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VIPRE Security Knowledge

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Guided Setup of VIPRE Email Security Cloud

Super Administrator

Written By Marissa Fegan (Super Administrator)

Updated at April 4th, 2024

The setup of VIPRE Email Security Cloud requires fundamental changes that need to be completed in a specific order. We’ve outlined these changes in the guided path below. 

 

Set Password and Login

Important 

You should have received an email that includes a variation of your email address, provided by VIPRE. Please have this email available when going through the steps below.

 
  1. Navigate to https://email.myvipre.com 
  2. Click Forgot password? on the bottom-right
  3. Enter the above-mentioned email address provided by VIPRE and click Recover Password
  4. Check your email for an email from VIPRE

 

When ready, click the next step below

Next Step - Add and Verify Domains

 
 
This content will be shown (depending on) when button above is clicked
Click this arrow to return to the previous step.

 

Add and Verify Domains

Add and Verify Domains

To further the amount of protection we provide, domain ownership is verified via ...

To further the amount of protection we provide, domain ownership is verified via DNS lookup tools. VIPRE will provide a verification code that the domain owner or administrator will need to add to the TXT section. Email Cloud will then verify the DNS records to ensure the code we provided is in the TXT section.

  1. Select Domains on the left-side menu
  2. Click the plus sign on the top-right
  3. Fill in the appropriate required fields and click Save & Continue
  4. Ensure DNS TXT Record is selected and add the provided TXT values to your DNS records
  5. Select one of the following:
    • Verify Later - this option is best if the required changes cannot be made right away
    • Verify Now - use this option if you have already made the required changes
      • Please note, in some circumstances, it may take up to 72 hours for changes to your DNS record to propagate across the Internet


To verify domains at a later time:

  1. From the Domain Listing screen, select the appropriate domain under the Domains Pending Verification section at the top
  2. Click Verify Now; the Edit Domain window will appear showing the DNS TXT Record verification method
  3. When ready, click Verify Now


 

 

When ready, click the next step below.

 

Next Step - Add Users

 
 
Click this arrow to return to the previous step.

Add Users

Within VIPRE Email Security – Cloud Edition, a user is defined as a single actual email address. Aliases and distribution lists do not count against the allowed number of users. This article explains the different ways you can create or import users into the system.

Using any of the methods below enables you to add users to VIPRE.

Log in as an administrator

  1. Login to https://email.myvipre.com/ using your Administrator credentials

Navigate to the desired customer

If you are logging in as the administrator, you will be presented with your customer list.

  1. From the displayed Customer List, select the Customer which you are adding users to

Choose one of the following methods for adding users below:

Directory Services

VIPRE Recommends

Adding users via directory services like LDAP or Entra ID, is recommended due to its ease of use. 

 

 

LDAP

This article explains the benefits of using LDAP sync for user management and how to enable in Email Security.

What is LDAP sync? 

For ease of user management with Email Security, use Lightweight Directory Access Protocol (LDAP) Sync. User information that updates in LDAP will automatically replicate to VIPRE Email Security. This lets you continue to use the LDAP system as a single point of user management.

When LDAP Sync is enabled, Email Security considers LDAP the system of truth. Thus, new users in LDAP are automatically added to Email Security. Disabled or deleted users are automatically deleted from Email Security once the deletion delay interval expires. Email aliases are automatically mapped from LDAP secondary email address data.

The sync process can be scheduled to run every 6, 12, or 24 hours, every three days, or weekly. If immediate sync is needed, such as in the case of offboarding an employee, the Email Security administrator can use the Sync Now action to immediately sync the LDAP changes over to Email Security. Network traffic for the sync process is minimized by Email Security, which places a directory service sync agent local to the LDAP directory service. The data that is transmitted back to Email Security is a subset of the LDAP data.

Summary of benefits

Use LDAP sync to enjoy these benefits

  • Quickly add users to a new (or existing) Email Security account
  • Keep users' account details updated (e.g., name, phone, notes)
  • Easily add email aliases to users' accounts
  • Ensure disabled, or deleted users cannot access Email Security

Supported directory services

The Email Security LDAP sync feature has been certified with Microsoft Active Directory Services. Since LDAP is a standard protocol, the feature should work with any standard directory that supports LDAP. However, not all directory implementations use the same attributes to store the same types of information; in some cases, this may cause mismatches in data interpretation. If you are attempting to connect Email Security to some other directory, let us know of any issues so that we can account for different schema mappings.

LDAP sync and manual account management

If desired, user management through LDAP sync can be used in conjunction with manual account management. When used in this manner, the LDAP sync process uses a supplemental approach to reconcile user accounts.  For example, an email address that has been manually added to Email Security will have its name, phone number, and notes updated from the directory service data. This also means when the user is disabled or deleted in LDAP, that action will not be recognized in Email Security.

LDAP sync processing considerations

Review the information in this section for an understanding of how LDAP sync works with user management in Email Security.

Synchronization rules

The synchronization process uses these rules when scanning LDAP for updates to make in Email Security. If the rules are not met, then the user is not added to the Email Security account.

  • System of truth - when LDAP sync is enabled, it is the system of truth for user management within Email Security
  • Primary email address - the domain of the primary email address must match a domain that is managed by the Email Security account 
  • Secondary email address (aliases)- the domains of secondary email addresses must match a domain that is managed by Email Security AND the primary email address domain is managed by the same Email Security account.
    • list of users - when viewing the list of users, you will see secondary email addresses grouped under the users' account for the primary address
  • Domain changes in Email Security- if a domain is removed from management under Email Security, this results in:
    • when the removed domain matches a Primary email domain - the user is immediately removed from Email Security and will not appear under LDAP -> Conflicts
    • when the removed domain matches a Secondary email domain - the secondary email address is removed from the primary user, as long as Email Security still manages the primary domain
  • LDAP attributes - these attributes sync to Email Security: mail, proxyAddresses, member, givenName, sn (Surname), homePhone, mobile, company, department, and notes

Enabling / Disabling of LDAP sync

Take note of the following points when enabling or disabling LDAP sync. The information in this section assumes the synchronization rules (above) are met.

  • Single LDAP source - at this time, LDAP sync supports connecting to just one LDAP source
  • Enable for new Email Security account - set up LDAP sync connection and use the Sync Now action to quickly add users
  • Enable for existing Email Security account - upon for the first sync event; Email Security will 
    • Add users - LDAP users that are not found in Email Security will be added
    • Update users - user metadata from LDAP will be added to existing users. Qualifying secondary email addresses will be added.
    • Delete users -Unless managed manually or by SMTP, Email Security users that are not found in LDAP are flagged for deletion and will be listed under LDAP -> Conflicts
  • Disable LDAP sync - users will stay in Email Security, and you must now manage manually
    • User conflicts - no further action will occur for users identified as conflicts at the time of disabling LDAP sync. However, users flagged for deletion will be automatically deleted when the delay interval expires.

Synchronization frequency

The Email Security Administrator controls the frequency at which the LDAP process runs. 

  • Frequency - Email Security polls LDAP for changes as frequently as every 6, 12, or 24 hours; every three days, or weekly
  • Adjusting frequency - polling interval is adjusted through the Poll LDAP Every setting that is located on the Connect tab under Service Settings -> LDAP
  • On-demand synchronization - use the Sync Now action to force immediate sync from LDAP to Email Security. This is especially useful when there is an urgent need to add or remove a user.

User Deletion

  • Users deleted from LDAP - upon the next sync polling event, newly deleted users will be flagged for deletion in Email Security
  • Users disabled in LDAP - are flagged for deletion in Email Security
  • Deletion delay interval - LDAP connection setting Delete Users After controls the delay interval, which can be set to  7, 14, or 30 days; or never
  • Physical deletion- users deleted from LDAP are delayed by a minimum of 7 days before Email Security automatically deletes them
    • Accidental deletion - the delay interval protects against unintentional removal, or temporary disablement, of accounts that sync over from LDAP
  • When a user is flagged for deletion
    • User access disabled -  during the delayed deletion interval, users registered for deletion can no longer access Email Security
    • User-level rules - user-specific Email Security rules, such as Allow & Deny, are retained during the delete delay interval. Once the user is automatically deleted when the interval expires, the related user rules are deleted. 
    • User's Archived emails - for a user that is automatically deleted after the delete interval and later activated in LDAP, they will be automatically synced to Email Security. At that time, the user's email archive will be restored. 
  • Immediate deletion - during the delete delay interval, a user can be manually deleted from Email Security through the User Conflicts tab within the LDAP section of Service Settings 
  • Ignore deletion - users deleted from LDAP can be retained in Email Security by using the Ignore action (User Conflicts tab) during the deletion delay interval
  • Manual deletion - A user that is manually deleted in Email Security will be added back upon the next sync event with LDAP. The user must be deleted from LDAP for them to be permanently deleted in Email Security.


Important

Only one directory service can be active and enabled at a time. For example, you can use either Azure or LDAP but not both. Enabling one directory service will disable the other. You will be prompted before saving the new configuration.

When switching from one directory service to the other, previously synced users no longer in the current directory service sync will be considered user conflicts. These users can be found in the User Conflict Tab and are marked for deletion as directed in the Delete User After setting.



How to enable LDAP sync for user management

LDAP discovery allows VIPRE to scan your network directory for users and automatically add them to the user list.

Step 1. Prerequisite - Firewall permissions for LDAP

To use LDAP sync, you will need to ensure your firewall permits access from the Email Security data centers to your LDAP server. 

  1. Open one of these LDAP ports, based on your use of SSL (recommended) or non-SSL
    • SSL: 636
    • Non-SSL: 389
  2. Permit these server IP addresses 

    Email Security Data Center Network Ranges

    192.162.216.0/22 (192.162.216.0-192.162.219.255)

    208.70.128.0/21 (208.70.128.0-208.70.135.255)

    72.35.12.0/24 (72.35.12.0 - 72.35.12.255)

    72.35.23.0/24 (72.35.23.0 - 72.35.23.255)

Step 2. Set up the LDAP connection

  1. Login to https://email.myvipre.com/ using your Administrator credentials

If you have multiple accounts to administer, you will be presented with your list of accounts.

  1. From the Administrator Dashboard, expand the Customers menu, then select Customer List
  2. From the displayed Customer List, select the Customer to which you are adding users
  3. From the customer dashboard, expand the Service Settings menu. Then, select LDAP
  4. On the Connect tab of the LDAP Configuration screen, click the Enable LDAP box
  5. In the Host field, enter the IP address of the LDAP server 
  6. Ensure the SSL option is selected (highly recommended). Deselect if your environment does not support SSL.
  7. In the Username and Password fields, enter the user account credentials to be used for the sync process
  8. Enter the Base DN (Domain Name) information using standard LDAP notation, e.g.; ou=myOU,dc=example,dc=com
  9. In the Poll LDAP Every drop-down, select the frequency at which you would like the sync process to run
  10. In the Delete Users After drop-down, select the number of days for the deletion delay interval
  11. Click Show advanced options to specify the LDAP port (if not using the default 389/636)
  12. Click Test to verify the connection settings
  13. Click Save to store the configuration changes

If the connection test has failed, double-check the setting provided, revise as necessary and test again

Step 3. Add users

  1. To immediately discover and add users, select Sync Now. Otherwise, users will sync at the next polling cycle. 

The initial sync may take up to an hour, depending on the number of users to be created.

Important Information

Sync: Disabled/deactivated users and public folders are not synced by default in LDAP. Enable the checkboxes to sync disabled/deactivated users and/or public folders.

Custom Filter: Filters are applied to user and group syncs; LDAP search filters are supported

How to disable LDAP Sync

Email Security retains all users when LDAP Sync is disabled. If any users are flagged for deletion, they will still be deleted at the expiration of the deletion delay interval. 

Disable LDAP sync

  1. Login to https://email.myvipre.com/ using your Administrator credentials

If you have multiple accounts to administer, you will be presented with your list of accounts.

  1. From the Administrator Dashboard, expand the Customers menu, then select Customer List
  2. From the displayed Customer List, select the Customer to which you are adding users
  3. From the customer dashboard, expand the Service Settings menu. Then, select LDAP
  4. On the Connect tab of the LDAP Configuration screen, uncheck the Enable LDAP box
  5. Click Save to store the configuration changes

LDAP sync is now disabled. 

Managing LDAP in Email Cloud

Exceptions

The Exceptions tab is where you can select any name from the User List that you want to exclude from the LDAP sync with VIPRE Email Cloud. This means any exceptions will also be excluded from any custom filters you set up on the Connect tab.


VIPRE Email Security Cloud - LDAP Sync Exceptions

 


To exclude a user, group, or alias from the LDAP sync:

  1. In the User List column, which shows a complete view of your directory server, locate the row with the name of the user, group, or alias you want to exclude
  2. Click the blue arrow in the same row as the name to add that name to the Exception List
  3. Click Save

Additions

The Additions tab allows you to manually add users to include in the LDAP sync. For example, this would be useful for adding any new employees that may need to be added in between syncs.


VIPRE Email Security Cloud - LDAP Sync Additions

 To include an additional user to your LDAP sync:

  1. Type the email address of the user you want to include
  2. Click Add

Users added to your LDAP sync via this method will be listed on this tab. They will also show up in the list under Users in the left-side menu with the source as LDAP.


User Conflicts

The User Conflicts tab will show users that previously synced in the portal but are no longer in the directory server.


VIPRE Email Security Cloud - LDAP Sync User Conflicts

 

Possible actions within this tab are: Delete, Ignore, Export, Deactivate

Example Use-Case

You notice there are two users showing in User Conflicts. Let's say that when you were first setting up LDAP sync, under the Connect tab, you set Delete Users After to 7 days. You're fine with one of the users being deleted because the employee no longer works for your company. The other user, however, is on maternity leave and will be coming back in 12 weeks.

  1. Click the checkbox next to the user and select your desired action.

In the example above, you could use Ignore so that the user will not be deleted after 7 days.


Troubleshooting

Firewall settings - Verify the Email Security IP addresses have been allowed through the network and domain controller firewall. Verify that your Directory Service is reachable through your firewall.

Account credentials - Confirm the correct user account credentials for Username and Password have been provided and are accurate.

Connection successful but users not populating

When the sync process runs, users will begin to appear in the Users view of the Admin portal. Follow the suggestions below if you do not see the users populating in this view as the sync process runs. After allowing up to 30 minutes for the initial sync process to complete, if many users are missing, then please reach out to our Support team for assistance.

Sync Now - Click the Sync Now button on the Connect tab of the LDAP Configuration screen. You should receive a notification message indicating the sync process has been started. 

Managed domain - Verify domain is a managed domain for this Email Security account. From the Email Admin portal, navigate to Domains. The domain(s) shown here must match the domain of the LDAP users' primary email addresses.

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Entra ID

 

Microsoft Entra ID (Active Directory) is a cloud-based identity and access management service that we've integrated with VIPRE Email Security Cloud allowing Email Cloud to sync user and group accounts that belong to your managed domain. 

Important

Only one directory service can be active and enabled at a time. For example, you can use either Azure or LDAP but not both. Enabling one directory service will disable the other. You will be prompted before saving the new configuration.

When switching from one directory service to the other, previously synced users no longer in the current directory service sync will be considered user conflicts. These users can be found in the User Conflict Tab and are marked for deletion as directed in the Delete User After setting.

 

 

There are two main parts to set up the Entra ID integration with Email Security Cloud.

Part 1 - Configure Entra ID Integration

Follow the steps below to configure Entra ID to integrate with VIPRE Email Security Cloud. These steps all take place in Entra ID and assume you already have a Microsoft Azure account.

Step 1 - New App Registration

  1. Navigate to portal.azure.com and log in with your Microsoft Azure account credentials
  2.  On the left-side menu, under Manage, select App registrations
  3. Click New Registration and name your registration
    • Any name will work but it's recommended to use a name that identifies what app you're registering (e.g., in this case, VIPRE Email Cloud)
  4. Click Single tenant
  5. Skip the redirect URI and click Register
 

Step 2 - API Permissions

  1. On the left-side menu, under Manage, select API Permissions
  2. Select Add a permission
  3. Select Microsoft Graph 
    • This is the API that the Email Cloud portal uses to communicate with Azure
  4. Select API Permission type Application
  5. Select the following Application Permissions
    • Directory > Directory.Read.All
    • Group > Group.Read.All
    • GroupMember > GroupMember.Read.All
    • User > User.Read.All
  6. Click Add Permissions
  7. Look for the row that shows User.Read, click the ellipses (...) on the right, and select Remove Permission
  8. Click Grant admin consent for <your.tenant.name.here>
 

Step 3 - Certificates & Secrets

  1. In the breadcrumb trail, select the API name

Example showing where to locate the tenant and API names. Your tenant name, and API name, won't match this image.

 

  1. On the left-side menu, select Certificates & secrets
  2. Under Client secrets, click New client secret and fill in the following information:
    • Description - This can be whatever you want
    • Expires - No matter which timeframe you choose, it's important to set a reminder for yourself to both create a new client secret, and save the new client secret into the Azure Connect tab (step 5 below), before expiry. Failure to do so could break the sync between Email Cloud and Entra ID.
  3. Click Add
 

Step 4 - Gather Necessary Info for VIPRE Email Cloud

 

  1. Open a new text file on your computer and copy/paste the following information from the Microsoft Entra ID portal into the blank text file:
    1. Under Client secrets, copy the Value and paste it into your blank text file
    2. In the breadcrumb trail, select the API, copy the Application (client) ID and paste it into your text file
    3. From the same page, copy the Directory (tenant) ID and paste it into your text file
 

 

Part 2 - Enable and Sync Entra ID

In part two, we'll take what we did in the Entra ID portal and configure it to sync with VIPRE Email Security Cloud.

Step 5 - Connect

 

  1. In a separate browser tab, navigate to your Email Cloud admin portal and log in
  2. On the left-side menu, click Service Settings, then select Directory Services
  3. On the main page, select Entra ID
  4. Place checkmark next to Enable Azure Sync
  5. Copy the Directory (tenant) ID) from your text file and paste it into the Tenant Domain field
  6. Copy the Application (client) ID from your text file and paste it into the Client ID field
  7. Copy the Client secret from your text file and paste it into the Client Secret field
  8. Select a Sync Frequency from the dropdown menu
    • The default sync frequency is 6 hours
  9. Select an amount of time to Delete Users After from the dropdown menu; see the User Conflicts section below for more details
    • The default is 7 days
  10. Click the checkbox if you want to include disabled/deactivated user accounts in your sync
    • This is unchecked by default
  11. If you want to include Custom Filters, enter those in the text field here
    • Custom Filters are only applied to syncs of users. Groups are not included.
    • For full details, including supported custom filters and examples of queries, visit Custom Filters for use with Entra ID Sync to open a new browser tab
  12. Click Save in the bottom right
  13. Click Test in the bottom left to verify the connection
    • If successful, a green message will appear in the top-right "Azure Connection test was passed" 
    • If unsuccessful, a red message will appear in the top-right "Azure Connection test failed"
      • Verify the Tenant Domain, Client ID, and Client Secret were copied correctly from the Azure portal
  14. Click Sync Now
    • A green message will appear in the top-right "Azure sync has successfully started"

Once the sync has completed, you will be able to see all of your users by clicking Users in the left-side menu. Looking in the Source column, you will be able to tell which users were added via Azure.

VIPRE Email Security Cloud User List showing Azure as the sourceVIPRE Email Security Cloud - Users

 

 

 

 

 

Congratulations! You have successfully configured Entra ID to sync with VIPRE Email Security Cloud! Continue reading below to learn how to further manage your Entra ID integration

Managing Entra ID in Email Cloud

Exceptions

The Exceptions tab is where you can select any name from the User List that you want to exclude from the Entra ID sync with VIPRE Email Cloud. This means any exceptions will also be excluded from any custom filters you set up on the Connect tab.

 

VIPRE Email Security Cloud - Entra ID Sync Exceptions 
 

To exclude a user, group, or alias from the Entra ID sync:

  1. In the User List column, which shows a complete view of your directory server, locate the row with the name of the user, group, or alias you want to exclude
  2. Click the blue arrow in the same row as the name to add that name to the Exception List
  3. Click Save
 

Additions

The Additions tab allows you to manually add users to include in the Entra ID sync. For example, this would be useful for adding any new employees that may need to be added in between syncs.

 

VIPRE Email Security Cloud - Entra ID Sync Additions
 

 To include an additional user to your Entra ID sync:

  1. Type the email address of the user you want to include
  2. Click Add

Users added to your Entra ID sync via this method will be listed on this tab. They will also show up in the list under Users in the left-side menu with the source as Azure.

 

 

User Conflicts

The User Conflicts tab will show users that previously synced in the portal but are no longer in the directory server.

 

VIPRE Email Security Cloud - Entra ID Sync User Conflicts

 

Possible actions within this tab are: Delete, Ignore, Export, Deactivate

Example Use-Case

You notice there two users showing in User Conflicts. Let's say that when you were first setting up Entra ID sync, under the Connect tab, you set Delete Users After to 7 days. You're fine with one of the users being deleted because the employee no longer works for your company. The other user, however, is on maternity leave and will be coming back in 12 weeks.

 

  1. Click the checkbox next to the user and select your desired action.

In the example above, you could use Ignore so that the user will not be deleted after 7 days.

 

 

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Manual

When adding users manually,  you can either use a .csv file to create many users at once or adding users one at a time in the portal. Click on your chosen method below.

Import from .csv File

Importing users from a Comma-Separated Values (CSV) file allows you to create many users at once.

Sample CSV and XLS files

Located on the Import Users tab in the product, VIPRE provides sample files so that you may use the correct format for exporting your existing user list. If you are using an Excel file to export from, you must save it as a CSV file in order to import it into VIPRE.

To import users from a CSV file

  1. From the customer dashboard, expand the Users menu. Then, select Import Users
  2. Perform one of the following:
    • Use the file browser to select a CSV file, or...
    • Drag and drop a CSV file onto the Upload CSV file area, or...
    • In your CSV file editor (such as Excel), highlight user data and copy it, then paste it into the Paste CSV data section
  3. At the bottom of the screen, select Review Import
  4. When finished, select Save
 
 

Add via Online Portal

  1. In the navigation pane, expand the Users menu, then select Users.
  2. On the right side of the Users panel, select the green + plus sign.
  3. In the Add:User panel, fill out the information in all required fields.
  4. (Optional) You can add additional information (phone numbers, notes, etc.) by selecting the Additional checkbox.
  5. Once completed, select Save
  6. (Optional) You can edit Settings, Quarantine, Filtering, and Routing information on a per-user basis. 
  7. Confirm the user information is correct, then select Close

Repeat steps 2–5 to add additional users. 

 
 

 

 
 

 

When ready, click the next step below.

Next Step - Verify or Edit your Mail Server Address

 
 

 

When ready, click the next step below.

Next Step - Allow VIPRE IP Ranges

 
 

Allow VIPRE IP Ranges Through Your Firewall (On Prem)

Now that you've updated your MX records, you should reconfigure your firewall(s) ...

For VIPRE Email Security to work for you, all of your inbound email must be routed through the service, then VIPRE must be able to deliver your email to the place where you will read it. 

Test Inbound Routing

  1. From within the VIPRE Email Cloud portal, navigate to Service Settings on the left-side menu
  2. Select Inbound Routing
  3. Click the refresh icon in the right

Click here if the SMTP connectivity test fails (Status: Error)

Configure your Firewall

  1. Reconfigure your firewall(s) to block email from all other possible sources (i.e. you can restrict access to only VIPRE Email Security servers)
  2. Accept the server IP addresses below

North America

Subnet IP Subnet Mask Net Mask IP Range
208.70.128.0 255.255.248.0 /21 208.70.128.0–208.70.135.255
72.35.12.0 255.255.255.0 /24 72.35.12.0–72.35.12.255
72.35.23.0 255.255.255.0 /24 72.35.23.0–72.35.23.255

UK

Subnet IP Subnet Mask Net Mask IP Range
192.162.216.0 255.255.252.0 /22 192.162.216.0–192.162.219.255
208.70.128.0 255.255.248.0 /21 208.70.128.0–208.70.135.255
72.35.12.0 255.255.255.0 /24 72.35.12.0–72.35.12.255
72.35.23.0 255.255.255.0 /24 72.35.23.0–72.35.23.255

Denmark

Subnet IP Subnet Mask
IP Range
185.38.180.0 255.255.252.0 /22 185.38.180.0–185.38.183.255
2a01:77c0:1180:: ffff:ffff:fffc:: /46 2a01:77c0:1180::–2a01:77c0:1183:ffff:ffff:ffff: ffff:ffff
89.104.206.0 255.255.254.0 /23 89.104.206.0–89.104.207.255
2a01:77c0:0006:: ffff:ffff:fffe:: /47 2a01:77c0:0006::–2a01:77c0:0007:ffff:ffff:ffff: ffff:ffff
192.162.216.0 255.255.252.0 /22 192.162.216.0–192.162.219.255

Sweden

Subnet IP Subnet Mask Net Mask IP Range
185.38.180.0 255.255.252.0 /22 185.38.180.0–185.38.183.255
2a01:77c0:1180:: ffff:ffff:fffc:: /46 2a01:77c0:1180::–2a01:77c0:1183:ffff:ffff:ffff: ffff:ffff
89.104.206.0 255.255.254.0 /23 89.104.206.0–89.104.207.255
2a01:77c0:0006:: ffff:ffff:fffe:: /47 2a01:77c0:0006::–2a01:77c0:0007:ffff:ffff:ffff: ffff:ffff
192.162.216.0 255.255.252.0 /22 192.162.216.0–192.162.219.255

The network addresses above will attempt to deliver email to your servers on the standard SMTP port (25).

By allowing the IP addresses above, mail coming from both VIPRE's primary and secondary data centers will be able to reach your network.




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When ready, click the next step below.

Next Step -  Update MX records

 
 

Update Your MX Records

This article explains the MX (Mail eXchange) record settings you will need to red...

Redirect Inbound Mail to VIPRE

After your account is provisioned and you've allowed VIPRE IP ranges to connect to your internal mail server (if required), you will need to redirect all inbound emails to VIPRE Email Security for processing. VIPRE is configured to accept all mail for the client domain and relay that mail to the IP/FQDN for your mail server (listed in the Inbound Routing section of the dashboard). 

The Internet Domain Name Service (DNS) helps mail senders determine where to deliver email destined for a particular domain. For example, which servers to send email to when sending to john.doe@vipre.com. In this example, the MX (Mail eXchange) records related to 'vipre.com' are looked up in the DNS system, and the sender then delivers the email to the servers listed in those MX records.

Update your MX records

MX records are typically maintained by your DNS registrar, and you will have to log in to your provider's management console or contact them to update your records.

Determine your DNS registrar using Who.Is

If you forget who your DNS registrar is, you can easily find out.

  1. Visit Who.Is - https://who.is/
  2. Enter your domain name into the form
  3. Record your registrar information

VIPRE Email MX records

You can locate the VIPRE EMail MX records within the Email Cloud portal by clicking on the Getting Started button in the top right-hand corner. Provide your DNS registrar with that information, based on your location.

 

When ready, click the next step below.

Type Button Text

 
 

Block Other Email Sources

This article serves as a final step in the allow/block workflow, reminding admins...

Table of Contents

Block non-VIPRE Email SourcesOn-PremisesMicrosoft 365Google Workspace (formerly G Suite)

Block non-VIPRE Email Sources

Blocking additional sources of email allows the VIPRE product to protect you as intended; if other sources of email are allowed into your network, that defeats the purpose of protecting your email with VIPRE.

Select the appropriate option below for details on how to block non-VIPRE sources.

On-Premises

After email is flowing through VIPRE and no other solution, we highly recommend locking down your mail server to only accept mail from VIPRE.

By locking down your server to accept only port 25 connections from the VIPRE IP range, you ensure all inbound mail must be filtered through VIPRE before reaching your server. Blocking additional sources of email allows the VIPRE product to protect you as intended; if other sources of email are allowed into your network, that defeats the purpose of protecting your email with VIPRE.

Allowed VIPRE IP ranges can be found here.

Microsoft 365

To ensure the deliverability of your filtered mail from the VIPRE platform, it is recommended that a receive connector is created on your Microsoft 365 account.

  1. In the Microsoft 365 Admin Center, find Mail Flow, then select Connectors
  2. Click the + icon
  3. Select Partner Organization in the From: dropdown menu
  4. Select Office 365 or Microsoft 365 in the To: downdrop menu
  5. Name your connector and click Next
  6. Select Use the sender's IP address and click Next
    • VIPRE IP ranges can be found here
  7. Select whether or not to enforce TLS
  8. Click Save 


Google Workspace (formerly G Suite)

  1. From your Google Admin console, select Apps, then Google Workspace, and Gmail
  2. Scroll down and select Advanced Settings
  3. Scroll down to Inbound Gateway
  4. Hover the cursor to the right of Inbound Gateway
    • To create a new Inbound Gateway setting, select Configure
    • To edit an existing setting, select Edit
  5. Under Gateway IPs,enter the information for each gateway and select Add
    • VIPRE IP ranges can be found here

 

When ready, click the next step below.

Next Step - Configure Outbound Mail Flow 

 
 
Configure Outbound Mail Flow

 

Next Step - Setup or Modify SPF 

 
 
This content will be shown (depending on) when button above is clicked

Next Step - Add-ons

 
 
Now that you've configure the fundamentals of Email Security Cloud. Depending on your package, you may have some of our add-ons.

https://success.vipre.com/email-security-cloud-addons

 
 
 
 
 
 

Click this arrow to return to the previous step.

Add or Edit a Mail Server Address

You may have already provided your mail server address during the purchase process. If not, you can check or update your mail server address by following these steps.

Add a Mail Server IP Address or Domain

As a reminder, this is the destination mail server IP address where you want email to be delivered. VIPRE needs this address in order to deliver mail to your server.

  1. From the Customer Dashboard, expand the Service Settings menu
  2. Select Inbound Routing.
  3. Select Add Site, at the bottom of the page
  4. A box will open called Site Information; enter a description for the mail server you are configuring, e.g. “Hosted Server” or “Clearwater Office”
  5. Select the Default Site checkbox if this entry is going to be the primary delivery point
  6. Click the plus sign (+) to enter the mail server IP address (preferred) or customer domain
  7. Confirm the Port and Priority are correct and select the blue checkmark to confirm
  8. When done, select Save 

Important 

You can create Multiple Sites with multiple server entries if you have a client with multiple domains, each having a different Server Delivery point. For assistance setting up multiple sites, contact Support.

 

 

Edit an Existing Mail Server Address

  1. From the Customer Dashboard, expand the Service Settings menu
  2. Select Inbound Routing
    • You'll see a list of all mail servers currently set up and you can verify the IP address or domain, port, and priority
  3. If you need to make any changes:
    1. Click the pencil/edit icon 
    2. The Site Information box will appear
      • Select the pencil/edit icon again to make changes, or...
      • Select the trashcan icon to delete the existing mail server, then...
      • Click the plus sign + to add a new mail server
    3. Click Save

When ready, click the next step below.

Next Step - Allow VIPRE IP Ranges

 
 

Click this arrow to return to the previous step.

Allow VIPRE IP Ranges

For VIPRE Email Security to work for you, all of your inbound email must be routed through the service, then VIPRE must be able to deliver your email to the place where you will read it. 

Test Inbound Routing

  1. From within the VIPRE Email Cloud portal, navigate to Service Settings on the left-side menu
  2. Select Inbound Routing
  3. Click the refresh icon in the right

Click here if the SMTP connectivity test fails (Status: Error)

Configure your Firewall

  1. Reconfigure your firewall(s) to block email from all other possible sources (i.e. you can restrict access to only VIPRE Email Security servers)
  2. Accept the server IP addresses below

North America

Subnet IP Subnet Mask Net Mask IP Range
208.70.128.0 255.255.248.0 /21 208.70.128.0–208.70.135.255
72.35.12.0 255.255.255.0 /24 72.35.12.0–72.35.12.255
72.35.23.0 255.255.255.0 /24 72.35.23.0–72.35.23.255

UK

Subnet IP Subnet Mask Net Mask IP Range
192.162.216.0 255.255.252.0 /22 192.162.216.0–192.162.219.255
208.70.128.0 255.255.248.0 /21 208.70.128.0–208.70.135.255
72.35.12.0 255.255.255.0 /24 72.35.12.0–72.35.12.255
72.35.23.0 255.255.255.0 /24 72.35.23.0–72.35.23.255

Denmark

Subnet IP Subnet Mask   IP Range
185.38.180.0 255.255.252.0 /22 185.38.180.0–185.38.183.255
2a01:77c0:1180:: ffff:ffff:fffc:: /46 2a01:77c0:1180::–2a01:77c0:1183:ffff:ffff:ffff: ffff:ffff
89.104.206.0 255.255.254.0 /23 89.104.206.0–89.104.207.255
2a01:77c0:0006:: ffff:ffff:fffe:: /47 2a01:77c0:0006::–2a01:77c0:0007:ffff:ffff:ffff: ffff:ffff
192.162.216.0 255.255.252.0 /22 192.162.216.0–192.162.219.255

Sweden

Subnet IP Subnet Mask Net Mask IP Range
185.38.180.0 255.255.252.0 /22 185.38.180.0–185.38.183.255
2a01:77c0:1180:: ffff:ffff:fffc:: /46 2a01:77c0:1180::–2a01:77c0:1183:ffff:ffff:ffff: ffff:ffff
89.104.206.0 255.255.254.0 /23 89.104.206.0–89.104.207.255
2a01:77c0:0006:: ffff:ffff:fffe:: /47 2a01:77c0:0006::–2a01:77c0:0007:ffff:ffff:ffff: ffff:ffff
192.162.216.0 255.255.252.0 /22 192.162.216.0–192.162.219.255

The network addresses above will attempt to deliver email to your servers on the standard SMTP port (25).

By allowing the IP addresses above, mail coming from both VIPRE's primary and secondary data centers will be able to reach your network.

 
 

 

When ready, click the next step below.

 

Next Step - Update MX Records

 
 
Click this arrow to return to the previous step.

Redirect Inbound Mail to VIPRE

After your account is provisioned and you've allowed VIPRE IP ranges to connect to your internal mail server (if required), you will need to redirect all inbound emails to VIPRE Email Security for processing. VIPRE is configured to accept all mail for the client domain and relay that mail to the IP/FQDN for your mail server (listed in the Inbound Routing section of the dashboard). 

The Internet Domain Name Service (DNS) helps mail senders determine where to deliver email destined for a particular domain. For example, which servers to send email to when sending to john.doe@vipre.com. In this example, the MX (Mail eXchange) records related to 'vipre.com' are looked up in the DNS system, and the sender then delivers the email to the servers listed in those MX records.

Update your MX records

MX records are typically maintained by your DNS registrar, and you will have to log in to your provider's management console or contact them to update your records.

Determine your DNS registrar using Who.Is

If you forget who your DNS registrar is, you can easily find out.

  1. Visit Who.Is - https://who.is/
  2. Enter your domain name into the form
  3. Record your registrar information

VIPRE Email MX records

You can locate the VIPRE EMail MX records within the Email Cloud portal by clicking on the Getting Started button in the top right-hand corner. Provide your DNS registrar with that information, based on your location.

 

When ready, click the next step below.

 

 

Next Step - Block non-VIPRE Email Sources

 
 
Click this arrow to return to the previous step.

Block non-VIPRE Email Sources

Blocking additional sources of email allows the VIPRE product to protect you as intended; if other sources of email are allowed into your network, that defeats the purpose of protecting your email with VIPRE.

Select the appropriate option below for details on how to block non-VIPRE sources.

On-Premises

After email is flowing through VIPRE and no other solution, we highly recommend locking down your mail server to only accept mail from VIPRE.

By locking down your server to accept only port 25 connections from the VIPRE IP range, you ensure all inbound mail must be filtered through VIPRE before reaching your server. Blocking additional sources of email allows the VIPRE product to protect you as intended; if other sources of email are allowed into your network, that defeats the purpose of protecting your email with VIPRE.

Allowed VIPRE IP ranges can be found here.

 
 

Microsoft 365

To ensure the deliverability of your filtered mail from the VIPRE platform, it is recommended that a receive connector is created on your Microsoft 365 account.

  1. In the Microsoft 365 Admin Center, find Mail Flow, then select Connectors
  2. Click the + icon
  3. Select Partner Organization in the From: dropdown menu
  4. Select Office 365 or Microsoft 365 in the To: downdrop menu
  5. Name your connector and click Next
  6. Select Use the sender's IP address and click Next
    • VIPRE IP ranges can be found here
  7. Select whether or not to enforce TLS
  8. Click Save 


 

 

 
 

Google Workspace (formerly G Suite)

  1. From your Google Admin console, select Apps, then Google Workspace, and Gmail
  2. Scroll down and select Advanced Settings
  3. Scroll down to Inbound Gateway
  4. Hover the cursor to the right of Inbound Gateway
    • To create a new Inbound Gateway setting, select Configure
    • To edit an existing setting, select Edit
  5. Under Gateway IPs,enter the information for each gateway and select Add
    • VIPRE IP ranges can be found here
 
 

 

When ready, click the next step below.

 

Next Step - Configure Outbound Mail Flow

 
 
Click this arrow to return to the previous step.

Configure Outbound Mail Flow

By configuring outbound mail flow with VIPRE, any mail you send will be scanned and filtered per your policies and will be sent from a safe and reputable IP address which will help you avoid being blacklisted.

After you've configured inbound email so that it is secured by VIPRE Email Security, you may also configure outbound filtering to provide the same protections for outbound email that people in your organization are sending. Outbound filtering provides many of the same security and policy protections as inbound filtering and more. Plus, by sending your email through VIPRE, your mail will appear to come from a safe and reputable IP source that recipients will trust.

Routing of outbound email is similar to routing of inbound email:

In most scenarios, email authored by members of your organization will first be sent to your primary email host/provider (this could be an on-premises Exchange server, or it could be a hosted service), then it is forwarded to VIPRE Email Security. In this paradigm, VIPRE Email Security is acting as the smart relay that will deliver the email to the recipient, a so-called SmartHost. VIPRE will perform a number of filtering and policy matching steps on the email (for example, adding standard disclaimers) and then deliver the email to the ultimate recipient(s).

Configure VIPRE to accept email from your email service/provider

The first step in configuring outbound filtering is to set VIPRE Email Security so that it will accept email from your primary email service or provider. It is important to do this carefully, as a misconfiguration could result in exposing your domain for use by spammers. Essentially, we want to inform VIPRE that it should only accept email sent from specific senders, identified by IP addresses (the hosts that will send email) and domains (the people who will send email).

Important Information

VIPRE Email Security is already pre-provisioned to accept mail from services such as Microsoft 365 or Google Workspace for any mail sent from a domain provisioned on the VIPRE portal,

 

 

Select the appropriate option below:

On-Premises

  1. Login to https://email.myvipre.com/ using your Administrator credentials.
  2. Expand the Service Settings menu. Then, select Outbound Relay 
  3. Click on the green plus sign (+), which will open a pop-up window
  4. Enter a descriptive name for the server that will be sending email, e.g. “Exchange Server” or “Clearwater Office”
  5. Enter the IP address of the server that will be sending email and select Save
    • You can add additional mail server IPs by clicking the green plus sign (+) and following the above steps
  6. Confirm the Port number and Priority are correct and press the blue check to confirm
  7. When finished, select Save
 
 

Microsoft 365

In order for outbound email from Microsoft 365 to be routed through VIPRE, we need to create a new send connector in Microsoft 365 and point it to VIPRE.

Create a new send connector in Office365

  1. Log in to the Microsoft 365 Exchange Admin Center (EAC)
  2. Select the Admin > Exchange menu
  3. Select the Mail Flow > Connectors menu. Then, select Create a new Connector
  4. Set the mail flow scenario
    1. Select Office 365 from the From: drop-down
    2. Select Partner Organization from the To: drop-down
  5. Select Next
  6. Enter a name and description for the connector. You may also select the checkbox to make the connector active immediately
  7. Select Next
  8. Select the Only when email messages are sent to these domains option
    1. Select the plus (+) to add domains that should use this connector
    2. Enter a value of * (asterisk). This is a wildcard that will route all outbound emails through VIPRE
  9. Select Next
  10. Select the Route email through these smart hosts option 
    1. Select the plus (+) to add your smart host
      • You can find your smart host by clicking Get Started within the VIPRE Email Security portal

    2. Click the Save button
  11. Select Next
  12. Select the checkbox for Always use Transport Layer Security (TLS) to Secure the Connection (recommended)
  13. Select Issued by a trusted certificate authority (CA) from the list
  14. Select Next
  15. Add an email address of a recipient for a domain external to your organization, and select Validateto test
    • If you did not choose to turn the connector on in Step 6, validation of the connector will fail. If your validation results show that the connection was successful, but the email failed to send because "The domain of the recipient is not configured as part of connector" - this may be due to the connector being disabled. Try enabling the connector and re-attempting the validation. 
  1. Once Microsoft 365 has been successfully validated, select Save
  2. Once you are happy with mail flow, you may remove the old inbound route from VIPRE that points to the old on-site server if no other domains still use the old route
 
 

Google Workspace (formerly G Suite)

In order for outbound email from Google Workspace to be routed through VIPRE, we need to add an outbound gateway to Google and point it to VIPRE.

  1. Log into your Google Admin account
  2. Select Apps > Google Workspace > Gmail
  3. Scroll down and select Advanced Settings
  4. In Advanced Settings, scroll down to Outbound gateway and type in your outbound gateway name 
    • You can find your smart host by clicking Get Started within the email portal
  5. In the bottom right of the screen, select Save

 

Important Information

These changes may take up to 1 hour to propagate to all users.

 

 

 
 

 

 

 

When ready, click the next step below.

Next Step - Setup or Modify SPF

 
 
Click this arrow to return to the previous step.

Set up or Modify the Sender Policy Framework (SPF)

VIPRE recommends setting up SPF for your domain to help reduce spam and ensure that your domain reputation is maintained.

Introduction to the Sender Policy Framework

The Sender Policy Framework, or SPF, is a mechanism used to help reduce spam sent to or from your domain. Effectively what the SPF does is it allows you to declare which internet hosts are allowed to send an email purporting to be from your domain. This means that spammers can't "hijack" your domain and pretend to be you while sending out their nefarious messages. Similarly, other organizations that have set up SPF can't be spoofed, so you won't get spam that appears to come from their domains.

Follow the steps below to set up or modify SPF to work with VIPRE. 

Set up SPF to work with VIPRE Email Security

When you introduce VIPRE Email Security into your environment as part of a holistic security solution, you will need to account for it when you configure your SPF records. If you are not currently using SPF, this should be relatively easy to set up and you can just follow the instructions below. If you already have SPF set up for your domain, you may need to reconcile your existing SPF records with the suggestions below, adding and removing tokens as appropriate. An example is provided.

SPF is set up by using a TXT type of DNS record, which means you will have to work with your DNS registrar to create or modify these records. If you don't know who your DNS registrar is, refer to Related Articles for more information on updating MX Records.

The following example will simply authorize VIPRE Email Security to send email on behalf of your domain.

v=spf1 include:spf.mailanyone.net -all

 If you already have an SPF record setup for your domain, you can just usually add the following statement to the end of the SPF record, before the “all” token:

include:spf.mailanyone.net

Note, however, that if VIPRE Email Security is taking over email delivery for your domain, you may want to remove some or all of your pre-existing authorized senders.

For example; if your current SPF record is:

v=spf1 include:spf.protection.outlook.com -all

You will need to add the new statement to update it to the following:

v=spf1 include:spf.protection.outlook.com include:spf.mailanyone.net -all

 

When ready, click the next step below.

Next Step

 
 
Click this arrow to return to the previous step.

Congratulations! 

You have completed the foundational configuration of Email Security Cloud.

Now, depending on the package you purchased, you may or may not have some of our add-ons.

 

 
 
 
 
 
 
 
 
 
 

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