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The GMS Administrator’s Guide Fourth Edition Gordano Ltd The GMS Administrator’s Guide Copyright © Gordano Ltd, 1995-2016. All rights reserved. Printed in the United Kingdom. Published by Gordano Ltd, Unit 1, Yeo Bank Business Park, Kenn Road, Kenn, Clevedon, Somerset, UK, BS21 6UW Printing History: Oct 2002 First Edition May 2003 Second Edition May 2015 Third Edition June 2016 Fourth Edition ISBN GMS, Gordano, Gordano Ltd and their logos are trademarks of Gordano Ltd. Many of the designations used by manufacturers and sellers to distribute their products are claimed as trademarks. Where those designations appear in this book, and Gordano Ltd was aware of a trademark claim, the designations have been printed in capitals or initial capitals Written by Brian Dorricott, John Stanners, Dean Fenton, Jason Hall and Dean Packer. Copyright © Gordano Ltd, 1995-2016 GMS WARNING: YOU SHOULD CAREFULLY READ THE LICENCE AGREEMENT PROVIDED WITH THIS MANUAL BEFORE USING THIS SOFTWARE PACKAGE. INSTALLING THE SOFTWARE ONTO YOUR COMPUTER INDI- CATES YOUR ACCEPTANCE OF THESE TERMS AND CONDITIONS. IF YOU DO NOT WISH TO ACCEPT ALL OF THESE TERMS, YOU SHOULD STOP INSTALLING THIS SOFTWARE NOW AND DESTROY ALL COPIES OF THE SOFTWARE AND ALL MANUALS AND OTHER DOCUMENTS SUPPLIED WITH IT. NTMail is a registered trademark of Gordano Ltd. The Gordano Logo is a registered trademark of Gordano Ltd. Juce is a registered trademark of Gordano Ltd. NT is a registered trademark of Northern Telecom Ltd. Windows NT is a trademark of Microsoft Corporation in the USA and other countries. All other trademarks are acknowledged. Patents Gordano owns a number of patents on its software as listed below: Autoport Gordano's “Autoport” technology is patented in the United Kingdom under patent number GB2391649. A patent application has been filed in the United States and is pending approval. Maintaining software and data (Automatic Updates) Gordano's “Maintaining software and data” technology is patented in the United Kingdom under patent number GB2374163. A patent application has been filed in the United States and is pending approval. Anti-spam filter (Sender Verification) Gordano's “Anti-spam Filter” technology is patented in the United Kingdom under patent number GB2385965 and in the United States under patent number 7574476. Transitory E-Mail Addresses Gordano's “Transitory E-mail Address” technology is patented in the United Kingdom under patent number GB2398399. GMS Administrator’s Guide Contents Table of Contents 1 Introduction . 1 1.1 About GMS . 1 1.2 Who Should Read this Guide? . 2 1.3 This Guide . 2 1.4 Other GMS Guides . 2 1.5 Additional Gordano Products . 3 1.6 Conventions. 3 2 Internet Mail Concepts . 5 2.1 How Does the Internet Work? . 6 2.2 What is a Post Office? . 7 2.3 What Does a Message Look Like?. 7 2.4 How is the Mail Server Found? . 8 2.5 How is the Message Transferred? . 9 2.6 Collecting E-mail and Replying . 10 2.7 SMTP Issues . 11 2.8 Methods of Collecting E-mail . 12 2.9 Sending Files by E-mail . 12 2.10 System Components . 13 GMS Mail . 13 GMS WebMail . 13 Other GMS Components . 14 2.11 Connecting to the Internet . 14 2.12 Why is a Web Proxy Useful? . 15 3 Setting Up a Mail Server . 17 3.1 Installing TCP/IP . 17 3.2 Naming Your Server . 17 3.3 Setting up MX Records. 17 3.4 Installing Internet Mail Software . 18 4 Installation . 19 4.1 Sizing Your Server and Connection . 20 Processor and RAM requirements . 22 4.2 Other Software Requirements. 22 4.3 Before Installation. 22 4.4 Installing GMS on Windows . 24 4.5 Installing GMS on Linux . 26 4.6 What Installation Does . 31 Windows . 31 Linux. 32 4.7 Changing the time zone. 33 4.8 Removing Gordano products . 33 Windows . 33 Linux. 33 5 Upgrades & Upgrading . 35 Copyright © Gordano Ltd, 1995-2016 i Contents GMS Administrator’s Guide 5.1 Upgrade Policy . .35 5.2 Determining Which Version You Have . .35 5.3 Adding products to an existing version . .35 5.4 Obtaining an Upgrade . .35 5.5 Applying an Upgrade. .36 5.6 User Interface Changes from Version 3 . .37 5.7 Obtaining Notification of Upgrades . .37 6 The User Interface . .39 6.1 Introduction. .39 6.2 Logging on to Administer GMS . .40 6.3 Standard Page Layout . .41 The Control Panel . .42 The Toolbar . .42 Dialog Components . .43 Status dialog . .43 Status bar . .43 6.4 The Effect on the Interface of User Privileges . .44 6.5 What a Standard User Sees . .45 User logon . .45 Options . .45 7 Day-to-day Management . .47 7.1 Accounts Overview . .48 7.2 Managing Accounts . .48 Adding one or more accounts . .48 Adding Accounts using mail.exe. .50 Changing an accounts password . .50 Emulating a user . .50 Removing an account or obsolete accounts . .50 7.3 Account Attributes . .52 Robot accounts . .52 DLL accounts (Windows only). .53 Mail Manager (Windows only) . .53 List Manager (Windows only) . .54 MML Scripts. .54 Aliases . .55 Forwarding accounts . .55 “Moved” messages . .56 Autoresponders . .56 7.4 Expiring Users . .58 7.5 Account Reports . .59 7.6 Maintaining Users Quarantine Folders . .59 7.7 Groups . .60 Domain and System Groups . .60 Adding new groups . .60 Adding users to a group. .62 Calendar Access. .62 Address Book Access . .64 Folder Access . .64 ii Copyright © Gordano Ltd, 1995-2016 GMS Administrator’s Guide Contents Journal Access . 64 Notes Access. 64 Tasks Access . 64 Tasks Access . 64 Editing a group . 64 Deleting a group. 64 7.8 Manage Calendars . 65 7.9 Mailing All Users in a Domain . 66 7.10 Managing Logs . 67 Specifying log levels . 68 Configuring log handling . 68 Disabling Domain and Relay logs. 69 Deleting, compressing or e-mailing a log. 69 Searching logs . 70 7.11 Regular Expressions . 71 8 Authentication Options . ..
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