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Creating Email Distribution Groups with Postini Mail Filtering

October 15th, 2008

 

There are four main parts:

1.                  Create Public Folder in Outlook

2.                  Set Shared Permissions

3.                  Create Aliases at Postini Website

4.                  Test it!

 

Part 1: Create Public Folder in Outlook

Expand Outlook’s Folder List (Go, Folder Lists if in another view) to locate Public Folders (usually at the end/bottom of the list)

Expand Public Folders, and then expand All Public Folders.

In the hierarchy, right-click on the parent folder that you would like the new distribution group to be a child of.

  • All folders must be created below All Public Folders, but can be nested quite deep.

  • The new folder name will be the email address of the new email distribution group.

  • The new folder name must be unique, or Exchange will suffix a number  to guarantee originality (i.e. pressreleases2).

  • Use standard internet conventions when creating the new folder name: All lower case, no spaces, starts with a letter, only contains the characters a-z and 0-9, and the symbols – (hyphen) and _ (underscore).  Avoid all other characters, even if it seems like Outlook accepts them (<>,.!@$%^&*+?\/ and all parenthesis).

 

Part 2: Set Shared Permissions

 

Right-click the newly created public folder and choose Properties.

Click the Permissions tab.

Using the Add button, pick the each person that you wish to have some sort of access to the email distribution list.

Highlight each name in turn (or multiple names at once) set the appropriate permissions using the check boxes below, or the pre-assigned roles in the drop down box called Permission Level.

After all users have been added and their permissions set, click OK.

 

Part 3: Create Aliases at Postini Website

Open a web browser and log into the Postini website: http://login.postini.com.

Provide the required credentials, then choose System Administration within 5 seconds to beat the timer.

Click the Orgs and Users tab at the top

Click Users at the top, under the bar in the previous step.

Select an existing name (i.e. emailname@domain.com) by clicking on it.

Click Aliases under the Settings section.

Type in the email address of the new public folder you created in the first step above, along with the @ sign and the full domain and then click the Add button.

Click the Logout link in the top right corner.

Close the browser window.

 

Part 4: Test it!

Send a new email and address it to the new distribution list email address.

Within minutes of clicking Send, the message should appear in the new Public Folder.

Verify that each person has the appropriate permissions that you set in Part 2 by attempting to open the folder and its contents in Outlook when logged in as that user account.

 

End.