Email Encryption Outlook Add-in adds an Encrypt button to the Outlook Compose window toolbar. The Encrypt button marks your message for encryption by inserting a special tag into the email header. The Gateway detects this tag and encrypts the message if necessary.

Note: An encryption rule must be defined that scans email headers for this information and triggers the encryption

In order to use the Email Encryption Outlook add-in, you need to install Email Encryption Outlook plugin on the machine you want to send encrypted messages from.

This Getting Started guide contains the following instructions:

Step 1. Download and install Email Encryption Outlook Add-in
Step 2. Using Email Encryption Outlook Add-in for message encryption

Before installing Email Encryption Outlook Add-in

  • Verify that the system meets all requirements:
    • Operating system: Microsoft Windows 2007 or later version. The latest Service Pack is recommended for all operating systems.
    • The user logged in to the local computer must have administrative privileges
    • Email clients: Microsoft Outlook 2007 or later version
    • Email Encryption Outlook Add-in is not available for MAC OS.
  • Configure Outlook profile for the user.

Step 1. Download and install Email Encryption Outlook Add-in

Email Encryption plugin can be downloaded from:

  1. To download the program use the options described above. 
  2. Two types of installer is available:
    • Email Encryption Add-in
    • Email Encryption Add-in (Shared Passphrase support): available for Advanced Policy-Based encryption package.
  3. Choose the preferrable installer format. Email Encryption Add-in Installer (ZIP) is recommended.
  4. The Choose Setup Language prompt appears.
    Using the drop-down menu, select the appropriate installation language and then click OK.
    The Welcome to the Email Encryption Add-in Installer window appears.
    Installation
  5. Click Next. If necessary, choose a different Destination Folder by clicking Change and selecting an alternate folder. 
  6. Click Next. The Ready to Install the Email Encryption Add-in window appears.
  7. Read the message and then click Install. The Setup Status window appears and shows the progress of the installation.
  8. To complete the installation, click Finish.

Step 2. Using Email Encryption Outlook Add-in for message encryption

To send an encrypted message:

  1. From Outlook, compose a message. 
  2. Click Encrypt.
  3. Click Send.
    Encrypt
  4. Recipient receives an encrypted message. Encryption method depens on the configured policy.

To send an encrypted message with Shared Passphrase:

Important: This feature is available only as a part of the Advanced Policy-Based Encryption package.

    1. From Outlook, compose a message. 
    2. Click Encrypt and choose Encrypt with Shared Passphrase.
    3. Enter a passphrase (up to 32 characters) and optional hint (up to 64 characters).Enter passphrase
    4. Click Set Passphrase.
    5. Click Send.
      Encrypt with passphrase
    6. Recipient receives an encrypted message. Encryption method depens on the configured policy. To view message content recipient needs to enter passphrase.

Note: When you use the Encrypt button to send an encrypted message, the Encrypt button is automatically activated for all subsequent replies that are part of the same email thread.

Check a previously set passphrase:

  1. Open the Sent Items folder
  2. Messages sent with Shared passphrase have a different category in Outlook
  3. Right-clicks on the message and select Display Passphrase
  4. The previously used passphrase and hint will appear in a pop-up window
    Display passphrase
    Show passphrase

Change the Email Encryption Outlook Add-in settings:

Encryption Settings

  • Encryption Prompt
    If enabled, the add-in prompts you to encrypt any message to a domain different from your own.
  • Auto-Categorize Messages
    Enable or disable the Automatic Categorization feature. Encrypted messages are automatically added to the Email Encryption Outlook category. For Shared passphrase messages - the Shared Passphrase Encryption category is used.
    Categorization
  • Preferred Encryption Method
    Select the default Encrypt button behavior
  • Expiration Period
    Override the default expiration period for Web Portal messages. Note that you can shorten the expiration period, but you cannot lengthen it.
  • Pickup Confirmation
    Select whether you want to receive a notification email when your recipient picks up a message from the Pickup Portal.
  • Encryption Confirmation
    Select whether you want to receive a notification email when your message is successfully encrypted and sent to the recipient.
  • Language
    Select the language for all Email Encryption ribbon items, menu items, and prompts.
  • Logging
    Set the detail level for the Email Encryption Advanced Add-in logs. This option is only necessary for troubleshooting - do not change this value unless instructed by a support technician.