Vasco Personal aXsGUARD Administrator Guide

E-mail Storage How To
Version 8.0.0

E-mail Storage How To - Version 8.0.0
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Table of Contents
1. Introduction ...................................................................................................................... 1
1.1. About this Document ................................................................................................ 1
1.2. Examples used in this Guide ...................................................................................... 1
1.3. Documentation Sources ............................................................................................. 1
1.4. About the AXS GUARD ............................................................................................. 2
1.4.1. What is it? .................................................................................................... 2
1.4.2. Spare Units .................................................................................................. 2
1.4.3. Licensed Units .............................................................................................. 2
1.4.4. Configuration Wizards ..................................................................................... 3
1.5. About VASCO ......................................................................................................... 3
2. E-mail Server .................................................................................................................... 4
2.1. Overview ................................................................................................................ 4
2.2. Mail Transfer Agents and Mail Servers ......................................................................... 4
2.2.1. Basic Concept ............................................................................................... 4
2.2.2. Feature Activation .......................................................................................... 5
2.2.3. E-mail Firewall Policy Settings .......................................................................... 5
2.3. E-mail Domains ....................................................................................................... 6
2.4. Mail Client Protocols ................................................................................................. 7
2.4.1. POP3 .......................................................................................................... 7
2.4.2. IMAP ........................................................................................................... 7
2.4.3. POP3 vs. IMAP ............................................................................................. 7
2.5. Transport Layer Security (TLS) ................................................................................... 7
2.5.1. Purpose ....................................................................................................... 7
2.5.2. Configuration ................................................................................................. 8
2.6. E-mail Envelope, Header and Body ............................................................................. 8
2.6.1. Overview ...................................................................................................... 8
2.6.2. Mail Envelope ............................................................................................... 8
2.6.3. Header and Body .......................................................................................... 8
2.7. Aliases ................................................................................................................. 10
2.7.1. Definition .................................................................................................... 10
2.7.2. Configuration ............................................................................................... 10
2.8. Distribution Lists ..................................................................................................... 11
2.8.1. Definition .................................................................................................... 11
2.8.2. Configuration ............................................................................................... 12
2.9. Auto-Response Settings ........................................................................................... 13
2.9.1. Definition .................................................................................................... 13
2.9.2. Avoiding E-mail Loops .................................................................................. 13
2.9.3. Priorities ..................................................................................................... 14
2.9.4. User Level Configuration ............................................................................... 14
2.9.5. Auto-response for Distribution Lists .................................................................. 15
2.9.6. System Level Configuration ............................................................................ 15
2.10. Auto-deleting E-mail .............................................................................................. 16
2.10.1. Purpose .................................................................................................... 16
2.10.2. Configuration ............................................................................................. 16
2.11. Forwarding .......................................................................................................... 16
2.11.1. Definition .................................................................................................. 16

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2.11.2. Configuration ............................................................................................. 17
2.12. Quotas ................................................................................................................ 18
2.12.1. Definition .................................................................................................. 18
2.12.2. Setting User Quotas .................................................................................... 19
2.12.3. Quota Notifications ..................................................................................... 19
2.12.4. Viewing and Exporting Mail Quota ................................................................. 20
3. Mail Client Configuration .................................................................................................. 21
3.1. Overview ............................................................................................................... 21
3.2. POP3 ................................................................................................................... 21
3.3. IMAP .................................................................................................................... 24
4. Address Book Configuration ............................................................................................ 27
4.1. Overview ............................................................................................................... 27
4.2. LDAP Address Book ............................................................................................... 27
4.2.1. Definition .................................................................................................... 27
4.2.2. Server Configuration ..................................................................................... 27
4.2.3. Client Configuration ...................................................................................... 29
5. Webmail ......................................................................................................................... 31
5.1. Overview ............................................................................................................... 31
5.2. Supported Webmail Clients ...................................................................................... 31
5.3. Server Configuration ............................................................................................... 31
5.3.1. Feature Activation ........................................................................................ 31
5.3.2. Selecting your Webmail Client ........................................................................ 31
5.3.3. Group Configuration ..................................................................................... 33
5.3.4. User Configuration ....................................................................................... 34
5.3.5. Firewall Configuration .................................................................................... 34
5.3.6. Authentication Settings .................................................................................. 35
5.3.7. Customizing your Webmail Logo ..................................................................... 36
5.4. Accessing Webmail ................................................................................................. 37
6. POP3, IMAP and Webmail Logs ........................................................................................ 38
6.1. Overview ............................................................................................................... 38
6.2. Accessing the POP3 and IMAP Logs ......................................................................... 38
6.3. Accessing the Webmail Logs .................................................................................... 38
7. Troubleshooting .............................................................................................................. 39
8. Support .......................................................................................................................... 41
8.1. Overview ............................................................................................................... 41
8.2. If you encounter a problem ....................................................................................... 41
8.3. Return procedure if you have a hardware failure ........................................................... 41
Alphabetical Index ................................................................................................................ 45

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VASCO Products
VASCO Data Security, Inc. and/or VASCO Data Security International GmbH are referred to in this document
as ‘VASCO’. VASCO Products comprise Hardware, Software, Services and Documentation. This document
addresses potential and existing VASCO customers and has been provided to you and your organization for
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Copyright
© 2014 VASCO Data Security, VASCO Data Security International GmbH. All rights reserved.

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Chapter 1. Introduction
1.1. About this Document
• This document has been written for AXS GUARD version 8.0.0 and is based on changes and features that
have been implemented since version 7.7.3.
• This document was last updated on 22 Sep 2014.
The AXS GUARD E-mail Storage How To serves as a reference source for technical personnel or system
administrators. It explains the concepts and configuration of e-mail storage on the AXS GUARD.
In Chapter 1, Introduction, we introduce the AXS GUARD and explain the difference between licensed and
spare units.
In Chapter 2, E-mail Server, we briefly explain the concept of e-mail, aliases, forwarding and other general
terms associated with e-mail. We also explain how to configure the various e-mail options and features on
the AXS GUARD.
In Chapter 3, Mail Client Configuration, we explain how to configure Outlook 2007 to read POP3 and IMAP
mail.
In Chapter 4, Address Book Configuration, we explain the use and configuration of the AXS GUARD Address
Book.
In Chapter 5, Webmail, we explain the Webmail feature of the AXS GUARD, which allows you to access e-
mails with an Internet browser.
In Chapter 6, POP3, IMAP and Webmail Logs, we take a look at the POP3, IMAP and Webmail logs.
In Chapter 7, Troubleshooting, we offer some solutions to solve difficulties.
In Chapter 8, Support, we explain how to request support, and return hardware for replacement.
1.2. Examples used in this Guide
All setups and configuration examples in this guide are executed as an advanced administrator. Some options
are not available if you log on as a full administrator or a user with lower privileges.
The administrator levels are explained in the system administration guide.
As software development and documentation are ongoing processes, screenshots shown in this guide
may slightly vary from the screens of the software version installed on your appliance.
1.3. Documentation Sources
Other documents in the set of AXS GUARD documentation include:
• AXSGUARDInstallationGuide, which explains how to set up the AXS GUARD, and is intended for technical
personnel or system administrators.
• How to guides, which provide detailed information on the configuration of each of the features available as
add-on modules (explained in Section 1.4.1, “What is it?”). These guides cover specific features such as:
• AXS GUARD Authentication
• AXS GUARD Firewall

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• AXS GUARD Single Sign-On
• AXS GUARD VPN
• AXS GUARD Reverse Proxy
• AXS GUARD Directory Services
Access to AXS GUARD guides is provided through the permanently on-screen Documentation button in the
AXS GUARD Administrator Tool.
Further resources available include:
• Context-sensitive help, which is accessible in the AXS GUARD Administrator Tool through the Help button.
This button is permanently available and displays information related to the current screen.
• Training courses covering features in detail can be organized on demand. These courses address all levels
of expertise. Please see http://www.vasco.com for further information.
1.4. About the AXS GUARD
1.4.1. What is it?
The AXS GUARD is an authentication appliance, intended for small and medium sized enterprises. In addition
to strong authentication, the AXS GUARD has the potential to manage all of your Internet security needs. Its
modular design means that optional features can be purchased at any time to support, for example, e-mail
and Web access control. The AXS GUARD can easily be integrated into existing IT infrastructures as a stand-
alone authentication appliance or as a gateway providing both authentication services and Internet Security.
Authentication and other features such as firewall, e-mail and Web access, are managed by security policies,
which implement a combination of rules, for example, whether a user must use a DIGIPASS One-Time
Password in combination with a static password for authentication. Security Policies are applied to specific
users or groups of users and can also be applied to specific computers and the entire system.
1.4.2. Spare Units
ASpare Unit isanunlicensed appliance,withlimited configuration possibilitiesandallows youtoswiftly replace
a defective appliance. It can also be licensed as a new appliance. In fact, all appliances can be considered
spare units until they are licensed.
Restoring to a Spare Unit is restricted to:
• the same hardware version (e.g. AG-3XXX, AG-5XXX or AG7XXX) as the unit being replaced.
• the same software version as the appliance being replaced (or a higher version on which data migration is
supported; please contact VASCO support ([email protected]) for guidance.
Once a backup is restored on a Spare Unit, full functionality is available. The configuration tool of the appliance
can then be accessed by any user with administrative privileges (see the AXS GUARD System Administration
How To.)
The license from the backup is also restored on the Spare Unit. However, an appliance with a restored license
onlyremains operational foragrace period of30days,during whichtheSystemAdministrator needstoacquire
a new license. If a new license has not been issued after this grace period, all services on the appliance will
be stopped. Only the Administrator Tool will remain accessible.
Contact VASCO support ([email protected]) to release the restored license of the original appliance. To
relicense the appliance, follow the same procedure as used during first-time licensing.
1.4.3. Licensed Units
With a licensed appliance, a user with full administrative privileges has access to all the configuration options
on the AXS GUARD. Use the sysadmin account to create a user with administrative privileges. Since the

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sysadmin user can create new administrators, you should change the default password of this account when
you log in to the appliance for the first time.
Licensing and accessing a fully operational in-service appliance requires the following steps:
1. Logging on to the AXS GUARD as the default sysadmin user and changing the sysadmin password
2. Creating a new user with full administration rights, which is required to configure the AXS GUARD
3. Licensing the appliance
1.4.4. Configuration Wizards
Use the configuration wizards to configure your system essentials more easily.
1.5. About VASCO
VASCO is a world leader in strong authentication and e-signature solutions, specializing in online accounts,
identities and transactions. As a global software company, VASCO serves a customer base of approximately
10,000 companies in over 100 countries, including approximately 1,500 international financial institutions. In
addition to the financial sector, VASCO’s technologies secure sensitive information and transactions for the
enterprise security, e-commerce and e-government industries.
For further information, please visit http://www.vasco.com.

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Chapter 2. E-mail Server
2.1. Overview
In this section, we provide a basic explanation of e-mail, the e-mail storage capabilities of the AXS GUARD
and its configuration. Topics covered in this section include:
• E-mail basics: The Mail Transfer Agent (MTA), e-mail domains, the e-mail envelope, headers and body.
• E-mail aliases: Alternative e-mail addresses for a mailbox.
• Distribution Lists: A compilation of multiple addressees in a single e-mail address.
• Automatic response capabilities: Automatic replies to the sender, e.g. vacation messages.
• E-mail forwarding: How to forward e-mails to another mailbox (e-mail address).
• E-mail quotas: The amount of authorized e-mail storage space reserved for a user.
• E-mail retrieval: Available protocols and methods to retrieve e-mails, such as IMAP, POP, Webmail and the
related configuration settings.
2.2. Mail Transfer Agents and Mail Servers
2.2.1. Basic Concept
E-mails travel across the Internet between their source and destination via servers, in the same way that
traditional paper mail travels the world via post offices (as illustrated below). On the Internet, the role of post
offices or sorting offices are assumed by Mail Transfer Agents or MTAs. The concept of e-mail varies slightly
from a traditional post office in that a Mail Server stores e-mails for an e-mail client and the e-mail client
retrieves and delivers them. Traditional mail is usually delivered, not retrieved. Mail Servers are sometimes
called Delivery Agents and Mail Clients are sometimes referred to as Mail User Agents (MUAs), e.g. MS
Outlook.
Figure 2.1. Analogy between E-mail and Paper MTA
• Similar to the infrastructure of traditional post offices, the MTA network links servers, such as the AXS
GUARD, across the world.
• E-mails are sent directly from a sender MTA to the receiver MTA, based on the MX records which are looked
up via a DNS request, unless configured otherwise on the sender MTA. For more information about DNS
andMXrecords, see theAXSGUARDPublic DNS HowTo,which is available byclickingon the permanently
available Documentation button in the Administrator tool.
• The Mail Client is a program for viewing, replying, forwarding, sorting, creating and deleting e-mails.
Common mail clients are Outlook, Outlook Express and Thunderbird.

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2.2.2. Feature Activation
In this section, we explain how to enable the AXS GUARD MTA and mail server.
1. Log on to the AXS GUARD as explained in the AXS GUARD System Administration How To, which is
accessible by clicking on the permanently available Documentation button.
2. Navigate to System > Feature Activation.
3. Expand E-mail.
4. Check the options as shown in the image below.
Figure 2.2. MTA and E-mail Feature Activation
2.2.3. E-mail Firewall Policy Settings
System-level settings
Do not allow any mail services on the AXS GUARD at the system level, except for the MTA (port 25).
Enforce user authentication instead.
Internet and DMZ access to SMTP port 25 on the AXS GUARD is granted by default. SMTP access from the
secure LAN, POP3 access and IMAP access are not permitted by default. More information about the AXS
GUARD Firewall is available in the AXS GUARD Firewall How To, which can be accessed by clicking on the
permanently available Documentation button in the Administrator Tool.
Granting e-mail Access to a Group
To grant e-mail access to users of a group, simply assign the predefined sys-email Dynamic Firewall Policy
to the appropriate group. The members of the group will then be able to use the services after successful
authentication.
1. Log on to the AXS GUARD as explained in the AXS GUARD System Administration How To, which is
accessible by clicking on the permanently available Documentation button.
2. Navigate to Users&Groups > Groups.
3. Select the group that needs access to AXS GUARD e-mail services.
4. Click on the Firewall tab.
5. Click on the Add Firewall Policy button.
6. Click on sys-email in the list.
7. Click on Update (see the image below).
The instructions above explain how to configure the Firewall for groups. See the AXS GUARD Firewall
How To for details about the configuration of the Firewall at the user and the computer level. The
Firewall How To is accessible via the Documentation button in the Administrator Tool.

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Figure 2.3. Assigning Mail Rights to a Group
2.3. E-mail Domains
A domain identifies company web sites, e-mail servers, but also other devices such as gateways and routers
via a common name. For example, microsoft.com is the domain name of Microsoft’s web sites and update
servers. A single web server can serve web sites for multiple domain names, but a single FQDN can
only point to one machine. For example, Apple Computer has the following web sites: www.apple.com,
www.info.apple.com and store.apple.com. Each of these sites could be hosted on different machines.
The AXS GUARD MTA allows you to handle mail for one or multiple domains. All e-mails for a configured
domain can either be handled and stored locally, forwarded to a specific computer or relayed out to a specific
SMTP server. Users only have one physical mailbox, even if they are a member of multiple local domains on
the AXS GUARD. All messages destined to a member of one of these domains are delivered to the same
physical mailbox.
For detailed information about e-mail domains and their configuration, see the AXS GUARD E-mail Relay How
To,whichcan be accessed by clickingonthepermanentlyavailable Documentation button in theAdministrator
Tool.
Figure 2.4. E-mail Domains

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2.4. Mail Client Protocols
2.4.1. POP3
The Post Office Protocol (POP) is an application-layer Internet protocol used by local e-mail clients to retrieve
e-mail from a remote server over a TCP/IP connection. The e-mails are downloaded from the server, unless
you configure the client to keep a copy of the messages on the server. Former versions of POP exist (POP1
and POP2), but are obsolete.
2.4.2. IMAP
The Internet Message Access Protocol (IMAP) is one of the two most prevalent Internet standard protocols for
e-mail retrieval, the other being the Post Office Protocol. Virtually all modern e-mail clients and mail servers
support both protocols to transfer e-mail messages from a server.
2.4.3. POP3 vs. IMAP
POP3 has the advantage that you can access your messages while the e-mail server is down. However, if no
copies are kept on the server, it’s difficult to access the same mailbox from multiple clients. Once the e-mails
are retrieved by one client, they cannot be accessed by another client, since the messages are downloaded
from the server and stored locally on the client. Even if the client is configured to keep copies on the server,
the status of the messages (read / unread) is not managed centrally; a message may have been read by one
mail client, while being unread by another.
With IMAP, the messages remain on the mail server instead of being downloaded. When the mail client is
started, it connects to the AXS GUARD mail server on TCP port 143. E-mail clients that use the IMAP protocol
generally leave messages on the server, unless the user explicitly deletes them. This property makes backups
easier. IMAP is also better alternative in case of a client failure. Since the messages are kept on the server,
you simply need to resynchronize the e-mail client.
Figure 2.5. POP vs. IMAP
2.5. Transport Layer Security (TLS)
2.5.1. Purpose
The AXS GUARD supports secure IMAP and POP. This way you can access your e-mails securely from the
Internet. For in-depth information about TLS, see the E-mail Relay How, which can be downloaded by clicking
on the Documentation button in the administrator tool.

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The use of certificates is explained in the PKI How To.
2.5.2. Configuration
1. Navigate to E-mail ⇒POP3 / IMAP
2. Select the appropriate option for TLS
3. Click on update to save your settings
Figure 2.6. POP3 and IMAP TLS Settings
Parameter Description
No TLS TLS is not used.
Opportunistic
TLS The AXS GUARD announces TLS support to the clients, but does not require its use.
Mandatory
TLS POP and IMAP clients must use TLS.
Table 2.1. POP3 and IMAP TLS Settings
2.6. E-mail Envelope, Header and Body
2.6.1. Overview
The key idea in e-mail systems is the distinction between the envelope and its contents, which we explain
in the following sections.
2.6.2. Mail Envelope
The envelope encapsulates the message. It contains all the information needed for transporting the message,
such as the destination address, the message priority, etc. This information stands on its own and is distinct
from the message itself. The Message Transport Agents (MTAs) use the envelope for routing, just as the post
office does. A new envelope is created per recipient.
2.6.3. Header and Body
The message inside the envelope consists of two parts: the header and the body. The header contains control
information for the user agents (see Table 2.2, “Connection Settings”). The body is intended for the human
recipient.Thebody is themessageitself, which can beformattedin plain textorHTML.The difference between
paper mail (a) and e-mail (b) is illustrated below.

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Figure 2.7. Envelope, Header and Body
Each message has exactly one header, which has separate fields. Each field has a name and a value. RFC
5322 specifies the syntax to be used. The most important header fields are listed below:
Field Description
From The e-mail address, and optionally the name of the sender. Forms the envelope
with the To field.
To The e-mail address(es), and optionally name(s) of the message’s recipient(s).
Forms the envelope with the From field.
Subject A brief summary of the contents of the message.
Date The local time and date when the message was written.
BCC Blind Carbon Copy. The e-mail address(es) in this field are not visible to other
addressees.
CC Carbon copy. The e-mails address(es) in this field are visible to other addressees.
Content-Type Information about how the message has to be displayed, usually a MIME type.
In-Reply-To Message-ID of the message that this is a reply to.
Received Tracking information generated by mail servers that have previously handled the
message.
References Message-ID of the message that this is a reply to, and the message-id of this
message, etc.
Reply-To E-mail address that should be used to reply to the sender.
Table 2.2. Connection Settings

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The AXS GUARD uses a special header to avoid e-mail loops when the auto-response option (e.g.
vacation message) is enabled. See Section 2.9, “Auto-Response Settings” for more information.
2.7. Aliases
2.7.1. Definition
An e-mail alias is a forwarding mechanism which allows system administrators to create and link one or more
alternate e-mail addresses to a single mailbox. E-mails sent to the alias e-mail address are automatically
forwarded to the appropriate mailbox. The alias concept is illustrated below.
Some aliases are required on all MTA’s, such as the [email protected] e-mail address. This e-
mail address is used to report MTA problems. Other e-mail aliases are automatically created on the AXS
GUARD, e.g. [email protected] , [email protected] , etc. The postmaster e-mail alias is linked
to the sysadmin user, unless specified otherwise. More information about the AXS GUARD sysadmin user
is available in the AXS GUARD System Administration How To, which is accessible via the Documentation
button in the Administrator Tool.
Figure 2.8. E-mail Alias Concept
The aliases are created for all local mail domains configured on the AXS GUARD (see Section 2.3,
“E-mail Domains”).
2.7.2. Configuration
In this section, we explain how to add an e-mail alias for a user on the AXS GUARD.
1. Log on to the AXS GUARD as explained in the AXS GUARD System Administration How To, which is
accessible via the Documentation button.
2. Navigate to Users & Groups.
3. Click on the appropriate user name.

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4. Enter the desired alias for the user.
5. Click on Add.
6. Click on Update.
Figure 2.9. Adding an Alias
2.8. Distribution Lists
2.8.1. Definition
A distribution list is an easy method to send an e-mail to multiple recipients through a single e-mail address,
whichisinfact an alias (see Section 2.7, “Aliases”) formemberrecipients.Mailsent to the alias is automatically
delivered to the mailbox of each recipient who is included in the distribution list.
Figure 2.10. Distribution List Concept

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You can only create distribution lists for your own (internal) network, not for forwarded domains.
However, it is possible to use external e-mail addresses as recipients, e.g. hotmail or gmail addresses.
The external addresses have to be added under E-mail > Filters > External Addresses, otherwise
senders will receive an "undeliverable" message.
2.8.2. Configuration
In this section, we explain how to add a distribution list on the AXS GUARD.
1. Log on to the AXS GUARD as explained in the AXS GUARD System Administration How To, which is
accessible via the Documentation button.
2. Navigate to E-mail > Distribution List.
3. Click on Add new.
4. Enter the settings as explained in the table below.
5. Click on Save when finished.
Figure 2.11. Creating a Distribution List
Field Description
Name A name for the distribution list. Invalid characters are not accepted.
Description Provide a description for the distribution list (not required).
Distribution e-mail address Enter the address without the domain name; rather than entering
[email protected] , just enter all .
Domain Select the domain of the distribution address, e.g. mydomain.com . Go to E-
mail # Domains to view all configured domains.
Recipients Enter the usernames or the e-mail addresses of the recipient(s), either separately
or in a comma-separated list without spaces. External e-mail addresses are also
allowed.
Note that external e-mail addresses must be added under E-mail > Filters >
External Addresses, otherwise senders will receive a delivery error message when
attempting to send a message to the external address.
Recipient Groups Add all members of a group to the recipient list.
Auto-response active Sends an automated response according to the configured settings.

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Field Description
Allow access from anywhere: Select this option to allow anybody to send
messages to the distribution e-mail address. If enabled, messages coming from
the Internet will be accepted and relayed.
Accessibility
Restrict access to internal use: If selected, the broadcast mailbox will not accept
messages originating from the Internet. Messaging will be restricted to users in
your secure network.
Table 2.3. Alias Configuration Settings
2.9. Auto-Response Settings
2.9.1. Definition
Theauto-responsefunction enables the AXS GUARDtosendanautomatic response to e-mails receivedwhile
a user is unavailable, e.g. whe a user is on vacation. Senders are automatically notified that the addressee
is unable to read his / her e-mails, allowing them to use an alternate e-mail address or another method of
communication. The auto-response function can only be used for users in a local domain, i.e. a domain for
which e-mail messages are stored locally (on the AXS GUARD). It does not apply to forwarded domains.
Theauto-response functioncanalsobeconfigured atthesystem level.If enabled,thesystem willautomatically
send an automated response on behalf of all users.
Example 2.1. Holiday season
Assuming your company employs 100 people and that you are closed for business every year between 12/23
and 2/2 for the holidays. You can have each employee configure his / her out of office message individually.
This means 100 configurations on your appliance, with the risk of someone forgetting to do so. Doing this at
the system level makes more sense in this case and only requires a single configuration at the system level
by the system administrator.
You can also configure an automatic response for distribution lists (see Section 2.8, “Distribution
Lists”). When a user configures an auto-reply message and that user’s e-mail address is also included
in a distribution list, no auto-reply will be sent on behalf of the user when a message is sent to the
distribution e-mail address. This is expected behavior.
2.9.2. Avoiding E-mail Loops
Between AXS GUARD MTAs
To avoid two or more AXS GUARD users from generating auto-response messages to each other in a never-
ending loop, an additional header field (see Section 2.6, “E-mail Envelope, Header and Body”) is automatically
added to auto-response messages.
Between AXS GUARD and 3rd party MTA
The same principle applies to auto-responses sent from the AXS GUARD to mailboxes of a 3rd party MTA.
The AXS GUARD has an option so that only a single auto-response message is sent per external address.
This prevents message looping. While the auto-response function is enabled, the AXS GUARD maintains a
list of e-mail addresses to which an auto-response message has already been sent.
The auto-response function only answers messages if a user has been contacted via his user name or
alias(es). Distribution list addressees (see Section 2.8, “Distribution Lists”) and BCC addressees (see
Section 2.6, “E-mail Envelope, Header and Body”) do not receive automatic responses. This is to avoid
unnecessary or indiscrete message traffic.

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Figure 2.12. Auto-response example
2.9.3. Priorities
Automatic responses can be configured on three levels, i.e. the user level, the distribution list level and the
system level. The system will only send an automatic reponse for the most specific match.
Example 2.2. Automatic responses at the user and system level
Assume that userX configured an automatic response and that an auto-response has also been activated at
the system level. When a message is sent to userX, the appliance will only send one automatic response, i.e.
the one that was configured by the user.
Users cannot change their auto-response settings, unless authorized by the AXS GUARD system
administrator. To allow users to configure their auto-response settings, navigate to Users & Groups >
General and check the May users change their auto-response settings? option.
2.9.4. User Level Configuration
1. Log on to the AXS GUARD as a regular user. For the procedure, see the AXS GUARD System
Administration How To, which is accessible via the Documentation button.
2. Navigate to Users & Groups > Users.
3. Click on the appropriate user name.
4. Enter the settings as explained in the table below.
5. Click on Update when finished.

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Figure 2.13. Auto-Response Configuration
2.9.5. Auto-response for Distribution Lists
1. Navigate to E-mail ⇒Distribution List.
2. Select the list for which you want to configure an automated response.
3. Configure the auto-response settings as explained in the table below.
4. Update your configuration.
2.9.6. System Level Configuration
1. Navigate to E-mail ⇒General
2. Check auto-response active
3. A new tab will appear. Complete the settings as explained in the table below.
4. Update your configuration.
Figure 2.14. Automatic Response at the System Level
Field Description
Auto-response Active Check to enable. Uncheck to disable.
Start Enter the Start time in the DD/MM/YYYY hh:mm format.
End Enter the End time in the DD/MM/YYYY hh:mm format.
Notify sender Select the desired frequency.
Auto-response Subject The subject of the auto-response message.

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Field Description
Auto-response message The message you wish to convey.
Table 2.4. Auto-Response Settings
Auto-responses are automatically disabled when their end date has been reached.
2.10. Auto-deleting E-mail
2.10.1. Purpose
It is possible to automatically delete incoming messages for a given user. This is very useful for old accounts
that are no longer active and that are still receiving e-mail. You can combine this option with the auto-response
functionality to provide senders with an alternate e-mail address or to let them know that the account is no
longer monitored.
2.10.2. Configuration
1. Navigate to Users & Groups ⇒Users.
2. Select the account of which messages should be automatically deleted.
3. In the e-mail tab, select delete incoming mail immediately.
4. To notify senders, configure the auto-response functionality (see Section 2.9, “Auto-Response Settings”).
5. Update your configuration.
Figure 2.15. Automatic Deletion of E-mail
2.11. Forwarding
2.11.1. Definition
Messages sent to a mailbox on the AXS GUARD (i.e. a local mailbox) can be forwarded to one or more e-
mail addresses. E-mail forwarding redirects e-mail going to one address and sends it to one or several other
addresses. Vice versa, e-mails going to several different addresses can be converged via forwarding to end
up in a single address mailbox.
If the e-mail address to which e-mails are forwarded is local, the message is forwarded to the user’s AXS
GUARD mailbox. If the address is not local, the AXS GUARD forwards the message to the authoritative MTA,
e.g. hotmail, gmail, etc.