ZixMail - Signature Manager Help - Digital Signature Protection

ZixMail Help

ZixMail for
Outlook™ Help

Signature
Manager Help

Support

Quick Facts

FAQs

Glossary

Signature Manager Help
Section 1 - Introduction and getting started

1.01 - Introduction and getting started - overview
1.02 - ZixIt Signatures - overview
1.03 - Downloading ZixIt Signature Manager
1.04 - Getting the latest version of ZixIt Signature Manager
1.05 - Getting help with ZixIt Signature Manager

Section 2 - Working with ZixIt Signatures

2.01 - Working with ZixIt Signatures - overview
2.02 - Creating a ZixIt Signature
2.03 - Confirming a ZixIt Signature
2.04 - Editing a ZixIt Signature
2.05 - Deleting a ZixIt Signature
2.06 - Creating multiple ZixIt Signatures
2.07 - Setting up and changing your email ID
2.08 - Backing up your ZixIt Signatures
2.09 - Status codes for ZixIt Signatures

Section 3 - Using ZixIt Signatures on more than one computer

3.01 - Using ZixIt Signatures on more than one PC - overview
3.02 - Exporting ZixIt Signatures
3.03 - Importing ZixIt Signatures
3.04 - Removing ZixIt Signatures from a PC

Section 4 - Recovering ZixIt Signatures

4.01 - ZixIt Signature Recovery - overview
4.02 - Recovering ZixIt Signatures

Section 5 - Tips for ZixIt Signature Manager

5.01 - Tips for ZixIt Signature Manager - overview

1.01 - Introduction and getting started - overview

ZixIt Signature Manager is a central utility program that allows you to create, edit or delete your ZixIt Signatures. Additionally, the program handles Signature backup functions and the copying of your ZixIt Signatures from one PC to another.

A single ZixIt Signature is specifically associated with one email address. However, you may have multiple email addresses, and therefore, multiple ZixIt Signatures. Further, these Signatures may reside together or separately on one or multiple PCs and may have the same or different Signature Phrases.

These seemingly complex options have been greatly simplified by the ZixIt Signature Manager.

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

1.02 - ZixIt Signatures - overview

Before you can use ZixMail or any other ZixIt-enabled product, you must create and then activate your ZixIt Signature. A ZixIt Signature is a set of encryption codes that allows you to digitally sign outgoing ZixMail messages and to decrypt incoming ZixMail messages.

A ZixIt Signature is an irrefutable digital identification - one that's just as personal and unique as your handwritten signature. A ZixIt Signature can be created for your email address in about 60 seconds. Your email address works with these three other components to form your unique ZixIt Signature:

Private Signature Code (also called a private key) stored on your PC.
Public Signature Code (also called a public key) stored on the ZixIt Worldwide Signature Server.
Signature Phrase (also called a pass phrase), a secret phrase that unlocks your Private Signature Code.

What can I do with my ZixIt Signature?

After creation and activation of your ZixIt Signature, you are ready to use ZixMail or other ZixIt-enabled applications. ZixMail enables you to send and receive encrypted and digitally signed email communications without changing your email address or your email system.

1.03 - Downloading ZixIt Signature Manager

The first step in the process of creating your ZixIt Signature is to download and install ZixIt Signature Manager. The download and installation process is free and requires no identification or registration information. ZixIt Signature Manager software comes bundled with the ZixMail secure messaging program.

To download ZixIt Signature Manager software:

Exit all Windows programs.

Point your browser to www.zixmail.com

Click one of the "Free Download" links.

Affirm that you understand the export restrictions of the product and affirm that you are not located in a prohibited export destination. The United States government has strict guidelines for the distribution of encryption technology. Please review the statement carefully before agreeing to it.

When the download process begins, you will be prompted to either open the file from the current location or save it to disk. Choose "Save to Disk."

In the dialog box, identify a convenient, easy-to-remember place on your disk or desktop where you want to save the self-extracting ZixMail download file.

When the download is complete, go to where you saved the download file and double click it to initiate the auto-installation process. Simply click through the standard installation questions.

We strongly recommend using the default file location.
Respond appropriately if you want to integrate ZixMail with Outlook (NOTE: ZixMail does NOT integrate with Outlook Express).
Respond appropriately when asked if you are a "Brand new ZixMail user" or "an existing ZixMail user."

"Brand new ZixMail users" are immediately taken to the "Readme" file and to the "Create Signature" screen in ZixIt Signature Manager.

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

Related topics: Creating a ZixIt Signature

1.04 - Getting the latest version of ZixIt Signature Manager

From time to time, updated versions of ZixIt Signature Manager or ZixMail will be available for download and installation. You will be notified of new version availability by email, or in certain instances, during use of the ZixMail program.

IMPORTANT: THE NEW VERSION WILL USE ANY PREVIOUSLY CREATED ZIXIT SIGNATURES. DO NOT ATTEMPT TO CREATE A NEW ZIXIT SIGNATURE FOR AN EMAIL ADDRESS THAT ALREADY HAS A ZIXIT SIGNATURE.

Related topics: Downloading ZixIt Signature Manager

1.05 - Getting help with ZixIt Signature Manager

If you have questions about ZixIt Signature Manager or if you experience problems while using this software, you can obtain assistance in several ways:

1. Use these help pages, found at www.zixmail.com:

You can review the help system contents and look up terms in the glossary.

2. Email the ZixIt Support Center for technical or other assistance:

To access the online email form, click here.

3. Call the ZixIt Support Center for technical or other assistance:

A ZixIt Support Center technician will respond quickly by email to resolve the problem. In the event that email does not solve the problem for you, we will give you our telephone number and a special Case number that immediately identifies you to our Support Center.

2.01 - Working with ZixIt Signatures - overview

ZixIt Signature Manager gives you control over the creation and maintenance of your ZixIt Signatures.

When you create your ZixIt Signature, you are creating two signature codes (two keys): a private key that resides on your local PC and a public key that resides on the ZixIt Worldwide Signature Server (WSS).

This key pair must be managed together (created, confirmed, edited, deleted) because actions affect the relationship between the two keys. For this reason, owners of ZixIt Signatures must be careful about the maintenance of their ZixIt Signatures.

A single ZixIt Signature can be associated with only one email address. However, you may have multiple email addresses, and therefore, multiple ZixIt Signatures.

This section gives you detailed instructions on the creation and maintenance of your ZixIt Signatures.

2.02 - Creating a ZixIt Signature

Creating your ZixIt Signature is quick and easy.

Be sure you are connected to the Internet.
On the main ZixIt Signature Manager window, click "Create New" tab.
When requested, enter the email address for which you are creating the ZixIt Signature. Type your email address twice and click the OK button. You must enter your correct email address because a required confirmation email will be sent to the address.
Next, choose a "Signature Phrase" that you will use as a password to your ZixIt Signature. You will type this Signature Phrase each time you open or send a ZixMail message.

Your Signature Phrase must be at least one character long but no more than 128 characters. The Signature Phrase is case sensitive and may contain spaces and any characters. A typical Signature Phrase might be "When I was 5, my dog was named rover."

Do not forget this Signature Phrase. At no time does ZixIt Corporation have access to your Signature Phrase.

Your Signature Phrase is used to "lock and unlock" your private key as it resides on your local machine. Therefore, your ZixIt Signature will not work without your Signature Phrase.
Enter your Signature Phrase twice. Click OK.
Next, you will be prompted to accept or decline a Recovery Option. Selecting this important Recovery Option at this time is the only way to recover your ZixIt Signature if you forget your Signature Phrase, if your disk crashes, if your PC is lost or stolen, or if the ZixIt Signature file is corrupted. We highly recommend this option, but you may skip it by selecting the No option and clicking the OK button.

If you have selected this recovery option, you will then be required to provide a "Recovery Question" and a "Recovery Answer." This is similar to the common "Mother's maiden name?" question. You must remember this answer in order to replace a corrupted ZixIt Signature. See Recovering ZixIt Signatures.
At no time, even during the recovery process, does ZixIt Corporation have access to your ZixIt Signature or your Recovery Answer.

Your Recovery Answer "locks and unlocks" the copy of your ZixIt Signature as it resides on the ZixIt Worldwide Signature Server; therefore, only you can access your ZixIt Signature Recovery Package.
Finally, you will receive an email message requesting that you respond by clicking a hyperlink to confirm activation of your ZixIt Signature. You must respond to the email within 24 hours in order to complete the Signature creation.

The ZixIt Signature will be shown in the main ZixIt Signature Manager window as New until you have responded to the email confirmation and clicked the update status button. If you fail to properly confirm the creation within 24 hours, your ZixIt Signature will be removed from the ZixIt Worldwide Signature Server.

However, the private signature code (private key) will remain on your local machine and your email address will remain in ZixIt Signature Manager with a status displayed as "unconfirmed."

Related topics: Confirming a ZixIt Signature

2.03 - Confirming a ZixIt Signature

When a ZixIt Signature is created, edited or deleted, you must respond to a confirming email message in order to complete the process. This is required to prove that the specific email address belongs to you.

The email message asks you to click a hyperlink that indicates you approve the creation, edit (change) or deletion of your ZixIt Signature. The hyperlink response must be made within 24 hours.

Note: No confirmation is required to change just the Signature Phrase.

Creating a ZixIt Signature: When a ZixIt Signature is created, the status is set to New and the ZixIt Worldwide Signature Server sends the creation confirmation email message to your email address. After you follow the instructions in the email, your ZixIt Signature status will be set to Active. Failure to respond within 24 hours will cause your ZixIt Signature to be removed from the ZixIt Worldwide Signature Server.

However, the private signature code (private key) will remain on your local machine and your email address will remain in ZixIt Signature Manager with a status displayed as "unconfirmed."

Editing a ZixIt Signature: When a ZixIt Signature is edited (encryption codes changed), the status is set to New and the ZixIt Worldwide Signature Server sends the change confirmation email message to your email address. After you follow the instructions in the email, your ZixIt Signature status will be set to Active after you click Update Status. Failure to respond within 24 hours causes the change to be removed from the ZixIt Worldwide Signature Server, and your prior ZixIt Signature will be re-activated.

Deleting a ZixIt Signature: When a ZixIt Signature is deleted, the email address is removed from the Signature Manager window and the ZixIt Worldwide Signature Server sends the deletion confirmation email message to your email address. After you follow the instructions in the email, your ZixIt Signature status will be set to Inactive on the ZixIt Worldwide Signature Server. Failure to respond within 24 hours causes your ZixIt Signature to remain active on the ZixIt Worldwide Signature Server. At this point, the ZixIt Signature will need to be imported back into your ZixIt Signature Manager (from a backup copy or through Recovery).

Related topics: Creating a ZixIt Signature

2.04 - Editing a ZixIt Signature

Once you have created a ZixIt Signature, it is unlikely that you will ever have to change it. To change a ZixIt Signature, highlight the Signature to be changed, click the Actions menu and select Edit Signature.

Two types of changes can be made to an existing ZixIt Signature:

Change Signature Phrase only (free). This option is normally selected because you previously chose a Signature Phrase that is too hard to type.

Many people choose very long Signature Phrases, like "My mother was born in England in 1923 and came to Texas in 1980." Perhaps a shorter version like, "Mom is English" would be easier to type.

The procedure to change your Signature Phrase requires that you type the "old" Signature Phrase and then to twice type the "new" Signature Phrase.

Change encryption codes and Signature Phrase ($5). This option should be selected if an untrustworthy person has been using your PC, your PC has been stolen, or you think someone who has had previous access to your PC has seen your Signature Phrase.

This type of change will "create" an entirely new ZixIt Signature, including new Public and Private Signature Codes (keys). When you select this option, you will be guided through the same procedure as outlined in the Creating a ZixIt Signature. Please refer to that topic for further reference.

Important: If the ZixIt Signature that has been edited also resides on another PC, you must use the Exporting ZixIt Signatures procedure to copy the changed Signature to the other PC.

2.05 - Deleting a ZixIt Signature

ZixIt Signature deletions must be done with great care. A mistake during the deletion process could make all previously received ZixMail messages unreadable.

There are two types of ZixIt Signature deletions:

Scenario 1: You have your ZixIt Signature(s) on more than one PC - and - you have a backup disk (see: Backing up your ZixIt Signatures) - and - you still intend to use your ZixIt Signature on at least one other PC - but - you want to delete your ZixIt Signature(s) from another PC due to (a) quitting a job where you have been using your corporate email address or (b) selling or otherwise stopping use of that PC. In this scenario, you follow these steps:

On the main ZixIt Signature Manager window, click the ZixIt Signature in the list that you want to delete.
Click the Delete Selected button.
A "Deleting Signature" box appears. Select Delete from this machine and type your Signature Phrase to verify your identity as owner of the ZixIt Signature being deleted.

Scenario 2: You are changing your email address and no longer want that ZixIt Signature on the ZixIt Worldwide Signature Server. This is particularly important if you change email addresses because your contacts will continue to send encrypted ZixMail messages to your old email address. Once you have deleted a ZixIt Signature, as described below, you will be unable to read your old ZixMail messages. For maximum protection, you should have a backup disk containing your ZixIt Signature(s) before selecting this option (see: Backing up your ZixIt Signatures). In this scenario, you follow these steps:

On the main ZixIt Signature Manager window, click the Signature in the list that you want to delete.
Click Delete Selected.
A "Deleting Signature" box appears. Select Delete from Worldwide Signature Server and this machine and type your Signature Phrase to verify your identity as owner of the ZixIt Signature being deleted.
The deletion request will be sent to the ZixIt Worldwide Signature Server (WSS) and the ZixIt Signature will be immediately deleted from the local machine. If the deletion request can’t be sent to the WSS, then the entire process stops and the local ZixIt Signature is not affected. (If the deletion request cannot be sent, an appropriate error message will immediately pop up.)

The WSS will send you a confirmation email. You must respond to the email within 24 hours in order to complete deletion.

If you approve the deletion, the ZixIt Signature will be marked as deleted on the WSS.

If you “decline” the deletion, the ZixIt Signature will remain valid on the server, but will not exist on the local machine. You will need to import your ZixIt Signature from a backup copy in order to make it function on this PC again.

If you wish to access files that have been encrypted for the deleted ZixIt Signature, you can either import the Signature from a backup Export file or retrieve your Recovery file (if you chose the Recovery Option when you initially set up your ZixIt Signature). Under this scenario, the Signature will have a Deleted status in the ZixIt Signature Manager, but you will be able to read old ZixMail messages.

If you fail to properly confirm the deletion within 24 hours, the status on the WSS is returned to active, as if you had declined the deletion.

2.06 - Creating multiple ZixIt Signatures

A ZixIt Signature is assigned to only one email address. If you have more than one email address, you may create a separate ZixIt Signature for each address.

Many people use the same Signature Phrase for all of their ZixIt Signatures. This makes the job of remembering your Signature Phrases much easier.

If you share a PC with another person, be sure that the other person never sees you type your Signature Phrase. That would compromise the security of your ZixIt Signature and the privacy of your email messages.

2.07 - Setting up and changing your email ID

Many email systems allow the user to create an "email business card" that can be attached to the bottom of each email sent. The ZixMail equivalent of the business card is the email ID.

For each of your ZixIt Signatures, you can specify approximately 10 lines of text that can be added to the bottom of ZixMail messages that you send. Many people include information such as their name, company name, telephone and fax number, and email address.

You can create or edit your email ID either in ZixIt Signature Manager or in ZixMail.

To create or edit an email ID:

On the ZixIt Signature Manager main window, click the ZixIt Signature you want to edit.
Click Edit email ID at the bottom of the main window.
On the email ID box, type the text that you want to appear at the end of the ZixMail messages that you send. Note: ZixMail adds the text exactly as you enter it, so if you want to separate it from the body of your message with blank lines, be sure to add blank lines above the email ID text.
Click OK.

When you select Attach email ID, ZixMail will add the email ID text to the end of ZixMail messages you send.

2.08 - Backing up your ZixIt Signatures

It is extremely important that you back up your ZixIt Signatures. It is recommended that you use the Exporting ZixIt Signatures procedures to create a backup file. The export file that is created can be used as an import file when your ZixIt Signatures need to be restored.

We recommend the following procedure:

Export ZixIt Signatures to a file.
Transfer the export file to removable media, such as a floppy or Zip® disk. Be sure to safely store the protection phrase that you specify when creating the export file (many people use their Signature Phrase for simplicity).
Store the disk in a safe place.

Important: If you create additional ZixIt Signatures or make changes to your existing ZixIt Signatures, be sure to create a new backup disk using the procedures outlined above.

2.09 - Status codes for ZixIt Signatures

It is important to understand the status codes for ZixIt Signatures.

The status of a ZixIt Signature is shown in the status column of the main ZixIt Signature Manager window. Shown below are the current status codes:

Status Code	Meaning
Active	Your ZixIt Signature may be used for ZixMail or any other ZixIt-enabled application.
Declined	When you received a ZixIt Signature creation confirmation email, you choose Decline, therefore, the ZixIt Signature for this email address was not activated at the ZixIt Worldwide Signature Server.
Deleted	Your ZixIt Signature was deleted from the ZixIt Worldwide Signature Server but still resides on your PC. This occurs when you have imported a deleted Signature for the purpose of reading old ZixMail messages.
Expired	Corporate function only; contact your Network Administrator.
New	You have created or edited (changed) a ZixIt Signature, but have not yet confirmed the creation or change. When you have finished the confirmation process and clicked Update Status in the ZixIt Signature Manager main window, the status will be set to Active.
Replaced	In the event you have edited (changed) a ZixIt Signature on one PC, but have not exported the change to other PCs that use this email address, this status code will appear on those other PCs until you have imported the changed ZixIt Signature.
Suspended	When the trial period ends and you do not upgrade to Subscriber, your status will be displayed as Suspended.
Unconfirmed	You created a ZixIt Signature but failed to confirm it within 24 hours.

The ZixIt Worldwide Signature server may use additional status codes such as revoked, removed or hidden. ZixIt Signatures associated with these codes will not appear on your ZixIt Signature Manager main window list.

3.01 - Using ZixIt Signatures on more than one PC - overview

ZixIt Signatures are designed to be used on one or more PCs.

Because each ZixIt Signature is unique, you must copy your ZixIt Signature to another computer before you can use it there. The export and import processes do this. These processes also handle the backup and restoration functions for ZixIt Signatures.

This section gives you detailed instruction on the export and import processes.

3.02 - Exporting ZixIt Signatures

Creating an "export" file of your ZixIt Signatures serves two purposes:

The export file, when kept on a floppy (or Zip®) disk, serves as a secure backup of your ZixIt Signatures.
The export file can be used to copy or move your ZixIt Signature(s) to other computers. See Importing ZixIt Signatures.

You may select one or more of your ZixIt Signatures to export.

Each time you create or change a ZixIt Signature, you will want to use this export function to create a current backup.

To export a ZixIt Signature:

On the main ZixIt Signature Manager window, click the ZixIt Signatures that you want to export or to back up.
To select more than one ZixIt Signature, hold down the Ctrl key and click on each ZixIt Signature you want to export.
On the main ZixIt Signature Manager window, click Export Sigs.
On the Export Signature box, select the location and specify a file name. Then click Continue.
On the Protection Phrase box, type an easy-to-remember protection phrase (many people use their Signature Phrase) in both boxes. When you import ZixIt Signatures on another computer, you must enter this protection phrase.

Select the appropriate box:
•Export selected signatures only
•Export all signatures
Then click OK.

Suggestions:

We recommend that you copy the export file to removable media, such as a floppy, Zip®, or Jaz® disk.
Export files can be sent by email to another PC and then imported on that PC.
Always use the same protection phrase so you will be less likely to forget it.

3.03 - Importing ZixIt Signatures

The import process is the reverse of the export process and allows the movement of ZixIt Signatures from PC to PC. It also allows for restoration of ZixIt Signatures that have been accidentally deleted or have been corrupted by a disk crash.

The import function will only import ZixIt Signatures that are more current than the ones on the import PC.

If you have not "exported" a ZixIt Signature, go to Exporting a ZixIt Signature now and review the export procedure.

To import a ZixIt Signature:

On the main ZixIt Signature Manager window, click Import Sigs.
On the Import Signatures box, select the location and name of the import file. This can be removable media, such as a floppy, Zip®, or Jaz® disk. Then click Continue.
On the Protection Phrase box, type the protection phrase (or password) that was used during the export process. Click OK.
A recap of the import activity showing each imported ZixIt Signature and the action taken will then be displayed. When the import process finishes, click OK.

You can now use the imported ZixIt Signature(s).

3.04 - Removing ZixIt Signatures from a PC

The topic of removing a ZixIt Signature from a PC is fully covered in the Deleting a ZixIt Signature topic.

Important: Prior to removing (deleting) a ZixIt Signature from a PC, create an export file to be used as a backup. See Deleting a ZixIt Signature for further information.

4.01 - ZixIt Signature Recovery - overview

It is very important that you keep your ZixIt Signature backed up and that you remember your Signature Phrase.

If you have a disk failure and have created a backup using the export process, restoring your ZixIt Signature is easy. See Importing a ZixIt Signature.

If you have forgotten your Signature Phrase - it cannot be recovered from your export file.

If you forget your Signature Phrase or your disk fails and you have not backed up your ZixIt Signature, the only alternative for recovery is the process described in this section.

An important Recovery Option is offered when a ZixIt Signature is created or changed. This option allows you to recover your ZixIt Signature if you forget your Signature Phrase, if your disk fails, if your PC is lost or stolen, or if the ZixIt Signature file becomes corrupted.

When you choose the recovery option, you are required to provide a "Recovery Question" and a "Recovery Answer." This is similar to the common "Mother's maiden name?" question and answer. You must remember the "Recovery Answer" in order to use this recovery process.

Important: At no time, even during the recovery process, does ZixIt Corporation have access to your ZixIt Signature, your Signature Phrase, or your Recovery Answer.

ZixIt Signature recovery is simple and secure. To recover a ZixIt Signature, you select Recover Signature from the Actions menu. When you supply the correct answer to your recovery question, ZixIt Worldwide Signature Server emails an export file that contains a copy of your ZixIt Signature to your email address.

Using the regular import process, you import the recovery file by supplying the answer to your recovery question. You must answer the recovery question exactly as you typed it when you created the recovery file.

4.02 - Recovering ZixIt Signatures

Important: This process should only be used if you forget your Signature Phrase or if your disk failed and you did not create a backup of your ZixIt Signature.

For an overview of the recovery process, please see ZixIt Signature Recovery - overview.

To recover a Private Signature Code:

In ZixIt Signature Manager, click the Actions menu item, then click Recover Signature.
On the Recover Signature box, type the email address of the ZixIt Signature to be recovered and the answer to the recovery question. You must enter this answer exactly as you did when you originally specified the recovery question and answer. Click OK.
Read the instructions on the Complete Recovery box and click OK.
The ZixIt Worldwide Signature Server will email the Recovery file to your email address. When the email arrives, please save the attached recovery file to disk.
In ZixIt Signature Manager main window, click Import Sigs.
On the Import Signatures box, specify the saved recovery file and then click Continue.
On the Recovery Answer box, type the answer to your recovery question. You must enter this answer exactly as you did when you originally specified the recovery question and answer.
Type a new Signature Phrase twice and click OK. Your ZixIt Signature is restored and may now be used with the new Signature Phrase.

If you are unable to successfully recover and import your Recovery file or if you cannot remember your Recovery Question, use the ZixMail Web form to request assistance from the ZixIt Support Center by clicking here.

5.01 - Tips for ZixIt Signature Manager

If you experience problems, please check to see that you are using the latest available version. See Getting the latest version of ZixIt Signature Manager.

If the new version does not solve the problem, please see Getting help with ZixIt Signature Manager.