Secure Mail User Guide for Microsoft Outlook
Contents
1. Echoworx may have patents patent applications trademarks copyrights or other intellectual property rights covering subject matter in this document Except as expressly provided in any written license agreement from Echoworx the furnishing of this document does not give you any license to these patents trademarks copyrights or other intellectual property About This Guide This guide describes how to install and use Secure Mail with supported Microsoft Outlook versions including m MS Outlook 2003 Recommended MS Outlook 2002 MS Outlook 2000 with SR1 or above There are three main sections to the guide I About Secure Mail This includes product information including the system requirements to install and use Secure Mail ll Getting Started Step by step instructions on how to download install and activate the product lll Using Secure Mail Here you will find instructions on sending and receiving secure messages accessing tools included with the plugin and managing your settings Table of Contents DS PAD GUD SECURE Mallas das ateaacan dass saweeaeaanvacsseraeoons 1 What Defines a Secure Message cccccccccseseecceceeesaeeesecceeeessaeaesceeeeesssauseeeeeeesssaaaeeeeeeeesssaaaeeeess 2 Secure Mail COMPONENTS aas a eae tailed Ee eter sleet O detec al a 2 Summary of Features and Benefits secsec caintc ele E E hee te sen ets ieide ele 3 Who Necds Secure Mall Z icon it eter ana a a a aa a a bcos cad2. lt gt 2 m Embed at least one number or symbol within the password rather than adding it to the beginning or end of an otherwise alphabetic string Your username Your name or nickname Names of anyone in your family Your pet s name Your birthday or family birthdays Your phone number social security number or address Do NOT make your password a dictionary word or common name with numbers and symbols merely substituting for similar looking alphabetic characters e g P sswOrd Most importantly never share your password with anyone and do NOT write it down Remember to change your password regularly This practice limits the amount of time that someone can use to guess your password and the amount of time that your password can be used if it is uncovered Strong Passwords Can Be Easy to Remember A simple way to create a strong but easy to remember password is to take a phrase that means something to you and relate each word of the phrase to a corresponding letter number or symbol For example the phrase I am one happy student at Princeton University could become the password Im1HS PU Secure Mail User Guide for Microsoft Outlook 12 of 35 4 You must now create your password recovery question s and answer s You will be prompted to provide the answer to these questions in the event you forget your password and need to reset it Enter questions and answers that you will easily be able to answer but hard for some to g
3. A secure message is one that is encrypted digitally signed and unalterable e Encrypted Your email message and any attachments are garbled and locked up such that only your intended recipient can unlock and read them e Signed When you enter your Secure Mail Password your message is digitally signed to assure the recipient that only you could have sent it e Unalterable The contents of your message cannot be altered so the recipient can be sure that the message they receive from you is genuine These qualities assure the sender that only their intended recipient can open and view the message and the recipient that the message actually came from the purported sender and has not been altered enroute Subscribers to the Secure Mail service never need to worry about the privacy and security of their email messages Secure Mail Components Subscribers of the Secure Mail service use the following components to send and receive secure messages Secure Mail ID Your Secure Mail ID also known as a digital ID or certificate is the electronic equivalent of your driver s license or passport Your ID is associated with your email address and is used to provide proof of your identity when you send Secure Mail Secure Mail Plugin The Secure Mail Plugin enables you to send and receive Secure Mail messages using your Tt existing email software The plugin adds a number of new features to your email software Secure
4. aia coe HE ae FEA in pa Apok Mgh ri eee cbr eer LL bm So AAE ri in br ri Ge cou eee ee Lin 81 1 i pe e ryan i HaT ua i pele a re pr Gawai bieba Ges mae bi e ee ae he Gi a z bam pee eee Com a Secure Mail User Guide for Microsoft Outlook 8 of 35 3 Atthis point if you haven t already closed your email application and any open messages please do SO 4 Click the Next from the Welcome screen Secure Mail Installer Secure Mail Welcome to the Secure Mail Installer This wizard will install Secure Mail on your computer To continue click Next DAVIES WARD JAVIES NE PiiLLIPS amp VINEBERG i Cancel 5 Select which email application you plan on using the plugin with and click Next Please ensure your email account is properly configured for each email application you select before you install the software Secure Mail Installer X DAVIES n WARD DAVIES DAVIES Thine VINEBERG Microsoft Outlook This feature includes all the files for the Secure Mail Tools amp Settings Select which local applications you intend to use for Secure Mail Description vi v Microsoft Outlook Express Destination Folder C Program Files Echoworx Corporation Secure Mail 3 56 MB of space required on the C drive 24180 57 MB of space available on the C drive nstallShield 6 From the Ready to Ins
5. and directed to the Message Pickup Center to retrieve their Secure Mail They are prompted to answer a security question set by the message sender in order to decrypt and open the message Receiving as a Subscriber 1 When looking at your Microsoft Outlook inbox a lock icon next to the sender s display name indicates the message is secure Messages remain encrypted in your inbox so even if you leave your computer unattended only you will be able to access them Arranged By Date Newestontop T ip bob bigeonp com 12 55PM updated finarcicisk El Survey Samping Irternatonal 10 36 Depending on your version of Microsoft Outlook and how you have configured your Secure Mail settings you will see one of the following lock icons Ous Double click on the message to open it as you normally would You are then prompted to enter your Secure Mail Password to view the message Once you have entered your password click OK Enter Your Secure Mail Password DAVIES WARD JAVIES DAVIES PHILLIPS amp VINEBERG Secure Mail e mail address bob gmail com password Secure Mail User Guide for Microsoft Outlook 22 of 35 4 After you have successfully entered your password the message will be displayed You will notice a banner with a Verify button at the top of the message gt financials Message HTML File Edit view Insert Format Tools Actions Help i i Reply i3 Reply to All 3
6. display name email address in the From line and select the Add to Outlook Contacts to add their public encryption key to your local address book Secure Mail User Guide for Microsoft Outlook 34 of 35 Uninstalling Secure Mail To uninstall Secure Mail click the Windows Start button Programs Secure Mail Uninstall Secure Mail Alternatively you can use Control Panel Add Remove Programs Secure Mail Select the Remove option on the screen as displayed below Secure Mail Installer DAVIES WARD PHILLIPS amp VINEBERG DAVIES Welcome to the Secure Mail Setup Maintenance program This program lets you modify the current installation Click one of the options below C Modify Select new program features to add or select curently installed features to remove Repair ES Reinstall all program features installed by the previous setup Remove all installed features Note When you uninstall Secure Mail you are given the following option to convert your secure messages to a Microsoft message format If you do not do this you will not be able to access these messages after the software has been uninstalled Secure Mail User Guide for Microsoft Outlook 35 of 35
7. gmail com home help exit Secure Mail Activation Completed Secure Mail Activation Completed Congratulations You are now ready to start using Secure Mail with bob gmail com If your mail client e g Microsoft Outlook or Outlook Express is currently open please close the application and restart it for the update to take effect Click the Help button above to access online product and support information At this point the Secure Mail plugin is installed and your Secure Mail ID has been created and loaded onto your local PC You are now to ready to start using the software Activation for Existing Users If you have previously installed and activated Secure Mail but would like to re install Secure Mail or install activate it on another computer please follow these steps 1 Enter your email address and click Next 2 Enter your Secure Mail Password associated with this email address 3 Once the activation process is complete you will receive a confirmation screen Secure Mail User Guide for Microsoft Outlook 14 of 35 Validating Your Installation To validate the installation of the Secure Mail Plugin for Microsoft Outlook you should see the following m If you click the Windows Start button Programs and you should see a Secure Mail folder A new Secure Mail folder should also appear under your main Program Files directory m When you open Microsoft Outlook
8. 5 Tips on Sending Secure Messages Secure Mail and File Sizes As a general rule of thumb when a secure message is encrypted the size of the message will increase by a factor of 2 5 The final size of the encrypted message is largely dependant on the size and file format of any attachments Size of original message with Approximate size of encrypted amp attachment s in MB signed message in MB 1 2 5 2 5 3 7 5 12 5 The maximum allowable email size depends on the policy set by your company or email service provider For large files you may want to consider using a compression utility such as WinZip and or sending the attachments in batches Multiple Email Account Configurations If you have multiple email accounts configured under the same instance of Microsoft Outlook please ensure the Send From email address matches the address associated with your Secure Mail ID You can easily change the Send From address from the compose window by selecting the Accounts button from the compose toolbar Untitled Message HTML BAX Pile Edk Wew Insert Pormat Tools Actions Help id Alai g Secure Mail User Guide for Microsoft Outlook 20 of 35 About the Secure Mail Reminder Prompt How Does the Prompt Help If you have ever forgotten to attach a file before sending an email you have an idea of why the Send as Secure Mail prompt can be helpful Forgetting to secure a confidential email can be much more se
9. DAVIES WARD PHILLIPS amp VINEBERG Secure Mail User Guide for Microsoft Outlook Product Release 4 5 0 Release Date May 23 2006 Copyright 2003 2006 Echoworx Corporation 4101 Yonge Street Suite 708 Toronto Ontario M2P 1N6 Canada All rights reserved This product or document is distributed under licenses restricting its use copying distribution and decompilation This document is provided for informational purposes only and Echoworx makes no warranties either express or implied in this document Information in this document including URL and other internet website references is subject to change without notice The entire risk of the use or the results of the use of this document remains with the user Unless otherwise noted the example companies organizations products domain names email addresses logos people places and events depicted herein are fictitious and no association with any real company organization product domain name email address logo person place or event is intended or should be inferred Complying with all applicable copyright laws is the responsibility of the user Without limiting the rights under copyright no part of this document may be reproduced stored in or introduced into a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise or for any purpose without the express written permission of Echoworx Corporation
10. Forward e 25 ea w jaa Kj ge Ae Secure Mail From Lance Hooper Sent Tue 10 01 2006 1 18 PM To Lance Hooper Cc Subject Financials Attachments Bal Financials_update1 is 242 By Please review and get back to me by the end of the day with your feedback L 5 Click Verify The Verify Message and Sender dialog box is displayed The information verifies the identity of the sender and that the message has not been altered after being sent Verify Message and Sender DAVIES Secure Mail rT WARD PHILLIPS amp VINEBERG Verification successtul This email was sent securely by a registered Secure Mail user More Info Message Yertfication p The contents of the message including any attachments were not altered after the message was sent Sender Verification Y The Secure Mail ID of the sender has been verified Name Lance Hooper E mail lancehooperSidwpy com lssued By Verizon Secure Mail CA Walid From Tue 10 Jan 2006 11 11 59 Valid Until Thu 10 Jan 2008 11 21 59 Add to Contacts Technical Into 6 Click the Technical Info button to display the detailed certificate information about the sender and the issuer You can click the Add to Contacts button to add the sender to your trusted contacts Secure Mail User Guide for Microsoft Outlook 23 of 35 7 If the sender s email address does not match the certificate email address the mail is displayed with the following
11. Mail Password When you activate the plugin you will be asked to create a Secure Mail Password This password should be known only to you and is used to send and open secure messages Secure Mail User Guide for Microsoft Outlook 2 of 35 Summary of Features and Benefits m Anyone can sign up you don t need to be a customer to subscribe and can use your existing email address you youraddress com m Confirm sender s ID digital signatures guarantee the identity of the sender m Messages are encrypted military grade security is used to seal your email mM Send to anyone you can send Secure Mail to anyone whether or not they are also a subscriber m Click to send before sending just click on the new SECURE button and the email will be encrypted before it is sent from your computer m Click to open click on a secure mail in your email box and enter your password to open it m Managing identities you don t have to worry about exchanging identities with anyone just address the email and we do the rest m Truly Secure trusted standards public key infrastructure PKI digital certificates X 509 Secure Multipurpose Internet Mail Extensions S MIME m Economical one monthly fee lets you send unlimited Secure Mail Secure Mail User Guide for Microsoft Outlook 3 of 35 Who Needs Secure Mail Consumers care about privacy Privacy and personal security are two reasons why consumers think twice about sending email Have you ever dec
12. Sepa iesi Sent Thursday December amp 2005 6 55 24 PM GMT ftilachments The folowing recipies were directed to the Secure Message Pickup Center sore inio Tex lemoehooper Giigeral oom test Once the message is open you can verify the integrity of the message and the sender print delete or save it and any attachments Secure Mail User Guide for Microsoft Outlook 26 of 35 Secure Mail Tools and Settings The Secure Mail Tools and Settings console provides the following options ID Tools to manage your Secure Mail ID m Password Tools to manage your Secure Mail Password m Plugin Tools to manage your desktop and or web mail Secure Mail software add ins E General Preferences m Access to online support content Accessing the Tools and Settings console 1 The Tool and Settings console is accessed from the Secure Mail option on the Outlook main menu oltnbex iicresoet Outlook Eafe x i Ele Edt Yew Go Tools Actions Secure Mall Hel Type a question for help Ne PS acta iy Rl New Sooo Mt reso a SIMA Toe a contact tond all Alternatively you can use the Windows Start button Programs Secure Mail Tools and Settings 2 Once either of the two access options described above is selected the Tools and Settings console main page will appear Job DAVIES WARD JAVIES DAVIES Sree VINEBERG Defaut ID bob gmail com home _help_ exit Tools and Settings 9 Secur
13. a 4 I Gening Started gonis a i ee eee 6 Before You Begire E EEE E ee 7 Downloading and Installing the Software cccccccccsseseeeceeeeeeeeesseeeeeeseeeeeseeeeeesseeeseeeeeessssaaeeeeeeeees 8 Aciivaling OUT SONWANE scii e r ues canauccheg caveeaseuauee Nosudneneucooreedees 11 Validating Your IMStallalOn snn sachsen teccentalee a a aa A A a 15 Seng Our Wall FOr atien r a seule ue T eo eds ees 16 ID USING Secure Mallra dscacec te shen iede wae echt udssaaneueeuieee 17 About the Secure Mail Reminder Prompt ccccccccssseeeeeeeeeceeeseeeeceeeseeeeeeeeeeeeesaeaeeeeeeesseaaneeeeeees 21 Receiving Secure WAN srcce csnec cc horeec ess vacerecsneszesciatiaeck ce taneeceatsaeesanc taeegacceaeeaetatesteatceeceauteioeatsenatsteans 22 RECEIVING aS a NOM SUDSCKIDOM craniene Samed e a A e E 25 Secure Mail TOOIS and Seting osne an ee e e ar ene 27 Locking and Unlocking Messages in Your INDOX ccccseeeecceeeeeeeeeeeueeeceeesaeeeceeeeeeeeeeessaaeeeeessaaeeees 33 Interoperating with Other Secure Mail SYStEMS ceecccccceecsesseeececeeeeeeeeeeeceeeeeseeeseeeeeeesseaeaseeeeeess 34 Uninstalling Secure Mall cc ceca cies seh ssacte beet ceo nean coat hte anine duster ncu te ataluey dean sees 35 I About Secure Mail The Threat is Real Secure Mail understands the security threats that you face when sending email Email travels from the sender to the receiver as a virtual postcard and as email is stored and forwarded thr
14. after you have installed the software you should see a new Secure Mail option from the main text menu bar Lo nbox Microsoft Outlook Jie File Edt Wew Go Took Actions Secure Mad Help Type kion For hel 54 Hew a j z i wd z zani Receive 7 pFind iy Doe s conkeck bo rind 7 You will also see a new Secure button on the Compose screen Untitled Message HTML BAXI Bile Edt View Insert Format Tools Actions Help Send fi Secure Accounts feb a Se Ot 3 B To validate that your Secure Mail ID is installed correctly send a test secure message to yourself and open it by completing the following steps Compose a message as you normally would and address it to yourself Click the Secure button and the Send Enter your Secure Mail Password when prompted You should receive a secure message in your inbox as denoted by the lock icon When you click to open the message you will be prompted for your Secure Mail Password oOo oa A Q N Once you enter your password the message will be decrypted and you will be able to read it Secure Mail User Guide for Microsoft Outlook 15 of 35 Setting Your Mail Format While the Microsoft Word editor is supported several features of the Secure Mail interface are not available when this option is enabled For an optimal user experience we recommend that you do not use Microsoft Word as your default editor when composing
15. an email message To view or change your mail format settings follow the steps outlined below 1 From the Microsoft Outlook main menu select Tools Options 2 Once the Options screen is displayed click the Mail Format tab 3 Under Message format make sure the Use Microsoft Office Word options are not selected If they are deselect the boxes Click Apply and then OK to close the dialog box Outlook 2002 2003 Mail Format Options Outlook 2000 Mail Format Options pions ax EE Preferences Mal Setup Mallformat spelling Security Other Preferences MalServices Pial Format spelling Securty Other Delegates Hirikia for tt Merron Format M Chems a format for bag mal end change advanced i Ta ala for igg ral a ad pir an Sendin thes mestage format iS a Compe in the meej format TAL s T a i i E k z Pi T F 3 f i j e Monolit Office Word 2007 to edi canai mercaya M ARR icai E Use Higsa Office Wend 2003 to peed Aih Taik S ra reeset oes CTC Send gactunes From the Interrest Interisti Options litre Fle Peat nieminen Note If Microsoft Word is not installed on your computer these options will be grayed out Secure Mail User Guide for Microsoft Outlook 16 of 35 III Using Secure Mail This section of the guide covers the following topics Sending a Secure Message Receiving a Secure Message Secure Mail Tools and Sett
16. d Installing Secure Mail Instructions for Activating Your Software How to Validate Your Software Has Been Installed Correctly Setting Your Mail Format Secure Mail User Guide for Microsoft Outlook 6 of 35 Before You Begin Before you begin you will need the following three things A supported version of Microsoft Outlook see System Requirements m An existing email address which is properly configured for use in your Microsoft Outlook client popular webmail accounts such as Hotmail Yahoo and Gmail can be configured for use in Microsoft Outlook A Getting Started email which contains the activation code and a link to download the software see sample below or if you have already used the activation code and are re installing the software you will need your Secure Mail Password ental thet eens ee era Jog Se Ss Ep Aono aoe ee Tee ec th Prom A Chris Peni Sent Thu autta 018 PA Tj Diras heed ree eri ll eee eet of Cee a See bed Abtacherents Dawits WARD PRLS E MRTE IG Secure Mail Downle od and Install Secure Mail Thi eerie comtaees the higem pow Al need 16 doenig metal eed inate Ba meure hii pleas aoe porin Jda aud Beie gaan perce peat Acie bind oo rine Cin e poe Pole ii eed Be ioe poe es ee pe eed te Fa Toe form on fo ache Pie ec Bel piers Email lanceta com Activation Code LKIJ DNIK ERBO Cherevat ictal bint cof rial cen Cigi Te buon belo i gt go io he doericad pag
17. detailed technical information about your Secure Mail Plugin a Secure Mail eas Park TINDA Caimi i bobgigmel com m j PE omil j Tres Saapa hial Pian aaea yi ba aral paa A a LE A ey ea ete pai Boae ahas bin B B Ene r a ae r ri 3 bma kai canna G view Tainini iionrapa Ga bioi General Preferences The General Preferences options enable you to change settings for Secure Mail Reminder Prompt Application Event Logging useful for support purposes m Permanently Decrypt Message after you have opened decrypted them m Secure Mail Format Dimi E bobfgmail com Damia Praid canis To Sharky of eae your areal perences Pee cece ore ol fhe airg oplicra Secure Mail User Guide for Microsoft Outlook 32 of 35 Locking and Unlocking Messages in Your Inbox Locking Items in Your Inbox To lock an email message in your inbox just select the email right click and select Encrypt Item s After entering your password you will see the Secure Mail lock icon appear on the message Once the message is locked only you will be able to open it Please note the message will be digitally signed with your Secure Mail ID not that of the message sender Aranga Er Canta Hrt on ber Ewpitqreat peewrard Saf Print EESE AJo n c08 pe i ok Repi ba fll ce arnad Palza Un 5 cel Plank at Ligeia Tags Fired i h 4 Create Aids SE Celts Jj ares lo Pabder gt a Option Ente
18. e EE Secure Mail User Guide for Microsoft Outlook 7 of 35 Downloading and Installing the Software 1 The Getting Started email contains a link to the download page this page is also available from the support web site To install the program simply click the Download button Secure Mail Help Center Microsoft Internet Explorer File Edit View Favorites Tools Help Q saa gt x a EA DO search Pp Favorites g B EA rel 3 DAVIES WARD JAV DAVIES PHILLIPS amp VINEBERG System Requirements Downloads User Guides Support Info Software Downloads Welcome to the Secure Mail Download Page The plugin will enable you to use Secure Mail with your existing email applications including Microsoft Outlook and Outlook Express If you haven t already done so you may want to review the system requirements before you download the software You will need to enter your name in order to download the software First Name Last Name In accordance with our Privacy Policy this information will be held in confidence indicates a required field 3 My Computer 2 Depending on your operating system you may be prompted with one or more Security Warning dialogues Window 98 and 2000 users may see this Windows XP users may see this E Hi mrha Gay urii Warris Eh km la e boa PAE OLHE fF e e a E i WA RO ed ee se ae ray rte Bo fti wihi ee bi yve Ma ile Den
19. e Mail Tools and Settings ID Tools General Preferences View details about your Secure Mail ID also E Manage the configuration of general knownas your digital ID or certificate alerts and settings Password Tools Need Help Change or recover your Secure Mail 9 Access support information from our online Password resource center Plugin Tools View technical details about your Secure A GF Mail Plugin Secure Mail User Guide for Microsoft Outlook 27 of 35 ID Tools This tool allows you to import recover your secure mail ID s and view and manage details about your IDs fe Secure Mall Toots and Settings La ka Daweg WARD Secure Mail AVIS es WIMDBIAG Cele Ce bobgigmall com hme j help j ait j 1D Toots esa Sua apra Hal iD ates knoe as egal D o cailise the electron apareis of pour oere a i k tt of pmpa Your D i daed ih yur ciel eaa amd E dl do poski proof of yur Kenii hen you Jai a tarro maa Viewing and Managing Your Secure Mail ID On the ID Tools main page click on View Manage a locally available ID Your Secure Mail email addresses are displayed Giant LL L bal Daimi m GES i Secure Mail Pm G WHA TETE CLEO mey ait ID Tools LEE gn an D beyer do wes the D propariieg gaani a PFE capy od par D y changa you deia II Tha eTa etkdress for our eia ID wel acn in german best Loca aiietie Samura bled De Secured ermal add
20. ided to pick up the telephone to talk to someone instead of sending them an email because you were concerned that your message could be intercepted Do you suspect that an email is not actually from the person listed in the from line Identity thieves and curious people have a growing array of widely available spy ware and email interception products at their finger tips Isn t it time to start putting your email into an envelope with a guaranteed return address Businesses need trusted communications Businesses are concerned about ensuring trust in communications risk to their brand confidentiality and laws requiring that email be digitally signed and encrypted Email has become one of the most important and frequently used ways of communicating highly sensitive information Why is it that businesses continue to risk significant losses by sending email in the clear without digital signatures The cost of hardware software management and training required to build a proprietary encrypted email infrastructure was prohibitively expensive Today any business email user can subscribe for a low monthly fee to send unlimited Secure Mail Secure Mail is a valuable tool for businesses in complying with the law Privacy legislation imposes a general obligation on businesses and government to protect the privacy and security of personal and private information Some privacy legislation expressly requires that specific measures be taken to protect agains
21. ings Locking and Unlocking Messages in Your Inbox Interoperating with Other Secure Mail Systems Uninstalling Secure Mail Secure Mail User Guide for Microsoft Outlook 17 of 35 Sending Secure Mail Secure Mail enables you to send a secure message to any recipient whether or not they are a secure mail user Part of what makes Secure Mail easy to use is that you don t need to know the answer to this question before you send your message the system will look this information up automatically To send a secure message follow these steps 1 Compose a message and attach any files as you normally would 2 Click the Secure button 3 intranet login info Message HTML File Edit View Insert Format Tools Actions Help i send Secure Accounts ial cc a PIG a Secure Mail bob grmail com Subject intranet login info user name lhooper password foxtrot 55 Alternatively use the main menu in Microsoft Outlook by selecting Secure Mail New Secure Mail Message and then composing your message Click the Send button If you forget to secure a message you will be prompted by default with a reminder prompt Sand ar Secu re Maili z arg ee ne ee m O Pipa A acer ar A Secure Mail User Guide for Microsoft Outlook 18 of 35 4 At this point the plugin will automatically check to see if your recipient s subscribe to the service What happens next depends on what the o
22. message in the status bar This message indicates the sender s email address does not match the sender s certificate You can click the Verify button to view the detailed information about the sender AS requested Message HTML Pel i pe Edo yem oat Fyi Jei ikii ti Oi Baph fg Pepe ba Ad ci Fand ek a e E E Fee Mark Dinti dem Thu 322008 LLAM Tix Bab Loa bab is requested Hypo can radd thie then you have successtuly decrypled the ema Maak Diria daviagidwpetomn HHS 276 2600 HA ia E miiie VIHA hiipii epr cam If the Certificate Authority is not one that is known by Secure Mail you will also receive this message Click the Verify button to view the detailed information about the sender Note If you do not see the banner with the Verify button it is likely that you have Microsoft Word enabled as your default email editor see Tips on Creating an Effective Password for more information on setting your mail format or you have changed the Secure Message Format in general preferences of the Secure Mail Tools and Settings console In both cases you will instead see a blue lock and red ribbon at the top right side of the message header financials Message HTML gt File Edit view Insert Format Tools Actions Help i bg Reply E Reply to All Po Forward Sg 4 ad gr Pe RES gt a a yr A a i B Secure Mail From Lance Hooper Sent Tue 10 01 2006 1 18 PM T
23. nk Secure Mail User Guide for Microsoft Outlook 25 of 35 3 Anew web browser window will open directing you to the Message Pickup Center You will be required to answer the security question defined by the sender to unlock and view the message ET Davies Message PidaupCenter Microso Memel Explorer Jog i e oR ye reote po ye Qu O RRO Pat treme Ok RA Adare biips tre securemal verizon comidevies ewdclogin Ew Davis WED Peart VINES Message Pickup Centre In order to view the contongs ofthis message YOU mugi provide thee conc answer io the security Queshon Mal Pe sender has detimed Socumity Question Vha is ou shared strel pass phrase Awen Coie Dont krya the arsaa You may wani bo conac thee pongi Note The number of attempts allowed to answer the security question is three After three incorrect answers the message is locked for a period of three hours before you can try again 4 By successfully answering the security question the message will be decrypted and displayed Davies Message PickupCenter Microsoft Internet Explorer dog pe Edit yew Faworte Took Help E O O DA G Axo frr B SaR s i Address hipire securemall verizon comidavlesishowMag Go Datis TRED PHILL WIM BLES View Secure Message LaaPnnatie ad Resty add Rasty Ad sf Save Message IE Deine This is a serrure mai message From i m To lance oopenigm ail com Oc
24. o Lance Hooper Cc Subject Financials Signed by hooperadwpw cam fh pw Click the Verify button or the blue lock red ribbon buttons to verify the integrity of the message and the sender Secure Mail User Guide for Microsoft Outlook 24 of 35 Receiving as a Non subscriber Secure messages sent to non subscribers are encrypted digitally signed and sent to the Message Pickup Center to be stored securely until the recipient retrieves it To retrieve the message simply follow the steps below A Secure Mail notification will arrive in the recipient s inbox The message contains some basic 1 information about the message and a link to open it E mm maj itp final pak ean Gmail epdated financish bier ar Peplorer updated financials irta Lance Hanperyig Diridh Gepura Baal aarp cetera FO pre ff rates age Dai BS a i WAR Secure Mail pons hee WIA BRAG Medical Amscclation of Georgia Secure tall Motification Lance Wieser i heop Se COM hit bhal you ibian mail meee LE f i a Han updated iaancals 0 The d Aa 2006 1 Se Pe GMT a Sha F ap SOE 1758 Ped GT Woy Fares W drys Hef co ophi te reesgage before experes i l oa a best JSG eae di vb E hike a 2 Bibs Se at L eee en E i E BD ery Note Users who do not have email software capable of displaying HTML formatted messages see a plain text version of the notification 2 Click the Open message li
25. ook 2003 Recommended Microsoft Outlook 2002 Microsoft Outlook 2000 Microsoft Outlook Express 6 0 or above For Outlook 2000 you require Microsoft Service Release 1 SR1 or above For all other clients we recommend the latest service pack m Microsoft Internet Explorer 6 0 or above Internet Connection Minimum 56 KBPS dial up modem LAN based using standard TCP IP DSL ADSL Cable Modem If you are using a firewall proxy the client plugin must be able to communicate with the Secure Mail application back end Computer Hardware m 5 10 MB of hard drive space m Pentium 233 MHz Recommended Pentium 500MHz or greater 128 MB RAM Recommended 256 MB or greater Secure Mail User Guide for Microsoft Outlook 5 of 35 ll Getting Started After completing the account signup process you will be able to issue Secure Mail licenses to virtually any existing email address Once an account is established you will also be able to add Secure Mail licenses through the self care portal This chapter explains how to install and activate the Secure Mail plugin after an email has been provisioned through the signup or self care portal Instructions are included for first time users as well as user who are re installing or installing the plugin for an activated license on another computer This section of the guide covers the following topics m What You Need to Know Before You Begin Instructions for Downloading an
26. ough the Internet there is a real risk that someone other than the sender or the receiver can intercept and either read it or tamper with it The content of email is now regularly finding its way into the news or into the hands of people who should not have it The fact that large volumes of email can be collected scanned filtered read and altered makes email an easier target for illegal interception than regular physical mail Also unlike regular mail you would never know that your email has been intercepted and read or altered Secure Mail gives you confidence Secure Mail gives you the confidence that only you and your intended recipients are able to read your email and that you know that the sender is not pretending to be someone else It s a value added service that gives you the ability to send email with the confidence that the email is securely encrypted and that only the person that you addressed the email to can unlock it Recipients benefit because the identity of the sender is also guaranteed With Secure Mail everyone with an email address can send and receive encrypted digitally signed emails without Knowing the details of how it s done This section of the guide covers the following topics m What Defines a Secure Message Secure Mail Components Summary of Features and Benefits E Who Needs Secure Mail System Requirements Secure Mail User Guide for Microsoft Outlook 1 of 35 What Defines a Secure Message
27. our ID If your ID is compromised in some way customer support may instruct you to use this tool to recover it 1 From the ID Tools main page click Add a Secure Mail ID The Secure Mail Activation Wizard is displayed a Serem Wael Tools and Setiaegs Wilt nae jo let Sere Ml Beret Winer The Fed TESA T VM WOU SOS ee T Boca Cen ee Lenin Eire Ab Pome order fee oad eddrace you vera ea eta Sip 1 Bete your cma drann Erai oddrace Care 2 Enter your Secure Mail email address and click Next The Secure Mail Account Information dialog box is displayed In the box enter your Secure Mail Password and click Next A confirmation message will appear once the recovery is complete Click Finish to close the window Close Microsoft Outlook and any open messages and then restart it to complete the recovery Recovering your ID on startup In the event your ID is removed or corrupted this tool automatically prompts you for your email address and the associated Secure Mail Password so it can recover your ID 1 Enter your Secure Mail email address and click Next The Secure Mail Account Information dialog box is displayed In the box enter your Secure Mail Password and click Next A confirmation message will appear once the recovery is complete Click Finish to close the window Close Microsoft Outlook and any open messages and then restart it to complete the recovery Secure Mail User Guide for Microsoft Ou
28. ow these steps 1 Enter your email address and click Next Please be sure to enter the email address exactly as it appears on your Getting Started email 9 Secure Mail Tools and Settings Lang m DAVIES WARD JAVIES DAVIE PHILLIPS amp VINEBERG Welcome to the Secure Mail Activation Wizard The next few screens will help you activate the software so you can start using Secure Mail Please enter the email address you would like to activate Step 1 Enter your email address Email address bob gmail com Cancel 2 Ifyou have not previously activated this email address for use with Secure Mail you will be prompted for your activation code Enter your activation code exactly as it appears on your Getting Started email and click Next to continue ww Secure Mail Tools and Settings DAVIES n WARD OME PHILLIPS amp VINEBERG Secure Mail Activation Wizard Enter Activation Code Please enter the activation code assigned to your email address Create a Password Step 2 Enter your activation code Recovery Question 1 Email address bob qmail com Recovery Question 2 Activation Code 34mkt79n Don t have your activation code Recovery Question 3 If you are prompted for your Secure Mail Password at this step instead of your activation code it means you have previously activated your software please skip to step 2 of Activation for Existing U
29. r Your Secure blail Pasremrd F j Cari IAEE Vi WE EFS Ving Secure Mail Unlocking Items in Your Inbox To unlock a Verizon Secure Mail message in your inbox just select the email right click and select Decrypt ltem s Permanently You will be prompted for your Secure Mail password and the message will be unlocked Please note any digital signature will be permanently removed when you select this option this will prevent you from verifying the message and sender integrity in the future aTa Bar Crate Hrt an bog al Toiy ATEA Coa Spa ams a a Four Secure Mail Paseernrd EJ Ewgargreant prarard ijl Brink l gt 1 ET J Aka EEREN ii r Wan z iy Secure Mail ga Pn amp Foka Lin Vitti cel Mark ot Ligredal _ THEAS bek dihi bohp core Pred gi piki preb E Eee Aih dunk Eset okiym enoli ema lirei A Gres lo Pakder h fa Cecrent ands Penrarerth Onr Secure Mail User Guide for Microsoft Outlook 33 of 35 Interoperating with Other Secure Mail Systems To communicate with a user of another compatible secure email system you can bypass the security question and answer creation step when sending a message by adding them as a trusted contact This process is also known as key exchange Adding a Trusted Contact To send your public Secure Mail ID or public encryption key and a request that someone else
30. ress bebe peal com Thea 23 Feb SOT 122517 ibak Secure Mail User Guide for Microsoft Outlook 28 of 35 Click on the row that contains the email address for which you would like to see the ID properties Once you have selected an email address the details of your security credentials including who issued your ID and the expiry date will appear Fels TIREN HA Cote b bgiaileam omp i mi i i Progarties oy Secer hai Teol ami Sediings 4 Sie hi D for b bigiailcsm I Properties for bobeig malloom Heres Bab Pum bobeigrallocon Comme GAA Gumbi fence oro Orgunicational ri Cai Erhat Coury CA baud Worlmon Certlicalion Sereices Weld fon Pada Fob 3E 11517 ik to Tha 22 Feb 3E Ve Back E gt peat ID Exporting your ID You can export your Secure Mail ID to a PFX file for safekeeping 1 Onthe ID Properties page click Export ID gt Sores Mad Tanl aed Setting Secure Mail Caimi i bobiga cam l Exgurt Secere Mail ice a PFN fie To ecko wou Sanus Abad Dio Recon oran Ehara PRI ie plese ender your Secure Riad pecan aruki van bhk aani ard es fle ig iene creer fein Tepara Mad Potred aed he dept Faih Freda bom illiam I Cagpad Path Eneas gt a Come Exot 2 Enter your Secure Mail Password a filename and click Export 3 Onsuccess a confirmation message is received Secure Mail User Guide for Microsoft Outlook 29 of 35 Recovering Y
31. rious than forgetting an attachment This is why the prompt is on by default it provides a safety net to make sure that messages that should be secured are However some users do not want to be prompted when sending every message so it is possible and simple to turn this feature off Disabling the Send as Secure Mail Prompt To disable the prompt you must simply select the Please don t prompt me again check box when the prompt appears Once this is done it will no longer appear when you send a message Send as Secure Mail E eo Wouk pou ike to send Che ac secure email Enabling the Send as Secure Mail Prompt After disabling the prompt you may decide in the future that you would like to re enable it for some reason In order to enable the prompt simple select the Prompt for secure mail option on the Secure Mail menu Inbox Microsoft Qutlook bik E Neve Secure Iial Message Took and Settings n Add Trusted Contact Favorite Foklers Tutaia 4nd Support All fall Folders Prompt For secure mall ee Secure Mail User Guide for Microsoft Outlook 21 of 35 Receiving Secure Mail There are two ways of receiving a secure mail Subscribers of the service receive secure messages directly to their email inbox and simply enter their Secure Mail Password to open the message Non subscribers are sent a notification message
32. send you theirs follow the steps below 1 From the Microsoft Outlook main menu select Secure Mail Add a Trusted Contact 2 The following window is displayed with a preformatted email message Laace Heoper wants be add youl as A rested sotem email cemact Mesiaga C le pin gdt yam ramt Pamuk Todi Tabi Wyde jp edion o Eend iooni A l Be E L o a piine HTAA Hito teeren n Oc LL Bic Sabet Lance heger manis be dd waa brumbead cacure ara canta In amier lo ascharye secure iad valh the sender peaca flow ihe siaga bakra IEF Add ar unde your dedides book ciry for hepa cher conn inmost email Prajna 3l you hat bo ho ighbcirck o dha sardea marme of cere in ites From brea od the amal baade ard sokick Ad do Comets or did bo Adidasa book STEP 3 Send 3 dalah gael meesage to p erig e rein com Head help Gola bipes ee cy nerd bernie erea ret Hou aa MOT yal a secur mall user click hare E RETE tare pechrwane net 3 Enter the email address of the person that you would like to add as a trusted contact in the To line and click Send 4 Enter your Secure Mail Password and click OK At this point the message will be digitally signed with a copy of your Secure Mail ID public encryption key and sent If the recipient responds to your request the mail is displayed in your Inbox with a red ribbon icon z When the message is open right click on the sender s
33. sers if this is the case Secure Mail User Guide for Microsoft Outlook 11 of 35 3 Now you will need to create a Secure Mail Password see our tips on creating an effective password below Click Next once you have entered your password 9 Secure Mail Tools and Settings a DAVIES DAVIE pena amp VINEBERG Secure Mail Activation Wizard s Enter Activation Code Please create a Secure Mail password Your password is used when you send and receive secure messages w Create a Password Step 3 Create a Secure Mail Password Recovery Question 1 Secure Mail Password Recovery Question 2 must be at least 6 characters Recovery Question 3 me 3 Confirm Password P i See our tips on creating an effective password Cancel lt Back Next gt Tips on Creating an Effective Password Your password is a critical piece of information when it comes to protecting your private information and digital identity Here are a few tips to help you choose a strong password Good Passwords Bad Passwords Good passwords should be at least eight characters A bad password is one that is easily guessed by long someone who knows you m They should include at least one character from Examples of bad passwords include each of the following three character groups m Upper case alphabetic characters A Z m Lower case alphabetic characters a z Numbers and symbols 0 9 amp _
34. t unauthorized disclosure of electronically stored or communicated information Other industry specific legislation protects the confidentiality and integrity of information relating to specific markets Heath Insurance Portability and Accountability Act HIPAA is an example of legislation that protects personal information sent amongst health care professionals E Sarbanes Oxley Act SOX governs integrity of financial operations of publicly traded companies Gramm Leach Bliley Act GLBA requires that all financial institutions protect customer information California Security Breach Notification Act CB 1386 requires disclosure when private personal information of a California resident has been compromised These are a few important examples of US Federal and State industry specific legislation that directly or indirectly requires that information contained in email be protected against uncontrolled disclosure and that requires companies to adopt sufficient measures to ensure integrity and authenticity of private information transmitted electronically Secure Mail User Guide for Microsoft Outlook 4 of 35 System Requirements The minimum system requirements to install and use Secure Mail include Operating System m Microsoft Windows XP Recommended Microsoft Windows 2000 E Microsoft Windows 98 For Windows XP and 2000 you are required to have administrative privileges Email Clients Microsoft Outl
35. tall screen click the Install button to start the installation Secure Mail Installer DAVIES WARD DAVIES RAS PHILLIPS VINEBERG You may be prompted to trust the issuing authority of your Secure Mail ID You must click YES if you are prompted by the Microsoft pop up Click Install to begin the installation PLEASE NOTE A VA we abot u retai scarica fom p oraico marty CA Game to represent saD Secure Mail User Guide for Microsoft Outlook 9 of 35 7 You will then see a Setup Status screen that indicates the progress of your installation DAVIES WARD YAVIES DAVIES EAEI VINEBERG Secure Mail Installer Installing Secure Mail is configuring your new software installation Once the installation is complete you will receive a confirmation screen Secure Mail Installer Secure Mail DAVIES WARD DAVIES PHILLIPS amp VINEBERG Cancel Congratulations You have successfully installed the Secure Mail plugin To complete the setup you will need to activate your software If you do not activate your software now you will be prompt the next time you start your mail client Activate my software now Add a Secure Mail tools and settings icon to my desktop Click Finish to exit Secure Mail Installer Secure Mail User Guide for Microsoft Outlook 10 of 35 Activating Your Software Activation for New Users If you have never previously activated your software please foll
36. tlook 30 of 35 Password Tools The Password Tools area of the console allows you to m Change your password E Reset your password in the event you forget it Enable session only password prompting only available for Windows XP SP2 users Een Dal Teal aed E Secure Mail Cem i bobiigmeallcom Diae Mail aga Tie Thi re Mer A bo phan Aaa pea e a een i Pee er a ere A tered rii P BE iy pe ir dy dais toe Anal WP SPD users CH huma four Paereerd E Fong Tiii Faerie Changing Your Password Once the console is open on the Password Tools page follow the steps outlined below Click the Change Your Password button 2 You will then be prompted to enter your current password and the new password you want to change to Confirm the new password and click Save Changes See Tips on Creating an Effective Password 3 Once you have changed your password a confirmation screen will appear once the change is applied Resetting a Forgotten Password Once the console is open on the Password Tools page follow the steps outlined below 1 Click the Forgot Your Password button 2 You will be then prompted with the password recovery question s that you created during the initial activation process 3 Once you have correctly answered the question s you will be able to change your password Secure Mail User Guide for Microsoft Outlook 31 of 35 Plugin Tools This area of the Tools and Settings console provides
37. uess 9 Secure Mail Tools and Settings DAVIES WARD PHILLIPS amp VINEBERG DAVIES Secure Mail Activation Wizard sO Enter Activation Code Inthe event you forget your password you will be prompted for the answers to the questions you create below Y Create a Password Step 4 Create your password recovery questions w Recovery Question 1 What is the full name of a person that is memorable to you but hard for Recovery Question 2 someone else to guess yA y i 2 Recovery Question 3 Select a hint Choose one 7 Answer for example Alfred P Newman i See our tips on creating effective password recovery questions and answers Cancel Next gt 5 Review the information you have entered and Finish a Secure Mail Teal and Settings BEz Darii WARD os Pe iP ee oe ih Bi Scud Mal Actvalion Wizard ed Enter Actrention Daa Wie a aired fires Pease pee fe pee eu aed ener bey ered ack hen Te button fo commits the eciryeion Crete a Paced Coffe i Ha Pe ee be a m Ma ary Guarin fore Junis Le B Fecowery Guarin j Smtr e bhei a a ody OA recovery Cuirim 3 cna Pa ah pom eel er ee T Gar oe San geben ai a ot r j a SS E Secure Mail User Guide for Microsoft Outlook 13 of 35 6 Once the activation process is complete you will receive a confirmation screen 9 Secure Mail Tools and Settings DAVIES WARD DAVIES DAVIE PHILLIPS amp VINEBERG Default ID bob
38. utcome of this check is If one or more of your recipients is detected as NOT being a subscriber you will be prompted to create a security question and answer for them oy Coane tC UrAy qatar El el 4 Jows E ee WPL Teh bo The foligretg nttetre i fee Sb Cune Wen ache red ell be paid Da diab a Secale Ques Do ogee aed Pree i Repo by on cresting an elects secunty question Secure Mail Recent finan eens What dove agee othe bet book eae Beewer ang ond deren reset bee ot eat G chaden D Prievalw resco bH porch Hasi gt Carcel The security question is used to ensure the identity of the recipient and protect the message from being intercepted by someone other than the intended recipient Prior to reading the message the recipient will be prompted to answer the question you create If the question can not be answered the recipient will not be able to open the message If your recipient is already subscribed to the Secure Mail service you will not be required to create a security question and answer skip to the next step 5 Enter your Secure Mail Password and click OK Enter Your Secure Mail Password DAVIES gt WARD YAVIES DAVIE PHILLIPS amp VINEBERG e mail address bob gmail com password Eoraot vour password Once you have entered your password the message will be encrypted or scrambled and digitally signed Secure Mail User Guide for Microsoft Outlook 19 of 3
Download Pdf Manuals
Related Search