ZixMail - Outlook Help - Secure Your Email

ZixMail Help

ZixMail for
Outlook™ Help

Signature
Manager Help

ZixMail for Outlook™ Help

Section 1 - Getting Started with ZixMail for Outlook

1.01 - Introduction to ZixMail™ for Outlook - Overview
1.02 - Getting the latest version of ZixMail for Outlook
1.03 - How ZixMail for Outlook works with Microsoft Outlook
1.04 - Downloading ZixMail for Outlook
1.05 - Creating your ZixIt Signature
1.06 - Setting up ZixMail for Outlook on your PC
1.07 - Getting help with ZixMail for Outlook

Section 2 - ZixMail for Outlook User Options

2.01 - ZixMail for Outlook User Options - Overview
2.02 - User Option - Remember Signature Phrase
2.03 - User Option - Remember Resolved Addresses
2.04 - User Option - Sending to users without ZixIt Signatures

Section 3 - Composing/Sending ZixMail for Outlook Messages

3.01 - Composing and Sending ZixMail for Outlook messages

Section 4 - Reading ZixMail for Outlook Messages

4.01 - Reading ZixMail for Outlook messages - Overview
4.02 - Using the Remember Signature Phrase User Option
4.03 - Opening a ZixMail for Outlook message
4.04 - Replying to a ZixMail for Outlook message
4.05 - Forwarding a ZixMail for Outlook message

1.01 - Introduction to ZixMail ™ for Outlook - Overview

ZixMail for Outlook enables Internet users worldwide to send and receive encrypted and digitally signed email communications using their current email address and their Microsoft Outlook email system.

ZixMail for Outlook messages are encrypted individually for each recipient and sealed with the sender's ZixIt Signature and a certified time-stamp.

These security measures ensure that no one except the intended recipient can read the message. And, because every ZixMail for Outlook message is digitally signed, the recipient has irrefutable proof of the sender's identity.

ZixMail for Outlook is easy to use and does not change your existing Outlook email program. In many ways, it works just like it -- you compose a message, attach files, and send the message by clicking the ZixMail for Outlook ™ toolbar button.

This introduction section gives you an overview of ZixMail for Outlook, describes the procedures for downloading and installing the program, and provides guidance for obtaining further help.

1.02 - Getting the latest version of ZixMail for Outlook

From time to time, updated versions of ZixIt Signature Manager or ZixMail for Outlook will be available for download and installation. You will be notified of new version availability by email. New versions of ZixIt products will also be available for download from our website at www.zixmail.com.

Important: New versions of ZixMail for Outlook will use the same ZixIt Signatures you already have. You do not need to re-create your ZixIt Signatures.

Related topics: Downloading ZixMail for Outlook

1.03 - How ZixMail for Outlook works with Microsoft Outlook

ZixMail for Outlook is designed to work in conjunction with your Microsoft Outlook email program. You will not need to reconfigure your Microsoft Outlook email program to use ZixMail for Outlook.

ZixMail for Outlook messages arrive as attachments in your regular Microsoft Outlook inbox.

Simply clicking the ZixMail for Outlook toolbar button decrypts and opens the message. You can also click the ZixMail Menu and select Decrypt the selected message.

1.04 - Downloading ZixMail for Outlook

The ZixMail for Outlook download and installation process is free and requires no registration. ZixIt Signature Manager and the ZixMail standalone software are bundled with ZixMail for Outlook.

To download and install the ZixMail for Outlook software:

Close your Microsoft Outlook email program and point your browser to www.zixmail.com
Click the Free Download tab.
Read and accept the License Agreement. Choose "Save to Disk."
Save the self-extracting file to your Desktop.
On your Desktop, double-click the self-extracting file to start the installation.

Before you can use ZixMail for Outlook or any other ZixIt-enabled products, you must create and then activate your ZixIt Signature.

Related topics: Downloading ZixMail

1.05 - Creating your ZixIt Signature

You can launch the ZixIt Signature Manager program in two ways:

On your desktop, double-click the ZixIt Signature Manager icon.
In Microsoft Outlook, click the ZixMail Menu and select Signature Manager.

To use ZixMail for Outlook on your PC, you must have an active ZixIt Signature for your Microsoft Outlook email address.

If you currently use ZixMail with your Microsoft Outlook email address, your ZixIt Signature will already be available. It will display in the ZixIt Signature Manager View Signatures window with an "active" status.

It is not necessary to create a new ZixIt Signature for this email address.

If you do not have an active ZixIt Signature, you can create one using the ZixIt Signature Manager. The Signature Manager program was installed on your PC during the installation of ZixMail for Outlook. To use ZixIt Signature Manager, refer to the instructions at ZixIt Signature Manager Help.

1.06 - Setting up ZixMail for Outlook on your PC

Before using ZixMail for Outlook, please read these instructions:

About the ZixIt Signature

To use ZixMail for Outlook on your PC, you must have an active ZixIt Signature for your Microsoft Outlook email address.

You can access the ZixIt Signature Manager by opening the ZixMail Menu and selecting Signature Manager.

If you do not have a ZixIt Signature, you must create one using ZixIt Signature Manager. This program was installed on your PC during the installation of ZixMail for Outlook. To use ZixIt Signature Manager, refer to the instructions at ZixIt Signature Manager Help.

ZixMail for Outlook Toolbar button

The ZixMail for Outlook toolbar button is only visible when the Standard Microsoft Outlook Toolbar is viewable. Hiding the Standard Microsoft Outlook toolbar will also hide the ZixMail for Outlook toolbar button.

To show the Standard Microsoft Outlook Toolbar:

1. Click on the View Menu.
2. Click Toolbars.
3. Click Standard.

When the checkmark appears to the left of Standard Toolbar the "show" option is selected and the ZixMail for Outlook will be displayed.

1.07 - Getting help with ZixMail for Outlook

If you have technical questions about ZixMail for Outlook, you can obtain assistance in several ways:

Use the help pages at www.zixmail.com.
You can review the help system contents and look up terms in the glossary.
Access Help from the Microsoft Outlook toolbar.
Select the Help Menu on the Microsoft Outlook toolbar and click ZixMail Help. This opens an Internet browser window containing a link to the ZixHelp. If you are connected to the Internet, click on the link and you will be connected to the ZixMail for Outlook Help. You can review the help system contents and look up terms in the glossary.
Email the ZixIt Support Center for technical or other assistance.
To access the online email form, click here.
Call the ZixIt Support Center for technical or other assistance.

A ZixIt Support Center Technician will respond quickly by email to resolve the problem. However, in the event that email does not solve the problem for you, a Special Case Number that immediately identifies your problem to our technicians will be emailed along with the Support Center telephone number.

2.01 - ZixMail for Outlook User Options - Overview

You can access the ZixMail for Outlook User Options using menu commands. Open the ZixMail Menu and select User Options.

2.02 - User Option - Remember Signature Phrase

This convenient feature allows you to quickly view your ZixMail for Outlook messages. When selected, it is not necessary to type your Signature Phrase each time you open normal ZixMail for Outlook messages.

1. Go to your Microsoft Outlook toolbar.
2. Select ZixMail.
3. Click on User Options.
4. Select Remember Signature Phrase.

When opening a Certified ZixMail message or whenever you are sending a ZixMail message, you will need to enter your Signature Phrase regardless of whether the Remember Signature Phrase user option is enabled.

2.03 - User Option - Remember Resolved Addresses

Within Microsoft Outlook it is possible to have more than one email address for names in the address book. When sending email to a name with more than one email address, a Resolve Recipient Window opens. To send the email message, you must choose an email address from the dropdown list.

When the Remember Resolved Addresses feature is enabled, ZixMail for Outlook automatically uses the chosen email address you provided and subsequently uses this address to send future messages.

2.04 - User Option - Sending to users without ZixIt Signatures

This feature controls how you send secure communications to recipients that do not have active ZixIt Signatures. ZixMail for Outlook uses SecureDelivery.com to send these types of messages.

There are three options:

Always send using SecureDelivery.com. This option will automatically send via SecureDelivery.
Prompt me. This option will first prompt you before sending via SecureDelivery. This is the installed default option.
Don't send. This option will not send the communication via SecureDelivery.

3.01 - Composing and Sending ZixMail for Outlook messages

You can send secure ZixMail communications to any recipient through Microsoft Outlook. If the recipient is also a ZixMail user and has an active ZixIt Signature, you can send via ZixMail for Outlook. For those recipients without active ZixIt Signatures, you can send the message via the SecureDelivery feature.

Composing and sending ZixMail for Outlook messages is very similar to composing and sending a regular Microsoft Outlook mail message.

There are however two main differences in sending ZixMail for Outlook messages compared to sending a regular mail message.

You click the ZixMail for Outlook toolbar button to send.
You are required to "sign" the message.

You can send an encrypted ZixMail for Outlook message to any email address with an active ZixIt Signature. To send a ZixMail for Outlook message:

1. Click on the new mail message button in Microsoft Outlook.
2. Specify the recipient in the To: field, using one of these options:

Type the email address of the recipient in the To: field.

Type the nickname of the recipient from the Microsoft Outlook Address book.

Click the To: button and select the recipient or email group from your Global Address List or from your address book.

You can specify more than one recipient by separating the addresses with a semi-colon (;).

3. Compose your message.
4. Click the ZixMail for Outlook toolbar button. If there is more than one email address for the recipient, you will be prompted to choose one. Click OK.

You then will be prompted to choose a method for sending the message.

On the left-hand side of the Send Options window are the selections for sending via ZixMail.

Follow these steps to send a message via ZixMail to a recipient with an active ZixIt Signature.

1. Choose Normal ZixMail or Certified ZixMail (return receipt).
2. Enter your Signature Phrase.
3. Click OK.

The ZixMail Completion Summary window appears. This summary reports the Sent status and Method of each Recipient. Click the OK Button.

Important: If any recipient does not have an active ZixIt Signature, you have the option of sending via the SecureDelivery feature. Your message will be sent according to your User Option selections.

If "Always send using SecureDelivery" is enabled, the ZixMail Completion Summary window appears. This summary reports the Sent status and Method of each Recipient. The message is sent to all recipients. Click the OK Button.
If "Prompt me" is enabled, the Send Failed Recipients window will appear. At this time you can send the message securely to those recipients via SecureDelivery. Finally, the ZixMail Completion Summary window appears. This summary reports the Sent status and Method of each Recipient. The message is sent to all recipients. Click the OK Button.
If "Do not send" is enabled, the ZixMail Completion Summary window appears. This summary reports the Sent status and Method of each Recipient. The message is not sent to recipients without valid ZixIt signatures. Click the OK Button.

On the right-hand side of the Send Options window are the selections for sending via SecureDelivery.

Follow these steps to send messages via SecureDelivery when recipients do not have an active ZixIt Signature.

Place a check in the box labeled "Send all using SecureDelivery."
Check the "Return pickup receipt to me" box if a return receipt is desired.
Check the "Use Anonymous Notification" box if you wish your recipient to be notified anonymously that they have a message waiting at SecureDelivery.
Choose the number of days to hold the message for pickup. The range is currently from 1 to 21 days.
Enter your Signature Phrase.
Click OK.

You will see the ZixMail Completion Summary window after the Sending Message window closes. This summary reports the Sent status and Method of each Recipient. Click the OK Button.

4.01 - Reading ZixMail for Outlook messages - Overview

ZixMail for Outlook messages arrive in your Microsoft Outlook inbox. You can open, read, reply to, forward, or print them. You can also open or save the files attached to ZixMail for Outlook messages.

4.02 - Using the Remember Signature Phrase User Option

This convenient feature allows you to quickly manage your ZixMail for Outlook messages. When selected, it is not necessary to repeatedly type your Signature Phrase each time you send or open ZixMail for Outlook messages.

However when opening a Certified ZixMail message, you will need to enter your Signature Phrase whether or not the Remember Signature Phrase user option is enabled.

4.03 - Opening a ZixMail for Outlook message

ZixMail for Outlook messages arrive in your Microsoft Outlook inbox.

You can open a ZixMail for Outlook message in two ways:

Select the message in your inbox:

1. Take one of these actions.

Click the ZixMail for Outlook toolbar button to decrypt the message, or

Open the ZixMail Menu and select Decrypt the selected message, or

Click to open the attachment and choose one of the following:

Choose "Save to Disk" and open later with the ZixMail standalone program, or

Choose "Open it" and enter your signature phrase when the ZixMail standalone program opens.

2. Type your Signature Phrase
3. Click OK

If the Remember Signature Phrase feature is selected, Step 2 and 3 are not necessary.

Double-click the message in your inbox:

1. Take one of these actions:

Click the ZixMail for Outlook toolbar button to decrypt the message, or

Open the ZixMail Menu and select Decrypt the selected message, or

Double-click the ZixMail attachment. This will launch start the ZixMail application.

2. Type your Signature Phrase.
3. Click OK.

If the Remember Signature Phrase feature is selected, steps 2 and 3 are not required.

4.04 - Replying to a ZixMail for Outlook message

You can reply to the sender only or to all recipients of the ZixMail for Outlook message. Replies will be uniquely encrypted for each recipient.

To reply to a ZixMail for Outlook message:

Open the message and take one of these actions.
   •To send the reply only to the sender, click Reply.
   •To send the reply to all recipients of the original message,
     click Reply All.
Type your response to the message and attach any files. The text of the original message can remain as part of the reply.
Click the ZixMail for Outlook toolbar button. If there is more than one email address for the recipient, you will be prompted to choose one. Click OK.
You will then be prompted to choose an option for sending the ZixMail for Outlook message. Choose send Normal, send Certified, or send SecureDelivery and enter your Signature Phrase. Click the OK button.
The ZixMail for Outlook Completion Summary box appears. This summary reports the Sent status, Method, and Recipient. Click the OK Button.

4.05 - Forwarding a ZixMail for Outlook message

To forward a ZixMail for Outlook message:

Open the message in your Microsoft Outlook inbox and click Forward.
Enter the email address (or nickname) of the person you want to forward the message to.
Click the ZixMail for Outlook toolbar button. If the recipient has more than one email address, you will be prompted to choose one. Click OK.
You will then be prompted to choose an option for sending the ZixMail for Outlook message. Choose send Normal, send Certified, or send SecureDelivery and enter your Signature Phrase. Click the OK button.
The ZixMail for Outlook Completion Summary box appears. This summary reports the Sent status, Method, and Recipient. Click the OK Button.