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Client Training Manual

Client Encrypted Email Training Manual

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Contents

Quick Summary on How to Open Encrypted Email from Arlington

County……………………….2

I. Overview ........................................................................................................................ 4

A. Overview of Email Encryption with Arlington County Government ........................ 4

Link to YouTube training video ......................................................................................... 5

II. Clients, Partners, and Customers (non arlingtonva.us accounts) ................................ 6

A. Opening Arlington County Government Encrypted Email ....................................... 6

B. Opening an Encrypted Email without a Microsoft Account using a Passcode ....... 19

IV. Replying to an Encrypted Email ................................................................................. 26

A. Replying to a Secure Email ...................................................................................... 26

V. Mobile Devices: ......................................................................................................... 28

A. Opening an Encrypted Email on an iPhone. (iPhone and iPad iOS 6.0 or later) ... 29

B. Opening an Encrypted Email with Android (Android 4.0 and up required) ........... 34


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Quick Summary on How to Open Encrypted Email from Arlington County

Steps

1. Open the encrypted email you received from Arlington County

2. Click download message

3. Sign in

There are two options to sign in

First option: You can sign in using your Microsoft account,

Outlook, Hotmail, or MSN. If you don’t have an account

already, you can create one

Second option: You can request a temporary passcode to

open the encrypted email by clicking on “Don’t want to sign

in? Get a one-time passcode to view your message.” Follow

the steps


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I. Overview

A. Overview of Email Encryption with Arlington County Government

Arlington County Government’s email system (O365) has the capability to encrypt email messages sent to outside

individuals email accounts (i.e. Yahoo, Gmail, Hotmail, etc...). With this capability users will be able to send

sensitive information to clients/customers using the encryption confidential setting that will encrypt the user’s

information in transit to better protect their sensitive information.

*The document and the steps below explain on how to use the Arlington County encrypted email system.

Some important reminders for encrypted email:

Arlington County Government employees will be able to send encrypted email along with attachments to

outside clients, customers and residents.

Recipients will receive the encrypted email in their inbox, and will be asked to download the message to

view it. Upon downloading the message the recipient can either sign up for Microsoft (MS) Account or use

a passcode to log-in and view their message.

o Users with email addresses will not have to sign up for an MS account if it is the same email

addresses that received the encrypted email.

Windows Live Account

Microsoft Outlook

Hotmail

MSN

Xbox Live


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Billing Details are optional when creating a Microsoft Account.

Any replies, reply all, or forwarding of the encrypted message will continue to encrypt the message.

Users must always tag an email with the Sensitivity setting: Confidential to ensure their email is being

encrypted when sending Prohibited, Restricted, or Confidential data.

Outside clients/customers will not be able to send an encrypted email first, the initial encrypted

conversation will have to begin within Arlington Counties Domain (arlingtonva.us) by an employee of

Arlington County Government.

Arlington County employees after receiving a reply to an encrypted will need to download the message and

simply use their Arlington County User ID and password to log-in to view the message. County employees

will not have to register.

**Please keep in mind that an individual may receive encrypted/secure emails from other jurisdictions or clients,

this document pertains to Arlington County’s secure messaging system and how to use it for secure emails.

Link to YouTube training video

E-mail Encryption Tutorial for Non-County Users

https://www.youtube.com/watch?v=Ft1OHpe8-Kg


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II. Clients, Partners, and Customers (non arlingtonva.us accounts)

A. Opening Arlington County Government Encrypted Email

Step 1

Open the email received from Arlington County to view the E-mail Portal. This might appear differently in other email accounts, but the concept is the same. Click download message


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Once you click download, the message will look like the one pictured below. The default name for the downloaded file, if not changed, will be Message.html.


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Step 2

Click on Sign In and View Your Encrypted Message Link pictured below.


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Step 3

If this is your first time viewing an encrypted email from Arlington County, you will have two (2) options to view it:

1. To sign up for a Microsoft Account to view the Email 2. To create a one-time passcode (no need to create a Microsoft Account)

a. This passcode will only allow you to see this one email. For other emails you will need to create a new passcode or a new account.


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Step 4

Click on “Create a Microsoft Account” (shown above as option1) if you decide to create a Microsoft Account

After you click create account, the following window will show

Fill in the fields with your information (Steps for option 2 is available in Section B (Page 13) of this document)

After you fill in the fields with your information, click on “Create Account” as shown in the picture below

Be sure to record the username and password you choose. This information will be needed every time you want to open an encrypted email from Arlington County


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Step 5

After you click on “Create Account”, the following message will show

o NOTE: The User Name field will be populated with the Email Address you tried to view the E-mail with. Using this email address will send a verification email to that address

You will be asked to verify the email address that you used to link to your Microsoft Account


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Step 6

You will be asked to verify the email address that you used to link to your Microsoft Account o Look for an email from the Microsoft Account team to verify your email address it will look like the

one below:


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Step 7

You will have to sign in with your newly created Microsoft username and password to have the account verified by Microsoft as shown here


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Once you logged in as shown above, you should see that your account was verified as shown here

Step 7

After you followed the steps above, go back to the encrypted email you received from Arlington County and click on download message


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After you click on download message, you will either be redirected to Sign In with your newly created Microsoft Account or depending on your browser settings you might be signed in automatically and taken to the encrypted email. If this is the case, then no additional steps are needed. Otherwise, follow the steps below to sign in


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Step 8

You should now see the encrypted email that was sent to you from Arlington County

Next time you receive an encrypted email, you do not need to go through the process of creating a Microsoft account. You will only need to log in using your newly created Microsoft username and password


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B. Opening an Encrypted Email without a Microsoft Account using a Passcode

Step 1

Open the email received from Arlington County to view the E-mail Portal. This might appear differently in other email accounts, but the concept is the same. Click download and open message.

Once you click download, the message will look like the one


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Step 2

Click on the link ‘Don’t want to sign in? Get a one-time passcode to view the message’. This is directly below the ‘Sign in and View Your Encrypted Message’, bigger picture of the link below:


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Step 3

Once you click on the link shown above, the following screen will show

This pass code will expire in 15 minutes. Be sure to follow step 4 below to retrieve this passcode

o The reference code is NOT your passcode. Follow step 4 for passcode


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Step 4

You will receive an email with the passcode from Microsoft Office 365 as shown below

o Click on the email to see passcode

Once you click on the email as shown above, the following screen will show


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This will be your passcode to check the email from Arlington County. Continue to step 5


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Step 5

Enter the passcode from the email into the Passcode field to access the message. Click Continue to access

your message.


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Once you click continue, you will see the email received from Arlington County


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IV. Replying to an Encrypted Email

A. Replying to a Secure Email

Step 1

Open the message you would like to Reply, Reply All to, or forward using either a passcode or logging in

with your Microsoft Account

o Follow the instructions above if you need to retrieve a passcode or login with your Microsoft account


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Step 2

Once you logged in and get to the Arlington County email you received, click on the desired action (reply,

Reply to All, or Forward)

All emails that are replied to will include those individuals were copied on the email

NOTE: All replies, reply all, or forwarding of the message will remain encrypted upon sending them to the

respective individual.


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V. Mobile Devices:

The below steps are used to get an encrypted email working on a smartphone or tablet device using the

respective stores for each of the mobile operating systems

With each of these devices users will have to download an additional application called O365 Message

Encryption Viewer or OME Viewer for short

This application is provided for free by Microsoft Corporation and is used to open secure emails from

Arlington County secure messaging system

For the iPhone/iPad you can find the application in the Apple Store (App Store)

For Android devices, it is located in the Google Play Store.

Upon opening your first message.html attachment in a secure email, if the user does not have the app

installed it will ask for you to download the app, as seen in the below steps.


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A. Opening an Encrypted Email on an iPhone. (iPhone and iPad iOS 6.0 or later)

Step 1

Open the message from your email box and tap on the message.html file

o You should be taken to the screenshot below asking if you want to download the app (if you have

not previously installed the application)


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Step 2

Tap ‘download it now’. The app store will open and you can download the app

o Once the app is downloaded, the user won’t have to open the app on its own it will work in the

background and only be used with Encrypted Emails


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Step 3

Go back to the Encrypted Email and instead of tapping on the message.html and press and hold it until you

are given options to how to open the message. Choose to ‘Open in OME Viewer’


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Step 4

The OME viewer will open the Encrypted email and allow the user to the option to either Sign-In or get a

one-time passcode

o If you are trying to sign-in with your Work Account, you can only accomplish this from a Computer.

Seems the only option at this time for work emails is to get a 1 time passcode sent to your Arlington

County Email Address


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Step 4

Once you’re logged into the message (via sign-in or one time passcode), you can view it, reply, forward, or

reply all to the message as shown below

To do this tap on the 2 arrows pointing back words and this will give the options

Simply type your email and click send.

Once completed Sign Out


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B. Opening an Encrypted Email with Android (Android 4.0 and up required)

Step 1

Find the email in your inbox

Tap on the message.html to be taken to the Encrypted Email Portal


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Step 2

On this page, tap to download the OME Viewer


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Step 3

This will open the Google Play Store and allow you to install the O365 Message Encryption Viewer

Install the Viewer


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Step 4

Once the viewer is installed, go back to the encrypted email you were trying to open


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Step 5

Tap on the message and choose to open with OME Viewer, and accept Microsoft Software License Terms


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Step 6

You will be taken to the Encrypted email portal to either sign in with your MS account or request a 1 time

passcode to view the email

o You can choose either of these options to access the email


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Step 7

Once signed in to the email you can view the message, reply, forward, or reply all

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