Protect Your Privacy with Disposable Tracking Emails
Do you ever wonder who is selling your email address to marketing companies? Or do you ever sign up for services and sites while checking things out but don’t want to end up on every email they send until the end of time? Gave your email address for a 10% off discount? Used it with a sketchy parking lot?
We’ve all been there.
Wouldn’t it be nice to be able to come up with an address on a whim? I’m at Subway and they want my email:
“Yeah, that’s subway+vlad@exchangedefender.com“
ExchangeDefender now let’s you do this on a whim there is nothing to set up. Just add any tag+ to the front of your email address and that’s it. Yep, any text you can imagine. Tie it to a specific search like pi+orders+vlad@exchangedefender.com so you can create an Inbox filter rule and potentially automation based on the address alone.
Message is still subject to your security policies so if it’s safe it will come right to your inbox.
Yeah but how do I unsubscribe?
You can do the traditional click & pray that the unsubscribe site is 1) up and 2) works.
The cool thing about tracking emails is that they are integrated in admin.exchangedefender.com and you can see a report similar to the daily quarantine report. Here you can see who is sending messages to which disposable address.
ExchangeDefender shows you where the sender got your email address from and where your data may have been compromised or sold.
You have even more flexibility with the address. If you’re starting to get a lot of abuse at the address, just click on the <b>Stop</b> button and we’ll bounce any email sent to that address tag+ address.
Changed your mind? Hit play and the address will be reactivated as usual.
Inbox, your company email’s emergency plan
We just released a brand new email solution called ExchangeDefender Inbox. You may have seen the beta floating around. It’s official, the commercial product is here and we are absolutely delighted. Inbox is the result of a decades of email issues, and security mishaps.
It is a hybrid of both a standalone email and security all in one. That’s right, you can access your email, and your ExchangeDefender security all in a single pane.
Inbox, what is it?
ExchangeDefender Inbox is a modern and secure email platform that helps you work when your email stops working. It is a safe alternative to your Outlook and Gmail platforms. Inbox is meant to rescue you when your (primary) email goes down. It is your email’s backup plan when things go terribly wrong like email outages, technical difficulties, email delivery issues and so much more!
How does it work?
Inbox takes your email and actively makes copies of it. When email passes through ExchangeDefender, it makes it possible for you to access recent messages in real-time. It is a very cool feature because it works independently of your email hosting. So, if your Outlook goes down, you can simply login to your Inbox to send and receive email while experiencing service outages.
What can Inbox do?
I am so glad that you asked. It has so many features but here are the most noteworthy: you can send and receive email,
you can send secure encrypted messages, and you can bypass any security policy with Bypass. Imagine combining your email and security together for a safe, stress-free email experience!
ExchangeDefender Inbox is unlike any solution on the market. It is an enterprise-grade email continuity solution that saves the day when your email is down, or unreliable. Inbox is flexible in the sense that it has the ability to work as a standalone email, as well as with most email platforms like Outlook, Gmail, and Yahoo.
ExchangeDefender Passwordless Logins
ExchangeDefender is pleased to announce the addition of passwordless logins. This convenient authentication method has become an industry standard and we’re implementing it at the request of many of our clients.
The problem: “I don’t know what it is, I don’t know what my password is!” OK. Reset password. Wait for the email. Pick a new password. A more complex password. One that you’ll forget as soon as you log in. We’ve all been there.
In our May update, you will see another login option under the default sign-in, allowing you to sign in with email. It’s as simple as it sounds, type in your email address and we’ll email you a magic link (with an OTP code) that you can use to log in to your account without your password. It’s that simple.
The session will stay logged in for a month so as long as you’re on the same computer/mobile you won’t have to worry about tracking passwords with ExchangeDefender.
PS. This means anyone with access to your mailbox will have access to ExchangeDefender as well – so for those of you that value security over convenience we’ve also added a domain-level policy that can disable this feature.
We should talk…
ExchangeDefender is aggressively adding features and growing the security footprint and we understand that IT staff is already spread thin enough – so if you’re tight on time or security expertise we are able to help by reviewing, applying, and configuring your mail flow so users get fewer interruptions while getting the latest and best-tuned security service for email.
Service Provider Dude, where is my SPAM?
ExchangeDefender is the ultimate cybersecurity wrapper for an organization and we already discussed how Users and Domain Admins can locate messages ExchangeDefender was configured to keep out of the mailbox.
ExchangeDefender users have a beautiful and powerful way to access their quarantined mail and work around email problems, domain admins have flexible settings, policies and access to the logs to keep the organization protected. So what do ExchangeDefender Service Providers have that others don’t?
ExchangeDefender Service Provider access enables you to do deep troubleshooting and emergency “incident response” activities. Service Provider login is the highest level of control in ExchangeDefender so you have access to all the data that ExchangeDefender has.
Accessing Logs
ExchangeDefender Service Provider access gives you access to the centralized log facility where you can locate any message ExchangeDefender has processed from a central pane of glass.
You can download any search results as a CSV file that can be better visualized and analyzed in a spreadsheet and reporting tool of your choice. This is particularly useful when you don’t know the sender or are searching for an automated sender with a fake tracing email address.
Our partners frequently rely on this facility to troubleshoot for missing messages.
Downloading Raw Logs
ExchangeDefender Service Providers also have access to raw SMTP Mail Logs which give our partners direct access to low level SMTP transactions and error logs. It’s located in the same location as log search.
Service Providers rely on these logs as the ultimate source of truth regarding the traffic for the ExchangeDefender protected domain. This is a fantastic tool if you’re looking for intermittent delivery errors or policy violations or just have a very specific email or server you’re looking for.
Logs will get pulled from all our services and will be available for download within 24 hours. Don’t let the boilerplate distract you, almost all of our clients will get their logs within the hour. From there you can load the logs into your favorite analytics tool and dig for the errors and problems in the mail flow.
To sum it up
ExchangeDefender can help you account for every message going in and out of your organization. While users have a powerful and beautiful way to access their quarantined mail or continue where they left off during an outage or email problem, domain admins and service providers have far more access to the logs so they can troubleshoot around different settings and policies.
Domain Admin Dude, where is my SPAM?
In our previous post we discussed how users can get to their own SPAM quarantines but did you know that you as the domain administrator have access to EVERYONE’s junk mail?
ExchangeDefender Admin Portal features a SPAM Admin section where you can release ANY message caught by ExchangeDefender to ANY user in your organization.
The three icons next to the message are Release Message, Allow Sender, and Mark as reviewed. Releasing a message will get it to the end users mailbox while allow sender will create an Allow policy for that email address so it skips SPAM checks in the future.
Many organizations designate a SPAM Admin that is in charge of fishing out important messages, attachments, and other content that was blocked by an IT or corporate policy. If you have a lot of users that are not tech-savvy this feature will save you a ton of time.
I already have an Allow Policy and my mail from this sender is always ending up in Junk Mail!
ExchangeDefender Advanced Features can help you here as this problem is so common we’ve built an entire feature to help solve it. The issue is, most of the messages coming are from automated systems (password reminders, newsletters, appointment confirmations, etc) that are sent by a computer instead of someone’s Outlook or phone. They all rely on mass/bulk mail systems like Amazon SES, Sendgrid, etc and those networks use a fake email address to send a message every time (so they can track bounces). You can’t create an allow policy (whitelist) for those addresses as they change every time, so take a look at the Bulk Mailer Policy section:
Here you can tweak the policy applied to each bulk mailer network to accommodate your users. By default we scan each message from these networks for SPAM contents but depending on the problem you are trying to solve with SPAM you can change it to Block or Allow messages from that network.
I already did all that, seriously, where is my email?
Most of policy enforcement problems stem from not knowing which message the user is looking. As mentioned earlier, automated systems forge the email address they send mail from so the address you see in Outlook is not the actual email address. It’s tough to make policies or find the message when you don’t know the senders email address: ExchangeDefender Mail Log to the rescue:
As the Domain Admin you have access to all the email logs for your domains. Click on Mail log and you’ll be able to search for the message based on time, date, subject, etc.
You can also scroll through the mail log. See the [Full address] below some senders? Those are the fake tracking email addresses we’re talking about. Generally you can create a domain-wide allow policy for the entire domain if you trust that the sender isn’t going to send malicious content (we’ll still check if any attachments are infected and apply your file/extension policy).
To sum it up
As an ExchangeDefender Domain admin you have powerful tools to locate SPAM, apply allow or block policies, and to scope them down to the bulk mailer network that is usually the #1 culprit. Go figure, nobody wants these messages and they sometimes get inadvertently reported as junk anyhow.
ExchangeDefender can save hours of going through transaction and message logs by presenting all of your messages in a user-friendly way where you can quickly release them to your user, create an allow policy so it doesn’t get intercepted again, and designate clients trusted partners/networks that should always go straight to their mailbox.
Dude, Where’s My SPAM?
ExchangeDefender protects you from dangerous email by blocking their delivery directly into your Inbox. Sometimes the way your IT admin has configured ExchangeDefender (security policies, admin policies, business restrictions) can become more aggressive and quarantine legitimate email messages. Other times the email sent by a legitimate sender is so misconfigured (broken DNS, email structure, RBLs, etc).
ExchangeDefender makes it easy to secure your Inbox and easy to get to messages that it’s been told to block.
If you’re expecting an important email and it hasn’t arrived read on for how to access it.
ExchangeDefender Quarantine
ExchangeDefender Quarantine is a web app accessible from any modern web browser, desktop and mobile. Not only will it show you everything we’ve kept from your Inbox, you’ll also be able to read/reply/forward/print the messages immediately and make sure they never end up in the SPAM.
First, open a browser and go to https://admin.exchangedefender.com
Click on Quarantine and we’ll show you all the messages that are currently waiting. Note that the from address is the real/machine email address, not a fake/forged one you see in Outlook. This will make it easy to tell who is just spoofing and who is legitimate.
If you click on the subject, your message will open and you will able to act on it just like you do from any other email client right there in the same browser window.
If you click on the icon to the right of that (user with a checkmark) the system will create an Allow policy to let messages from this sender skip SPAM checks next time and arrive directly in your Inbox.
Option 2: ExchangeDefender Inbox
Sometimes the message isn’t in the Quarantine and it isn’t in your inbox. So where did it go?
99.9% of the time, the message has been miscategorized by your email infrastructure. This happens often when [relay permissions aren’t configured correctly] or the email itself triggers some other internal security process (desktop AV, firewall, etc) that blocks you from accessing it.
Solution: The best hack to employ here is to rely on the ExchangeDefender Inbox. We cache all the messages going to your server and if you click on Inbox you’ll be able to see messages we sent to your mailbox.
To sum it up
The easiest way to access all the messages ExchangeDefender is keeping from your mailbox is to go to https://admin.exchangedefender.com and click on Quarantine. For messages that don’t get delivered after they’ve been processed by ExchangeDefender stay on https://admin.exchangedefender.com and click on Inbox.
For more information about ExchangeDefender web app
Still can’t find the message? Tune in next week to see how your [domain admin] or [service provider] can help.
How to access ExchangeDefender Raw Email Logs
ExchangeDefender has been holding Service Provider (MSP/VAR) Focus Group meetings this week and we’re beyond excited to hear what we can build to make your and your clients lives easier with ExchangeDefender.
One of the most common pieces of feedback from the *Service Provider crowd so far has to do with log access and particularly low-level log access that can give further insight into problems and message routing.
Allow us to introduce you to Raw SMTP Mail Logs which will give our partners direct access to the low-level SMTP transaction and error logs. It’s located in the same location where you currently have service provider logs at admin.exchangedefender.com
In addition to the live search which will give you an interactive access to our logs, you can see the button to Download raw logs.
Set your search criteria (at the very least a domain name and the direction of the search: inbound/outbound) and click on the button.
Logs will get pulled from all our services and will be available for download within 24 hours. Don’t let the boilerplate distract you, almost all of our clients will get their logs within the hour.
From there you can load the logs into your favorite analytics tool and dig for the errors and problems in the mail flow.
P.S. If you’re interested in contributing to our Service Provider Focus Groups please let us know!
Q: What is the difference between “Download raw logs” and “Download .csv”?
A: .csv export will save the current search results in a .csv file that can be used with Excel and other spreadsheet products. Search logs include to/from/subject/date/score/status only and are great for centralized analysis of messages that ExchangeDefender processed. By comparison, raw logs include SMTP protocol-level transactions/errors/notices that can help diagnose delivery and routing errors. So – .csv for Excel view for business analytics, raw log SMTP transactions for technical troubleshooting.
ExchangeDefender Phishing Firewall is Live!
As mentioned previously our new ExchangeDefender Phishing Firewall went live in production at noon EST today (March 3rd, 2023) and is already rewriting URLs unique to service provider that manages the domain.
A little bit about the technology
URL / link rewriting is an industry standard used by biggest email providers to rewrite potentially dangerous URLs. When the user clicks on the link they are redirected to a Phishing Firewall site instead of the direct web site address that was in the email. The phishing firewall looks at all the domain policies, allow/block lists, exceptions, and determines if the user should be allowed to proceed to the web site.
When the messages arrive into your organization, instead of https://www.yahoo.com the URL is rewritten to something like https://exchangedefender.xdref.com/url=hash. These masked URLs are only visible to our clients, when they reply to an email the outbound network reverses the process. Outbound network replaces https://exchangedefender.xdref.com/url=hashwith the original URL.
This technology eliminates the possibility that a random hacker can deliver a payload that is one click away from the user. Additionally, it gives the user the ability to check the site reputation, check for viruses, and clearly see the URL they are going (instead of a squashed little tooltip with a 200+ character URL). Essentially, we study how people get hacked with phishing and try to eliminate those issues.
All the sites and services are fully encrypted and partners/clients do not need to worry about certificate renewals, site mappings, etc – everything is automatic and done for you. Set it and forget it just keep an eye on the logs.
Going Forward
As of March 3rd, 2023 all the URLs will be rewritten using service providers id. Main benefit of this upgrade is that it reduces the scope and likelihood that the URL gets inadvertently reported or picked up by another security service that may deem xdref.com to be a masking site for dangerous content.
Additionally, you can configure your firewall to only accept unapproved URLs after a hop through <yourspid>.xdref.com. It also gives you full visibility into everything that happens with the URL, who clicks on it, where they go, etc which is something we do for our clients to address cybersecurity compromise and trace back how it happened (very lucrative service for partners that may be interested in deploying that level of protection.
ExchangeDefender Phishing Firewall Update
Starting in March 2023, ExchangeDefender Phishing Firewall will get a more advanced and more customizable experience.
Instead of using r.xdref.com or d.xdref.com domains in URL rewriting we will be using the service provider ID as a part of the URL, for example:
https://exchangedefender.xdref.com
As you know we introduced the ExchangeDefender Phishing Firewall to protect our clients from direct security compromises (clients being sent phishing emails) and indirect reputation issues (spammers and hackers proxying/bouncing traffic on domains that don’t correctly setup SPF/DKIM). By now the URL rewriting tech is a common industry standard used by almost all major email providers to apply clients security requirements for links in emails.
We know that nearly all security compromises start with email and being able to redirect the client to a warning page & policy enforcement engine has saved countless clients from getting compromised over the years. However, just as with all things email it’s been a challenge with other providers. URLs can be maliciously submitted, misused, cracked, and in some circumstances the ISPs have hijacked the DNS of the redirection page.
To help our clients and partners reduce the risk of this, in 2023 we’re delivering more customization and flexibility to a lot of the centralized technology we’ve used over the years. It’s a double-edged sword: new domains and hostnames take time to build up a sender reputation AND a ton of mail or misconfigured network equipment can sometimes falsely flag traffic as an attack. Our hope is that with the ability to break ExchangeDefender out into smaller modules that you can host in your own cloud or elsewhere on a public cloud will help our clients fine tune their security requirements.
Just to give you an example: We have a government client on ExchangeDefender who has a strict list of approved web sites their team can visit. Their IT manages their network and web proxies but just like any other organization they get 2FA emails, password reset links, esignature requests, links to invoices, etc. By putting ExchangeDefender Phishing Firewall in front they can sandbox unapproved links (https://theirid.xdref.com/) and police, audit, and review traffic from the cloud without it ever having a chance to compromise their network and tech. It’s the same approach used by the ExchangeDefender Inbox – hackers aren’t going to stop trying to compromise you via email so it’s really just a choice between spending time on the cleanup after getting hacked or managing the threat proactively so it doesn’t cause a problem.
Whichever route you find yourself in your cybersecurity journey, we appreciate you trusting ExchangeDefender to secure your mail flow. Huge thanks to our partner and client base for giving us a ton of feedback/ideas and helping us protect your email better.
New Release: ExchangeDefender Inbox M365 Hybrid Solution
Huge and most demanded feature from our community has finally shipped.
No more PowerShell. No manual steps. It’s all automated.
When you create a mailbox on ExchangeDefender Inbox the service creates your users M365 account, enables mail forwarding, maps the email addresses correctly, updates routing and signing.
Anyone can manage Inbox with far fewer IT skills than are needed for the most basic of M365 deployments!
We’re seeing ExchangeDefender Inbox mailboxes used in companies with high turnover, in companies that are trying to save money (Inbox could save over $300 / employee every year!), for mailboxes that get a ton of traffic but are mostly for logging (necessary but rarely ever logged in), temps, external users that need email at that domain but shouldn’t be given an entire M365 license or be exposed to all the data you have on your M365.
So.. if you’ve been keeping your own Exchange server barely alive just for these types of use case that M365 isn’t ideal for (or worth the $), let’s have a call and save some of your IT budget!
How easy is it?
Login to your ExchangeDefender Inbox admin account and choose a tenant to create a user.
ExchangeDefender Inbox does all the heavy lifting under the hood instantly. Using a combination of Remote PowerShell, Microsoft Graph, and Microsoft’s API for Exchange/M365 we’re able to create the user, setup forwarding, update address books on both sides and keep everything in sync. The admin doesn’t have to deal with any of that, they just see that it’s done:
That’s all it takes to create a mailbox and share the domain with a M365 tenant in hybrid mode. Everyone is on the same domain, everyone has the same format email address, it’s practically the same thing but saves your organization up to 95% every month.
Everything on the backend is tracked and kept in compliance. Best part – we do not use delete statements anywhere so you never have to worry about ExchangeDefender Inbox creating problems and issues at M365.