If you’ve just picked up the keys to your company’s shiny new Emailguard console, you’re probably staring down two jobs: getting people set up, and making sure nobody accidentally clicks their way into a mess. This guide is for admins, IT folks, and anyone who’d rather avoid frantic calls about “suspicious emails.” Let’s skip the sales pitch and get right to what works.
Step 1: Prep Before You Add Anyone
Before you start importing users, make sure you’ve got the basics lined up.
- Know what you want: Is this for a handful of execs, the whole company, or just a pilot group? Don’t onboard everyone if you’re still testing.
- Inventory your users: Pull a list from your directory (Active Directory, Google Workspace, etc.). Clean it up—there’s no point onboarding old accounts or shared mailboxes.
- Decide on your policies: Emailguard supports a bunch of security settings (think spam filters, phishing protection, attachment rules). Don’t overthink it; start simple and tighten as you go.
Pro tip: Avoid the urge to switch on every “advanced” option. Overly strict policies annoy users and often get rolled back anyway.
Step 2: Add New Users
There are usually three ways to get people into Emailguard:
2.1. Manual Add (for a few users)
- Go to the Users or People section.
- Click “Add User” or whatever button they call it. (Naming changes, but it’s always there.)
- Enter the user’s email, name, and any other required info.
- Assign them to a group or department if that makes sense.
Good for: Testing, execs, or one-off accounts.
2.2. Bulk Import (for lots of users)
- Find the “Import Users” option—usually a CSV upload.
- Download their template. Don’t guess the format; it’s picky.
- Fill in your user data (emails, names, maybe group memberships).
- Upload and review errors.
Gotcha: Pay attention to error messages. One typo in a CSV can block the whole upload.
2.3. Directory Sync (for ongoing management)
- If you’re using Microsoft 365 or Google Workspace, set up directory sync.
- Follow Emailguard’s guide for connecting your directory. This usually means some admin consent and API permissions.
- Choose whether to sync everyone, or just certain groups.
Honest take: Directory sync is more work upfront, but it saves you headaches later. If you’re managing more than 50 users, it’s worth the setup.
Step 3: Assign Security Policies
Now for the part that actually keeps people safe.
3.1. Understand the Default Policy
Most platforms slap a “Default” policy on everyone. It’s usually fine for starters, but don’t assume it’s airtight.
- Check what’s enabled: Go through the default policy settings line by line.
- Look for gaps: Are things like phishing detection, malware scanning, and attachment blocking turned on?
- Decide if you need exceptions: Some execs want more flexibility (or break things accidentally). Some departments (finance, HR) need stricter rules.
3.2. Create Custom Policies
- Go to the Policies or Security section.
- Create a new policy. Name it clearly—“Execs Allow Attachments” beats “Policy 2.”
- Set the rules: spam thresholds, allowed/blocked file types, external sender warnings, etc.
- Assign the policy to a group, department, or user.
Pro tip: Start with just one or two variations. Too many policies = chaos.
3.3. Assign Policies to Users or Groups
- Find the “Assign Policy” option (usually in the user or group management area).
- Pick the users or groups you want, and attach the right policy.
- Double-check overlaps: If a user’s in multiple groups, figure out which policy wins. (Most systems have a priority order.)
What works: Assigning by group is easier to manage than by individual. If someone changes roles, move them to a different group.
3.4. Test Before You Roll Out
- Use a test account to send “bad” emails—phishing links, dodgy attachments, etc.
- Make sure the policy actually blocks what you think it does.
- Watch for false positives (legit emails getting flagged).
Don’t skip this. Nothing burns trust faster than blocking a client’s email by accident.
Step 4: Communicate with Users (Don’t Skip This)
You can have the best security in the world, but if users are surprised, they’ll find workarounds—or just call you.
- Let them know what to expect: “You might see more warning banners on emails. Here’s why.”
- Tell them how to report problems: Give them a simple way to flag false positives or ask for help.
- Keep it short: Nobody reads long emails about security changes. Bullet points work.
Step 5: Monitor and Adjust
Once users are onboarded and policies are live, your job isn’t done.
- Watch the dashboard: Look for spikes in blocked threats or user complaints.
- Collect feedback: If people are missing important emails, loosen up. If they’re still getting spam, tighten down.
- Review regularly: Revisit policies every few months, especially if your company grows or changes.
Ignore the hype: Don’t chase every new feature or “AI-powered” setting. Most threats are stopped by common-sense policies and user awareness.
What to Ignore
- Overcomplicated rules: Fancy regex filters and multi-layered whitelists just make troubleshooting harder.
- “Magic” settings: Anything promising to eliminate all phishing is oversold. Stick to what you can verify.
- One-size-fits-all advice: Your company’s risk is different from someone else’s. Don’t copy policies blindly.
Wrapping Up
Getting your team set up in Emailguard and protected by sensible policies isn’t rocket science—if you keep it simple. Don’t try to perfect everything on day one. Start with basic protections, let people work, watch what happens, and tweak as needed. The best security is the one people actually use—without hating you for it.