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Barracuda Email Security Gateway

Barracuda Outlook Add-In Overview 5.x

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The Barracuda Outlook Add-In is compatible with MS Outlook 2003-2013 (version 2013 requires Barracuda Spam Firewall 5.1.3.007 and higher). This guide applies to the Barracuda Spam Firewall 300 and higher, version 5.x.

If both per-user quarantine and per-user Bayesian are enabled, the administrator can install an add-in, or choose to allow users to download an add-in, that provides the user with the following tools:

  • Classify messages as Spam or Not Spam directly from their MS Outlook client. This classification helps train the user’s personal Bayesian database, and results in higher accuracy for the Barracuda Spam Firewall. Users must have a quarantine account on the Barracuda Spam Firewall to use the Barracuda Outlook add-in. For information about  automatically or manually creating quarantine accounts for users, see Creating and Managing Accounts. Note that all feedback is stored in a per-user Bayesian database on the system. This mechanism prevents users from compromising the global Bayesian database, and results in more specific scoring due to learning about a user’s personal mail preferences.
  • Message encryption. The user can click a button in the MS Outlook client to encrypt  the message contents before sending it. Any messages encrypted using the add-In will appear in the Barracuda Spam Firewall Message Log with a Reason of Outlook Add-In. Email encryption is performed by the Barracuda Email Encryption Service, the same way encryption is performed when configured on the Barracuda Spam Firewall. The difference is that, with the add-in installed on the user’s machine, their outgoing email can be encrypted inside the network, securing email exchanged among people in the organization. See Encryption of Outbound Mail 5.x for more information about configuring email encryption.

For instructions on the installation and configuration of the Barracuda Outlook Add-In for the Windows environment, please see the Barracuda Outlook Add-In Deployment Guide 5.x.

Getting the Add-In

It is up to the administrator of the Barracuda Spam Firewall to decide whether or not users should be given access to this add-in. If the admin wishes to provide the add-in, download capability can be activated for the users under the USERS > User Features page. Users will then be able to download and install the add-in from a link on the login screen. If the admin chooses to only provide the add-in to a small subset of users, the add-in can be downloaded from the page where activation is performed and distributed to the necessary users. The add-in is downloaded in a zip file containing .msi files, and is available in both 32 and 64-bit versions.

Using the Add-In

Spam / Not Spam Classification
Once installed, the add-in makes itself available to the user through the toolbar inside MS Outlook. Two icons are provided that perform the necessary "Spam" or "Not Spam" classification functionality:

  • A red envelope with a red X in the lower right corner to classify messages as spam.
  • A green envelope with a checkmark  to classify messages as not-spam.

To use the add-in, select one or more items from the message window and click on the spam / not-spam icon to submit the messages to the Barracuda Spam Firewall for classification. For convenience, the toolbar icons are also provided when a mail message is opened in a new window for viewing. If desired, the message can be classified immediately from that window.

Please note that Bayesian learning is only effective when the differences between "Spam" and "Not Spam" are known to the system. Therefore it is important to make sure that both types of messages are classified from user desktops. This add-in is designed to make that classification process as easy as possible. However, it is up to each user to make sure the items they classify from the add-in are really considered spam or not spam as it will affect the scoring of future messages coming onto the system for them.

Encryption

With the Barracuda Spam Firewall 5.1 or later, when the user opens the New Message window in Microsoft Outlook, the Encrypt Message button will appear within the window, providing the option to encrypt the message contents before sending it. When the user sends an encrypted message using the Barracuda Outlook Add-In, the recipient will receive a notification email from the Barracuda Message Center that includes a link the recipient can click to retrieve their message. The Barracuda Message Center provides a web client much like any web mail client that the recipient can log into to view and manage encrypted messages. Note that the Encrypt Message button can be disabled through GPO.

For more information about the Barracuda Email Encryption Service, see Encryption of Outbound Mail 5.x.

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