of email addresses. When you enter an email address in LDAP, an autocomplete feature is used that maintains a list of email addresses that match the characters you enter. When you enter additional characters, a list of matching email addresses. mail is decreasing.

The device supports LDAP, but you do not need to connect to an LDAP server to send email.

Note You can only change LDAP settings using the embedded web server.

Setting Email Server Settings

Find out the IP address of the SMTP server from your system administrator. In addition, this IP address can be determined in the device control panel. Then to carry out manual setting IP address and test it, follow the procedures below.

Setting the SMTP Gateway Address

3. Select Email Settings. mail, then SMTP Gateway.

4. Enter the SMTP gateway address as an IP address or fully qualified domain name. If you do not know the domain name or IP address of your SMTP gateway, contact your network administrator.

5. Touch OK.

Testing SMTP Settings

1. From the Home screen, touch Administration.

2. Touch Initial Setup.

3. Touch Email Setup. mail, and then Check the sending gateway.

If the configuration is correct, the control panel will display Gateways OK.

If the first test is successful, send yourself an email using the digital sending feature. If the sent email is received, the Digital Sending feature has been configured successfully.

If you do not receive the message, try to resolve the problem by doing the following:

Check that the SMTP server and message recipient addresses are entered correctly.

Print the configuration page. Check if the SMTP gateway address is correct.

Make sure the network is working properly. Send an email to your email address from your computer. If the letter has arrived, then the network is working normally. If you did not receive the email, contact your network administrator or Internet Service Provider (ISP).

Run the DISCOVER.EXE file.

Search for gateways

If you don't know the SMTP gateway address, try one of the following methods to determine it.

Finding an SMTP Gateway from the MFP Control Panel

1. From the Home screen, touch Administration.

2. Touch Initial Setup.

3. Touch Email Setup, then Search for Send Gateways.

On touch screen A list of detected SMTP servers will appear.

4. Select the desired SMTP server and tap OK.

Finding an SMTP Gateway Using an Email Application

Since most email applications use SMTP protocol to send emails and the LDAP protocol to address these messages, you may be able to find the SMTP gateway and LDAP server hostname in your email application settings.

Finding gateways using an email application can be difficult because you may not be able to locate a working SMTP server if it is using an Internet Service Provider (ISP). Contact your Internet service provider for their email address.

Using the Send Email screen mail

To navigate through function keys email sending windows mail, use the touch screen.

Basic Email Features

The device's support for sending data via e-mail provides the following capabilities:

Send documents to multiple email addresses, saving delivery time and costs.

Delivery of black and white or color files. Files can be sent in a variety of formats that can be processed by the recipient.

After scanning a document, you can save it to your device and send it to one or more email addresses as an attachment. Digital documents can be sent in one of several supported image formats, such as .TFF and .JPG; this allows recipients to process files in different programs depending on their specific needs. Documents are delivered to recipients in quality close to the original; they can later be printed, saved or sent to third parties.

The email sending function only works when the device is connected to a valid local network that supports SMTP and Internet access.

Uploading documents

You can scan documents using the scanner glass or the ADF. The scanner glass and ADF support original sizes such as Letter, Executive, A4 and A5. You can also set the ADF to accept legal-size originals. Small originals, receipts, worn and irregular documents, stapled documents, folded documents and photographs should be scanned on the scanner glass. Multi-page documents are easily scanned using the ADF.

Sending documents

The device is capable of scanning both black and white and color originals. You can reconfigure the default scan settings and change the format of the files you send. The following are the default settings:

PDF (Adobe Acrobat viewer must be installed on the recipient's computer to view the attachment

Sending a document

2. From the Home screen, tap Email. mail.

3. If prompted, enter your username and password.

4. Fill in the From:, To: and Subject: fields. Scroll down the screen and, if necessary, fill out the Cc:, Bcc:, and Message fields. The From: field should display the default information or username. If this field contains default information, it probably cannot be changed.

5. Touch Extra options to change the settings of the document you are sending (for example, the format of the original document). When sending a two-sided document, you must select Sides and the two-sided original option.

6. Click the Start button to start sending.

7. When finished, remove the document from the ADF or scanner glass.

Using Autofill

When you enter characters in the To:, Cc:, or From: fields on the Send by E-mail screen, the autofill feature starts. As you enter the desired address or name on the on-screen keyboard, the MFP automatically scans the address book list and displays the first address or name that it finds that starts with the characters you've already entered. If this address or name completely matches the entered address or name, then further input can be stopped by touching the Enter key on the touch keyboard. Otherwise, you should continue typing the address or name until the autofill feature finds the desired entry in the address book. If the characters you enter do not match the entries in the address book list, the autocomplete text will be removed from the screen. This means that the address you entered is not in the address book.

The address book

The device's address book makes it easy to send email messages to multiple recipients. Contact your system administrator for instructions on setting up an address list.

The ability to create and manage an address book also provides a built-in Web server. For more information, see Embedded Web Server.

Create a list of recipients

1. From the Home screen, tap Email. mail.

2. Perform one of the following steps:

Tap To: to open the keyboard screen and type email addresses. recipients' mail. When entering multiple addresses, separate them with a semicolon or by pressing the Enter key on the touch screen.

Using the address book.

A. Open your address book. To do this, on the Sending email messages screen. mail, click the Address Book button ().

b. Navigation through the address book is carried out using the scroll bar. To quickly scroll through the list, press and hold an arrow key.

V. Highlight the recipient's name and click the "Add" button.

You can also select a mailing list. To do this, click the drop-down list located at the top of the screen and then click All or add a recipient from your local list. To do this, click Local in the drop-down list. To add names to the recipient list, highlight the appropriate names, then press.

To remove a recipient from the list, scroll through the list, select the recipient, and click the Remove button

3. The names in the recipient list are placed in the text line of the keyboard screen. If necessary, you can add a recipient that was not found in the address book by entering an email address using the keyboard. Once the list of recipients appears as desired, click OK.

4. Click OK.

5. If necessary, fill out the Cc: and Subject: fields in the Send email message window. mail. You can view a list of recipients by clicking the down arrow in the To: text line.

6. Press the Start key.

Working with the local address book

The Local Address Book is designed to store frequently used email addresses. The local address book can be shared by multiple MFPs accessing the same server to access HP Digital Sending software.

You can use the Address Book when you enter email addresses in the From:, To:, Cc:, or Bcc: fields. You can also add or remove addresses from your address book.

To open the address book, tap the address book button.

Adding email addresses to your local address book

1. Touch Local.

2. Touch the Name field and a keyboard screen will appear, allowing you to enter a name for the new line. Tap OK.

The Name field value is an alias for the email address. If you do not enter an alias name, the alias will be your email address.

3. Touch the Address field, a keyboard screen will appear, use which to enter the email address for the new line. Tap OK.

Removing email addresses from your address book

Unused email addresses can be deleted.

To change your email address, you must delete the address, then add it to your local address book as a new address.

1. Touch Local.

2. Tap one or more email addresses that you want to delete.

The following message appears: Do you want to delete the selected addresses?

3. Touch Yes to delete the selected email addresses or No to return to the Address Book screen.

Scanning to a folder

This device feature is only available on HP LaserJet M5035 MFP models.

The device can scan a file and send it to a folder on the network if the administrator has made this feature available. Supported OS for storage folders: Windows 2000, Windows XP, Windows Server 2003 and Novell.

You may need to enter a user name and password to use this feature, or save scanned document files in specific folders. For more information, contact your system administrator.

1. Place the document face down on the scanner glass or face up in the ADF.

2. On the Home screen, tap Network Folder.

3. In the list of Folders for quick access select the folder in which to save the document.

4. Touch the File Name field to open a pop-up keyboard screen and type the file name.

5. Click Send to Network Folder.

Scan jobs to a workflow destination

This MFP feature is based on the optional software Digital Sending Software (DSS) is supported only on HP LaserJet M5035 MFP models.

If your system administrator has enabled the workflow feature, the user can scan a document and immediately send it to a specified destination. This feature allows you to send additional information along with the scanned document to a specified network location or FTP address. The control panel display will prompt you to enter additional information. System Administrator can also designate a printer as a destination so that the user can scan a document and immediately send it to a network printer for printing.

1. Place the document face down on the scanner glass or place it face up in the ADF.

2. From the Home screen, touch Order of Operations.

3. Select the destination where you want to scan the document.

4. In the text box, enter the information you want to accompany the scanned file, and then tap Upload Operations.