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Proofpoint, Inc.

How to add, test, and manage your Domains and Outbound Filtering

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Situation You are a new admin and there are many customers under your supervision. You are a re-seller and your Organization Administrators want to know what is the best way to manage their company domains.
Solution In order for a domain to receive filtering from the message filtering service, that domain must be added to one of the
organizations in your service. At least one domain was added as part of customer creation process.

Domains

Every Internet email address includes a domain, which specifies where mail should be sent. For instance, the address joe@mycompany.com directs a message to the user Joe in the domain mycompany.com. In order for a domain to receive filtering from the message filtering service, that domain must be added to one of the
organizations in your service. At least one domain was added as part of customer creation process.

Adding a domain to an organization facilitates the following:

  • Allows the message-filtering layer to accept mail traffic for the domain.
  • Associates the domain with a destination configuration, which holds delivery information for your
    mail server and any failover sites that are enabled.
  • Associates the domain with a destination.
  • Sets a default domain for new users.
  • Associates the domain with an organization’s default settings for functionality such as SMTP
    Discovery, Active Directory Discovery and filtering.

When you associate a domain with an organization, keep the following in mind as you decide in which
organization you want to locate a domain:

  • All domains must deliver email to the same destination servers in order to qualify as alias domains.
  • Domains should only have failover destination sites defined if the failover site is available at all times.
  • The system will prevent you adding users without having previously added the domain associated
    with the user address.
  • An administrator must have authorization over the organization containing the domain to manage
    the users and domain.
  • A domain and its users must be in the same organization.
  • You cannot add a domain as RELAY that has already been previously added and still exist on the same stack.

Searching for a Domain

If you manage a large number of domains, you can find them by using the Search field on the top of the page
or by using the search field in the customer list. The returned results will present the organization name in
which the searched domain match is located. When you run a search, you see all the organizations that
contain domains matching your search criteria. Search results show up to 1,000 results. If necessary, the
results are displayed on multiple pages.

To view the domains for a specific organization:

  1. Navigate to Company Settings > Customers.
  2. Click on the customer name.

    By clicking on the customer name you will be directed to the customer site and see the customer Profile
    page.

  3. Click on the Domains tab.

To add a domain:

Follow these steps to add a domain before you change your MX records for that domain. If you change your
MX records before these steps are completed, you may lose mail.

  1. Click Add New Domain.
  2. Enter the domain name.
  3. Enter the destination IP address or hostname for the domain.
  4. (Optional) Enter the failover IP address or hostname for the domain.
  5. Click Save.

To test a domain:

  1. Click Test next to the domain you wish to test.
  2. Review test results.
    MX Records: Will check the MX records for the domain and indicate whether they are correct
    (pointing to the Proofpoint Essentials service)
    SMTP Destination: Will check to ensure Proofpoint Essentials can connect to destination over port 25.
  3. Click Close.

To edit a domain:

  1. Click Edit next to the domain you wish to edit.
  2. Make appropriate changes.
  3. Click Save.

To delete a domain:

  1. Click Delete next to the domain you wish to delete.

Domain changes are reflected system wide every half hour.

Outbound Filtering

The Proofpoint Essentials platform will accept email for outbound relay when the following conditions are
met:

  1. Email sent from a Preregistered static IP address.
  2. Email is sent from a registered domain corresponding to the Preregistered static IP address.
  3. The Email is sent from a registered users email address (unless SMTP Discovery is enabled).

Before you can add an outbound IP address, make sure the Outbound filtering option is enabled.

To enable outbound filtering feature

  1. Navigate to Company Settings > Features.
  2. If the Enable Outbound Relaying checkbox is unchecked, check it.
  3. Click Save.

To add an outbound IP address

  1. Navigate to Company Settings > Domains.
  2. Click Add New Sending Server.
  3. Type in the IP address.
  4. Click Save.
  5. Repeat for additional addresses.

In addition to adding a standard IP address Proofpoint Essentials also supports CIDR notation (A.B.C.D/n). Simply type in the CIDR value in the text field provided.

To edit an outbound IP address

  1. Navigate to Company Settings > Domains.
  2. Click Edit next to the IP you wish to edit.
  3. Update the IP address.
  4. Click Save.

To delete an outbound IP address

  1. Navigate to Company Settings > Domains.
  2. Click Delete next to the IP you wish to edit.