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MS OUTLOOK TOOLBAR

END USER GUIDE

Enables professionals to securely send and receive

encrypted email and documents outside the organization

by leveraging their existing use and familiarity with the

number one method for business communication today –

email using Microsoft Office Outlook.

Secure Messaging Platform: MS Outlook Toolbar End User Guide | September 2012 PAGE 1 of 29

Introduction ......................................................................................................................................... 3

Installation & Activation ..................................................................................................................... 4

MS Outlook® Toolbar Installation .............................................................................................................................. 4

MS Outlook® Toolbar Activation ................................................................................................................................ 4

Secure MS Outlook Toolbar Overview .............................................................................................. 5

Secure MS Outlook® Toolbar (For MS Office 2003, 2007 & 2010 All Editions) ........................................................ 5

Individual installation ...................................................................................................................................................... 5

Compose a New Secure Message ................................................................................................................................ 6

Changing the default Secure Messaging Platform ......................................................................................................... 6

Using the MS Outlook® Toolbar ........................................................................................................ 6

Reading a secure message: Exploring the Delivery Slip ........................................................................................... 6

Creating a secure message ....................................................................................................................................... 7

Replying or Forwarding a secure message ............................................................................................................... 9

Changing a basic email to a secure message ........................................................................................................... 9

Creating a basic email message (unsecure) ............................................................................................................ 10

Secure Message Recalled ....................................................................................................................................... 11

Recalling a Secure Message ................................................................................................................................... 11

Viewing Secure Message Tracking .......................................................................................................................... 12

For Your Eyes Only (F.Y.E.O.) ................................................................................................................................ 12

Sending an F.Y.E.O. message .................................................................................................................................... 12

Reading an F.Y.E.O. message .................................................................................................................................... 12

Sending a message with Challenge Response Authentication (CRA) .................................................................... 13

Enabling and Disabling Secure Accounts ................................................................................................................ 13

Why would you block a secure account? ..................................................................................................................... 13

Accessing the Secure Message Center (Webmail) ................................................................................................. 14

From a Notification Message ....................................................................................................................................... 14

From the Desktop Agent .............................................................................................................................................. 14

From the MS Outlook® Toolbar ................................................................................................................................... 14

From the Single-Sign-On (SSO) Feature ..................................................................................................................... 14


Check for MS Outlook® Toolbar Updates................................................................................................................ 15

Toolbar Preferences ................................................................................................................................................. 17

Uninstalling the MS Outlook®Toolbar ...................................................................................................................... 18

Reporting an Error in the Toolbar ............................................................................................................................ 19

Troubleshooting ................................................................................................................................ 21

Using Distribution Lists ............................................................................................................................................. 21

File Attachment Progress Bar issues ....................................................................................................................... 21

Local information for this message is corrupt .......................................................................................................... 21

Toolbar Loading Issue .............................................................................................................................................. 22

1. Check minimum System Requirements: .................................................................................................................. 22

2. Turn on User Access Control (UAC). (Windows® XP users, please proceed to step 3). ......................................... 22

3. Re-enable Disabled Add-in files for MS Outlook®: .................................................................................................. 22

4. Enable Secure MS Outlook® Toolbar as a COM Add-In for MS Outlook®: ............................................................. 22

5. Administrator Advanced Troubleshooting: ............................................................................................................... 23

Active X error with messages with signatures ......................................................................................................... 24

Invalid SMTP email address error ............................................................................................................................ 24

MS Outlook® Connector for Hotmail® ..................................................................................................................... 25

IMAP Support ........................................................................................................................................................... 25

Application cannot be started. Contact Application vendor ..................................................................................... 25

The application is improperly formatted. Contact the application vendor for assistance ......................................... 26

Clicking ‘Send’, nothing happens ............................................................................................................................. 26

Attachment Size Exceeds Allowable Limit ............................................................................................................... 26

I use other add-ins for MS Outlook (Plaxo, Xobni, etc.) ........................................................................................... 27

What happens to my secure messages if I remove the Secure MS Outlook® Toolbar? ........................................ 27

Does the Toolbar store any sensitive data locally? ................................................................................................. 27

How to Report the Toolbar Logs Manually ............................................................................................................... 27

How can I Forward Multiple Messages? .................................................................................................................. 28

Can I reply to or forward a basic email message securely? .................................................................................... 28

Activation Security Confirmation .............................................................................................................................. 28

Activation SMTP Conversion ................................................................................................................................... 29

Windows Large Fonts .............................................................................................................................................. 29

In Windows 7: .............................................................................................................................................................. 29

In Windows Vista: ........................................................................................................................................................ 29

In Windows XP: ........................................................................................................................................................... 30

Manual Toolbar Installation ...................................................................................................................................... 30

Forward a Specific Message to Support .................................................................................................................. 30

Outlook 2003 Specific Toolbar ................................................................................................................................. 31


Introduction

The Secure MS Outlook® Toolbar allows Users to seamlessly manage their secure messages from any Secure Messaging Platform

alongside their basic email messages in the world’s most widely used corporate email program. Once installed, any authorized User

can use MS Outlook® to create, read and respond to secure messages. Secure messages can make use of all existing features such

as Spell Check, Address Book, and corporate global policies. There is no need to navigate to a separate browser, or to manage and

rotate complex encryption keys and cumbersome passwords.

The MS Outlook® Toolbar appears in the default menu and toolbar section of the MS Outlook® email program, giving Users the option

to quickly choose between creating a new secure or basic email message. This selection can also occur mid-way while composing,

replying-to or forwarding an email message. The patented Delivery Slip is added to the right side of the MS Outlook® secure message

compose window and allows the sender to set forwarding, replying, and message tracking permissions, as well as attach large files

seamlessly.

The MS Outlook® Toolbar provides added flexibility by conforming to the way Users work within their email program. With the patented

Delivery Slip available in the MS Outlook® email program, Users have access to more information (message metadata) and actions for

secure messages than what is available for basic email messages.

There is no need for an organization to reconfigure their mail server or change staff email addresses or Internet Service Provider (e.g.

MX records) to start using the MS Outlook® Toolbar. It is designed to be a client-side solution where the MS Outlook® Toolbar is easily

installed in under two minutes without requiring administrative rights. Secure messages can be sent through an organization's branded

Secure Messaging Platform directly without requiring the organization's mail server’s interaction. It works with all mail servers including

MS Exchange® without the requirement for integration changes or complicated configurations. All existing investment in email

archiving, compliance, e-discovery, workflow and management remain intact and continue to work. No changes or replacements are

required.

NOTE: Some features might not be available depending on the configuration of the Secure Messaging Platform and your User Group

profile. Contact your administrator for more information.

Reference: http://help.secure-messaging.com/?page_id=553

http://help.secure-messaging.com/?page_id=553


Installation & Activation

In order to install the MS Outlook® Toolbar, you must already have registered with a Secure Messaging Platform. Follow these simple

steps to complete the registration, installation and activation:

MS Outlook® Toolbar Installation

NOTE: In order to install the Secure MS Outlook® Toolbar, you must follow these instructions from within the Secure Message Center

(Webmail). The Toolbar cannot be installed from this help page. If you do not see the ability to install the Toolbar from the Secure

Message Center (Webmail), it is not available on the Secure Messaging Platform. Contact your administrator for more information.

1. Login to the web & mobile enabled Secure Message Center (Webmail) of the Secure Messaging Platform you want to activate

with in MS Outlook®.

2. In the Secure Message Center, click the icon in the left hand column, "Enable with MS Outlook®", or click on the ‘Tools’ menu

and select ‘MS Outlook Toolbar’ under the “Client Settings’ sub menu.

NOTE: Some Secure Messaging Platforms disable access to installing the MS Outlook® Toolbar. If this is the case, these

menu entries will not be available. Contact your administrator for more information as other means of installation may be

provided through Group Policy Deployment.

3. After selecting the proper menu item, you will see a page of instructions with four easy steps. Follow these instructions, making

sure MS Outlook® is closed (Step 1). Click ‘Download MS Outlook® Toolbar’ (Step 2).

4. You will be prompted to Save or Run the setup file. Click Run to begin the installation process.

NOTE: If you do not have the MS .NET® Framework 4.0 installed on your computer, you will be prompted to install it. The

installation is automatic and must be completed in order to use the Toolbar. The .NET Framework 4.0 is a Microsoft®

designed component and does not put your computer at any risk.

5. The installer will confirm your choice. Click Install when you are prompted. The Toolbar installation will begin. Follow any on-

screen prompts that may occur.

NOTE: This installation process uses Microsoft's ‘Click-Once®’ technology to ensure your safety and security during the

installation process. Once the installation completes, you will get a confirmation message that the Toolbar was registered on

your computer correctly.

6. Please wait until you see the installation confirmation window before launching MS Outlook® again.

MS Outlook® Toolbar Activation

The installation of the MS Outlook® Toolbar is complete. The next step is to Activate the Toolbar with your Secure Messaging Platform.

Follow these steps to complete the Activation and begin using the Toolbar:

1. Login to the Secure Message Center (Webmail) and click on the ‘Enable with

MS Outlook’ icon at the left hand side of the screen, or click on the ‘Tools’

menu and select ‘MS Outlook Toolbar’ under the ‘Client Settings’ sub menu.

If you haven’t done so already, complete Step 3 and click on the button

‘Activate Toolbar’. This will send a secure message to your email address,

which you can use to activate the Toolbar by selecting it in your MS

Outlook® inbox.

2. Launch MS Outlook®.


3. When MS Outlook® first loads, select the new secure message you've received (it may automatically be selected for you).

Alternatively, if you received a secure message notification from someone you know, please select it in your MS Outlook®

inbox.

4. Once you select a secure message, you will see an activation screen, prompting you to enter your password. Enter your

password as selected when you registered with the Secure Messaging Platform.

NOTE: If you are experiencing any issues with the MS Outlook® Toolbar installation, please contact your administrator as there are

scenarios that could prevent the Toolbar from establishing a secure connection with your version of MS Outlook®. If you are

experiencing problems loading the Toolbar, please see the troubleshooting tip ‘MS Outlook Toolbar Loading Issue’. MS Vista® users, it

is recommended that you have 'User Account Control' (UAC) enabled on your computer (UAC is enabled by default).


Secure MS Outlook Toolbar Overview

Secure MS Outlook® Toolbar (For MS Office 2003, 2007 & 2010 All Editions)

Once installed, the Toolbar will not interfere with any basic email functions you currently use.

1. To activate the Toolbar, select a secure message in your MS Outlook inbox, or complete step 4 of the installation

procedure. Once activated, the logo of the Secure Messaging Platform will change to reflect the organization’s branding. To

compose a new secure message, click ‘New Secure’. To activate, see instructions below.

2. To manage the Secure MS Outlook® Toolbar, or to access the Secure Message Center (Webmail), click on the ‘Secure

Messaging’ tab in MS Outlook® 2010, or the ‘Secure Messaging’ menu item in MS Outlook® 2003 & 2007.

Individual installation

If you installed the Secure MS Outlook® Toolbar by following the steps provided in the Secure Message Center (Webmail), please

complete Step 4 of the installation instructions. If you already completed Step 4, or if you previously received a secure message

notification in your MS Outlook® inbox, select it to trigger the activation. Once you select a secure message, you will see the Activation

screen, prompting you to enter your password.

1. Enter your password as selected when you registered with the Secure Messaging Platform.



Group Policy / Citrix / Terminal Server Deployments

If the MS Outlook® Toolbar was installed on your behalf by your administrator, you should receive a secure message to register with a

Secure Messaging Platform. Once you select the secure message, you will see the Registration & Activation screen, prompting you to

enter your First & Last Name as well as select a new Password. This password is unique to your Secure Account and will not be used

to access your primary email account.

Compose a New Secure Message

Once activated, select the ‘New Secure’ button to compose a new secure message. Note that some restrictions may apply based on

your User Group profile. Use the 'Tools' menu to get in touch with our support staff: use the 'Secure Messaging' > ‘Tools’ > 'Report

an error' feature if you need help troubleshooting your installation. To communicate securely with a new User (if you have the

correct User Group permissions) simply send them a secure message.

Changing the default Secure Messaging Platform

If you communicate with more than one Secure Messaging Platform, the Toolbar will display all of them as a selection when composing

a new secure message. To change the default Secure Messaging Platform in the Toolbar, go to the ‘Secure Messaging’ menu, then

click on ‘Preferences’. At the top of the Preferences window there will be an option for ‘Default Secure Messaging Platform’. Choose

the Platform you want from the drop down list and then click OK. This is now your default Platform that will be used to send secure

messages, unless you specifically choose a different Secure Messaging Platform when composing a new secure message. You will

notice that this Secure Messaging Platform is now your default in both the ‘New Secure’ and ‘Secure Webmail’ buttons.


Using the MS Outlook® Toolbar

Reading a secure message: Exploring the Delivery Slip

Reading a secure message is as easy as reading a basic email message. The patented Delivery Slip appears on the right pane and

acts as a window to the secure message. From here, the recipient can access information about the Secure Messaging Platform, the

sending User, the receiving Users, and what actions have been performed on the secure message, including whether the message was

decrypted & read, forwarded, replied to, recalled or deleted.

The Delivery Slip contains pertinent information regarding the secure message details, file attachments, secure video messages and

corporate global policies applied to the current secure message. The Delivery Slip also allows a User to decide to download file

attachments or even the secure message itself (with auto-retrieve secure message ‘off’).

NOTE: Some features might not be available depending on the configuration of the Secure Messaging Platform and your User Group

profile. Contact your administrator for more information.

1. The 'Delivery Slip' is branded to the organization responsible for the Secure Messaging Platform. It gives you additional

metadata related to the selected secure message. You can collapse the 'Delivery Slip' by clicking on the arrows at the top left

corner. The top section shows the Secure Messaging Platform used by the sender. Use the 'Arrows' refresh icon to refresh the

content of the Delivery Slip; click on the 'Globe' icon to view this message in the Secure Message Center (Webmail); click on

the 'Bubble' icon to view the Secure Messaging Platform Security Status (Green = Certified Secure / Yellow = Trial Mode / Red

= Unsecure - Do not trust).

2. The 'Message Details' module gives you information about the secure message settings, including the quick view Message

Tracking Grid, Message ID information, Freeze Options, Tracking Options, and Enhanced Security Options.



3. The Message Tracking Grid gives you information about the message subject, the

sender, the list of recipients, and what actions have been performed on the secure

message, such as 'Delivery Slip' reviewed, message retrieved (read and decrypted),

forwarded, replied to, printed or deleted from the Webmail. Hover over each tracking box

to access more information on every action performed. To refresh this information, use

the 'Arrows' refresh icon located at the top of the Delivery Slip.

4. Below the message tracking grid is additional information about the selected secure

message: date that it was sent, unique 'Message ID' and the status of the secure

message. If the status shows that the message was recalled by the sender, you will not

be able to view the content of this secure message or access any of its file attachments.

5. The 'Freeze Options' section shows what secure message permissions were set by the

sender. If 'ForwardFreeze' is activated, you will not be able to forward this secure

message on this Secure Messaging Platform (Forwarding Disabled). If 'ReplyFreeze' is

activated, you will not be able to reply to this secure message on this Secure Messaging

Platform (Replying Disabled). If ‘ReplyAllFreeze’ is activated, you will not be able to reply

to all recipients of this secure message on this Secure Messaging Platform (Replying All

Disabled), ideal for when the secure message is sent to a large distribution list and the

sender does not want several threads to all recipients. With ‘ReplyAllFreeze’ enabled,

you can still reply to the sender.

6. The 'Tracking Options' section shows whether the sender elected to track this secure

message, and share the tracking results with all recipients.

7. The 'Enhanced Security Options' section shows whether the message is set For Your

Eyes Only (F.Y.E.O.) and whether the message can be recalled by the sender. If the

F.Y.E.O. option is enabled, you will be requested to enter either your Secure Account

Password (the same password you use to login to the Secure Message Center) or a

unique Password as set by the sender. If the latter is active, the sender must share this

Unique Password with you either verbally or via another communication method and it

must be re-entered every time you want to read this secure message.

8. Use the 'Message Attachments' module to download file attachments that were

included in this secure message. In some instances, file attachments are not downloaded automatically into MS Outlook®,

freeing your inbox from unwanted large files. There are no restrictions on file sizes; click on the file name to gain access to the

different actions available with this file attachment.

9. The 'Message Tracking' module contains additional information about the tracking details of the selected secure message.

Click on the '+' sign to expand it.


Creating a secure message

The general process for composing a new secure message is very similar to the process for creating a new message using any email

system, (e.g., MS Outlook®, Gmail®, Yahoo Mail®). To begin, simply press the ‘New Secure’ button.

As the creator of a new secure message, you control the delivery options. If you don’t want to receive any replies, you can turn on

‘ReplyFreeze’. If you don’t want users to be able to forward the secure message, you can turn on ForwardFreeze. As the creator of a

new secure message, you also control the tracking options. You can choose to enable tracking or disable it. If you disable tracking, no

one (not even you) will be able to view the tracking data. If you choose not to share the tracking, then your recipients will not have

access to the tracking information, though you will.

Note: There are ways to circumvent these controls. They are not intended for use as information rights management, only to convey a

preference to your recipients, which will prevent accidental misuse of information.



Once you have written your message and addressed it to the proper recipients, you can change

some of the Delivery Slip options at the right hand side of the screen. Alternatively, you can start

composing a basic unsecure email and use the ‘Send Secure’ button located above the regular

‘Send’ button in MS Outlook®. In order to maintain the integrity of a secure message, all replies

and forwards will be sent secure in the Secure Messaging Platform. The 'Delivery Slip' pane

allows you to set the initial conversation options. If you are replying or forwarding a secure

message, these options cannot be modified.

NOTE: Some features might not be available depending on the configuration of the Secure

Messaging Platform and your User Group profile. Contact your administrator for more information.

1. For new secure messages, click ‘New Secure’ from the Toolbar or Ribbon. Alternatively,

you can change the delivery option when creating a new basic message by using the

Delivery Slip pane in the compose window; ideal when replying or forwarding a basic

email message that now needs to be secure. If you started your email in basic mode,

you can also use the ‘Send Secure’ button (located above the regular ‘Send’ button in

MS Outlook®) to send your message securely using your default Secure Messaging

Platform. Finally, in some instances, using the keyword ‘Secure’ or ‘Confidential’ in the

subject line will also send the message securely automatically. Contact your

administrator to enable this feature.

2. The 'Message Details' section allows you to set the delivery options for a new secure

message, including Freeze, Tracking and Enhanced Security options.

3. The 'Freeze Options' allow you to disable the ability for recipients to reply and / or

forward your secure message using the Secure Messaging Platform. It does not,

however, prevent recipients from 'copying & pasting' the content of your secure message

into a document or another unsecure basic email message. These settings cannot be

changed once the conversation is engaged.

4. Use the 'Tracking Options' options to enable or disable tracking for your secure

message, and select whether you want to share the results with all recipients or keep the results to yourself. Tracking allows

the senders and recipients to see if any of the recipients retrieved, read, replied to, forwarded, printed, or deleted the secure

message. These settings cannot be changed once the conversation is engaged.

5. Use the 'Enhanced Security Options' section to enable the unique patented feature 'For Your Eyes Only (F.Y.E.O). F.Y.E.O.

allows you to request that each recipient enters either their Secure Account Password or a Unique Password that you set,

every time they wish to read or re-read your secure message. This includes replies or forwards to your original secure

message (valid for the duration of the conversation). Use this feature to increase accountability and non-repudiation, or to

protect certain secure messages if you delegate your mailbox to someone else in your organization.

6. To include file attachments with your secure message, simply use the regular method of inserting attachments (same workflow

as with a basic email message: MS Outlook® paper-clip button or drag & drop).

7. If the file attachments are larger than 10MB (total size), use the Delivery Slip button ‘Attach a File’. Using this button wi ll

circumvent all restrictions that are imposed by Microsoft Outlook.




Replying or Forwarding a secure message

If you are replying to or forwarding a secure message, your message will also be sent securely

using the same Secure Messaging Platform as selected by the original sender (owner) of the

secure message. You cannot change the message back to basic email or change the Secure

Messaging Platform used; in order to maintain the integrity of a secure conversation, all replies

and forwards will be sent using the same method as originally selected by the owner of the secure

message.

NOTE: Some features might not be available depending on the configuration of the Secure

Messaging Platform or your User Group profile. Contact your administrator for more information.

1. When replying to or forwarding a secure message, by default you cannot change the

Secure Messaging Platform in use, or reply to or forward using basic unsecure email.

2. In compose mode, the message status is set to 'Draft'.

3. The 'Message Options' such as 'ForwardFreeze' and 'F.Y.E.O.' cannot be changed once

the conversation is engaged.

4. To include file attachments with your secure message, simply use the regular method of

inserting attachments (the same as with a basic email message). If file attachments were

included with the original secure message received, the list of file attachments is

available under this module; use the checkboxes to select or unselect file attachments

you would like to include on reply or forward actions (instead of duplicating files by re-

attaching them).


Changing a basic email to a secure message

With the Secure MS Outlook® Toolbar, you can easily reply or forward a basic email message and convert it into a secure message

(e.g. you do not have to start a new message in order to send it via your Secure Messaging Platform). If you elect to continue using

basic unsecure email, your reply or forward will be sent as a basic email message so as not to interfere with your basic email activities.

If, however, you would like to reply using a secure message, you can do so simply by selecting a Secure Messaging Platform from the

dropdown menu in the 'Delivery Slip' (right pane of this message window - click on the arrow to expand / collapse). This will send your

reply as a secure message and will include the original thread of this conversation.



1. Use the 'Arrow' icon to collapse / expand the Delivery Slip pane.

2. Leave as ‘Basic email (unsecure)' if you do not want to reply or forward this message securely. Alternatively, select from the

list the appropriate Secure Messaging Platform that should be used for this conversation.

3. If you do not wish to see this pane expanded the next time you create, reply or forward a basic email message, select the

check box 'Hide Delivery Slip when creating new basic email messages' to automatically keep the pane collapsed.


Creating a basic email message (unsecure)

You can send a basic email message at any time by clicking "New" in MS Outlook®, as you did before. Furthermore, clicking reply or

forward on a basic email message will keep the conversation basic and unsecure. If, however, you would like to reply or forward via

secure message (even if you started typing), you can do so by simply selecting a Secure Messaging Platform from the dropdown menu

in the 'Delivery Slip' (right pane of this message window - click on green arrow to expand/collapse). This will send your message as a

secure message.

1. Use the ‘Arrow' icon to collapse / expand the Delivery Slip pane.

2. Select ‘Click here to change delivery options’ and then select from the list the Secure Messaging Platform of your organization.

3. If you do not wish to see this pane expanded the next time you create, reply or forward a basic email message, select the

checkbox 'Hide Delivery Slip when creating new basic email messages' to automatically keep the pane collapsed.

4. Alternatively, use the ‘Send Secure’ button located above to the regular ‘Send’ button if you do not need to set any specific

delivery options through the Delivery Slip.





Secure Message Recalled

If the secure message you selected has been recalled by the owner, you will no longer be able to read, reply to, forward or print it.

1. The Delivery Slip's Message Details now shows all tracking related metadata as ‘Recalled'.

2. The 'Message Status' is changed from 'Active' to 'Recalled'.

3. Access to the secure message and its associated file attachments is no longer available. The owner of the recalled secure

message might have included a reason for recalling the message, available in the body of the message.


Recalling a Secure Message

As a Professional User, you have the ability to recall secure messages even if recipients have already read it. Recalling a secure

message is as simple as selecting the message in your sent items, and clicking the ‘Recall Message’ button located at the top of the

Delivery Slip.

You will be given the opportunity to enter a reason for the message recall. This will be displayed to all recipients that attempt to access

the recalled message. If you do not enter a reason, default text will be displayed. Recalling a message prevents recipients from viewing

the content, replying to it, or forwarding it. The message will be revoked the next time they try to access it. In addition, all file

attachments and secure video messages will no longer be available to recipients.

1. Click the ‘Recall’ button in the Delivery Slip to recall a secure message at any time.

2. Optionally, enter a reason for recalling the secure message that will be displayed to all recipients.





Viewing Secure Message Tracking

The message tracking system is fully auditable. Because all secure message transactions occur through a specific Secure Messaging

Platform, tracking records can be guaranteed. Tracking results are accessible through the web & mobile enabled Secure Message

Center, the MS Outlook® Toolbar, Desktop Agent and all mobile & tablet Apps.

On the right hand side of each secure message in the Delivery Slip is the Message Details section. In it, you can see a quick

description of the tracking for the selected secure message. Conversation participants are listed on the left, and the squares next to

their names fill in green once they complete the action noted above. Holding your cursor over the green squares gives more details,

such as the time of the action. The Message Tracking section provides a different view of the tracking information. It shows how many

people have retrieved (read & decrypted), forwarded or replied to the secure message. If you expand each section, you can see the

time that each user completed these actions.

Tracking is one of the most valuable features offered by the Secure Messaging Platform. Users are able to view specific tracking data

for secure messages, including the date and time that an invitation was received, verification that the secure message itself was

retrieved (read & decrypted by the user), and whether a user replied to or forwarded the secure message.


For Your Eyes Only (F.Y.E.O.)

For Your Eyes Only (F.Y.E.O) is an enhanced security feature used to protect a secure message with a password. The recipient must

enter this password in order to view the message every time they access it. Without entering the password, no one is able to view the

content of the secure message.

Sending an F.Y.E.O. message

If you want to send an F.Y.E.O. message, simply click New Secure and enter your message as normal. When you're finished with the

body of your message, go to Enhanced Security Options in the Delivery Slip and check For Your Eyes Only (F.Y.E.O). You can

choose to request ‘Secure Account Password’ or a ‘Unique Password’.

‘Secure Account Password’ sets it so that the recipients have to enter their Secure Message Center Password in order to

view the secure message.

‘Unique Password’ brings up a box to enter a Unique Password. When you click send, a box appears asking you to confirm

the Unique Password.

NOTE: You must share the Unique Password with the recipient verbally, or via another communication method. Once the secure

message is sent, you must enter the Unique Password to view it in your Sent items folder.

Reading an F.Y.E.O. message

When you receive an F.Y.E.O. message, the main body of the message will say that you need to enter the ‘Secure Account Password’

or a ‘Unique Password’ to view the content of the secure message every time you access it.

For ‘Secure Account Password’, see Enhanced Security Options in the Delivery Slip on the left, enter your Secure Account

Password (the password you use to login to the Secure Message Center) in the text box, and click ‘Unlock’. The secure

message will appear and act exactly like a normal secure message (Forgot your Secure Message Center password? See the

‘Forgot Password’ troubleshooting section).

For ‘Unique Password’, in order to view this secure message, the sender will have to share the Unique Password with you. If

the sender has not told you the Unique Password, you will need to contact him/her and ask for it. Once you have the Unique

Password, see Enhanced Security Options in the Delivery Slip on the left, enter the Unique Password in the text box, and click

‘Unlock’. The secure message will appear and act exactly like a regular secure message.

NOTE: Each F.Y.E.O message is set to stay unlocked for a short period of time. After this time has passed, you must re-enter the

password to view it or reply to or forward it.





Sending a message with Challenge Response Authentication (CRA)

When the Challenge Response Authentication (CRA) is enabled on the Secure Messaging Platform, every new User that you invite

(e.g. communicate with for the first time) must enter a unique verification code in order to complete the registration. As a sender, in

order to send a secure message to this recipient, you must enter this verification code in the form of a Member ID / PIN, Zip Code,

Account Number, etc. Every organization has different rules regarding the secret code, if you are unsure, please contact your

administrator.


Enabling and Disabling Secure Accounts

If the Toolbar has multiple account activations on the same Secure Messaging Platform using different email addresses, you may wish

to block one or more of the secure accounts at some point in time.

The easiest way to block a secure account is to select a secure message that was received using that account. Then, from the Delivery

Slip, click the "Block this Account" item in the dropdown menu at the top.

To unblock an account, click the ‘Unblock’ button that appears in the Delivery Slip of a message sent to the blocked email address.

Blocking and Unblocking settings can also be accessed through the Secure Accounts section in the ‘Secure Messaging’ > Secure

Accounts’ menu.

Why would you block a secure account?

You may not want secure messages to automatically download into MS Outlook® or you may not want to use particular email address

activations any longer.



Sometimes a Secure Messaging Platform will block an account, and you will not be able to unblock it. This occurs, for example, when

the Secure Messaging Platform determines that you no longer own the email address associated with an account. If you cannot

unblock an account and you feel that there has been a mistake, please contact your administrator to request help with the issue.


Accessing the Secure Message Center (Webmail)

You can access the Secure Message Center (Webmail) directly from a web browser. The web address (URL) is different for every

customer, but there are several easy ways to access the Secure Message Center (Webmail) even if you don't know the web address

(URL).

From a Notification Message

When you receive a secure message, you also receive a Notification Message via basic email. This is the message that lets you know

new secure messages are waiting for you in the Secure Message Center. Notification messages contain a link to the Secure Message

Center, which you can click to retrieve the secure message. If you are already enabled with the MS Outlook® Toolbar, you will not see

these notifications messages.

From the Desktop Agent

If you're using the Desktop Agent, you are automatically notified in your Windows® Task Tray or Apple® Finder every time you receive

a new secure message. Click the bubble notification when this occurs to access the Secure Message Center (Webmail). If you need to

visit the Secure Message Center (Webmail) at any time, you can access it from the Desktop Agent menu. Clicking on the Desktop

Agent in your computer automatically opens the Desktop Agent menu and offers various actions that can be taken, including composing

a new secure message or sending large file attachments asynchronously and securely.

From the MS Outlook® Toolbar

If you're using the MS Outlook® Toolbar, and you need to visit the Secure Message Center (Webmail), you can access it from the

Toolbar directly. Clicking on ‘Secure Webmail’ will launch your web browser and automatically log you in (Single Sign-on - SSO).

From the Single-Sign-On (SSO) Feature

At any time, you can visit https://www.secure-messaging.com to access the Secure Message Center (Webmail).



https://www.secure-messaging.com/



Check for MS Outlook® Toolbar Updates

The latest version of the MS Outlook® Toolbar contains the most up-to-date feature set, the latest bug fixes and updates, as well as the

newest user experience upgrades. To get the latest version, follow these quick and easy steps:

NOTE: If you do not see this option in MS Outlook®, please contact your administrator. The Toolbar was most likely deployed via a

server system (Terminal Services / Citrix) and your administrator will perform the update on your behalf.

MS Outlook® 2003 & 2007

1. In the main MS Outlook® window, go to the ‘Secure Messaging’ native menu entry.

2. Click on the ‘Check for Updates’ sub menu entry. If a new version is available, the dialog box will ask you if you wish to install

it. Click ‘Yes’, and follow the on screen instructions to complete the update process. A dialog box will appear once the update

is complete, after which you can restart MS Outlook®.

If you do not see the ‘Check for Updates’ menu entry, the Toolbar was installed remotely by your IT Department using the Group Policy

Deployment installation process. In this case, your administrator will install any updates for you.


MS Outlook® 2010

1. In the main MS Outlook® window, go to the ‘Secure Messaging’ Ribbon tab.

2. Click on the ‘Check for Updates’ sub menu entry. If a new version is available, the dialog box will ask you if you wish to install

it. Click yes, and follow the on screen instructions to complete the update process. A dialog box will appear once the update is

complete, after which you can restart MS Outlook®.

If you do not see the ‘Check for Updates’ menu entry, the Toolbar was installed remotely by your IT Department using the Group Policy

Deployment installation process. In this case, your administrator will install any updates for you.




Toolbar Preferences

Use the ‘Secure Messaging’ > ‘Preferences’ menu to access the Toolbar Preference window.

1. If you registered with more than one Secure Messaging Platform, you can select which one should be used by default for all

new secure messages. This setting will not prevent you from choosing a different Secure Messaging Platform on a per

message basis.

2. Access to the Secure Message Center (Webmail) is available from the Toolbar menu. When using this feature, you can select

to have the Toolbar launch the Secure Message Center in your default web browser, or specify a different one.

3. The Secure Messages section allows you to select whether secure message should be auto-retrieved (automatically

decrypted) once you select them in your inbox, or if each secure message should be retrieved manually (by using the

‘Retrieve’ button in the Delivery Slip). When composing new basic (unsecure) message, you may not want to see the Delivery

Slip expanded in order to save real estate on your screen. Select ‘Hide Delivery Options…’ to keep the Delivery Slip collapsed.

Select ‘Enable Send Secure button’ to have it available when composing a new email message.

4. Since the Secure Messaging Platform offers better and more accurate message tracking, the Toolbar will automatically ignore

the ‘Read Receipt’ options you had previously set in MS Outlook® as they are not required with secure messages (on by

default, cannot be changed). Read Receipt options will still be upheld for basic (unsecure) messages.

5. When first installing the Toolbar, some ‘Did You Know’ tooltips are displayed to help the user navigate the new features

available. To turn those off, select this option. To re-enable them and see all tooltips again, click on the ‘Reset Tooltips’ button.

6. Some versions of MS Outlook® sometimes display false error message when using the Toolbar. To not see these warning

messages, select this option (off by default).




Uninstalling the MS Outlook®Toolbar

Should you need to uninstall the MS Outlook® Toolbar for any reason, you should do this through the Add/Remove Programs interface

included in Windows®.

Step-by-step instructions for removing the MS Outlook® Toolbar are provided below.

1. Close MS Outlook®. Open the Windows Start menu and go to Control Panel.

2. In Windows® XP, Click on Add/Remove Programs. For Windows® Vista and Windows® 7, go to ‘uninstall a program’.

3. Select ‘Secure MS Outlook® Toolbar’ and clicking ‘Remove’.

If you have uninstalled the Toolbar, but it remains visible in MS Outlook®, please follow these steps:

In MS Outlook® 2003, click the ‘Tools > Options’ menu. Select the ‘Other’ tab and click on 'Advanced Options' in the ‘General’

section. In the Advanced Options window, click the ‘COM Add-ins’ button. Uncheck the ‘Secure MS Outlook® Toolbar’ check

box and click ‘OK’.

In MS Outlook® 2007, click the ‘Tools > Trust Center’ menu. Select the ‘Add-ins’ tab and select 'Manage COM Add-ins' and

click ‘Go’. Uncheck the ‘Secure MS Outlook® Toolbar’ check box and click ‘OK’.

In MS Outlook® 2010, click the ‘File > Options’ menu. Select the ‘Add-ins’ tab and select 'Manage: COM Add-ins' and click

‘Go’. Uncheck the ‘Secure MS Outlook® Toolbar’ check box and click ‘OK’.

If you do not see the ability to uninstall the Toolbar, the Toolbar was installed remotely by your IT Department using the Group Policy

Deployment installation process. In this case, your administrator will have to uninstall it for you.




Reporting an Error in the Toolbar

If you encounter an issue during the use of the Toolbar, the best way to contact us is through the ‘Report an Error’ feature. Using this

feature will also send our support team local non-confidential logs to help us troubleshoot your issue further.

MS Outlook® 2003 & 2007

1. In the MS Outlook® main window menu, select the ‘Secure Messaging’ menu entry.

2. Click on ‘Report an Error’ sub menu entry. A dialog will appear where you can enter a description of the problem that will be

sent along with an encrypted copy of the log information from your Toolbar.

MS Outlook® 2010


1. In the main MS Outlook® window, go to the ‘Secure Messaging’ native Ribbon.

2. Click on the ‘Report an Error’ sub menu entry. A dialog will appear where you can enter a description of the problem that will

be sent along with an encrypted copy of the log information from your Toolbar.

1. Enter the email address where we can reach you. If you are troubleshooting someone else’s computer, enter the email

address where you would like us to respond to.

2. Enter a description of the problem your encountered or feedback you would like to share with us.

3. Submitting an error this way will send some log information regarding the local Toolbar settings and usage. To view what log

information is sent to support, click the ‘View information sent to Support’ link. Note that these logs do not contain any

confidential information and they are sent encrypted to our support team.

4. After you’ve entered the description of the problem, click ‘Report Error’.

A Support Technician will contact you shortly to address your issue.




Troubleshooting

Using Distribution Lists

Many users that need to communicate with large groups on a regular

basis rely heavily on distribution lists. The Toolbar does not prevent

people from using distribution lists, but an extra step is required.

Distribution lists must be expanded before they are compatible with the

Secure MS Outlook®Toolbar. Follow the instructions below to learn how

to do this.

When a user adds a distribution list to the 'TO' field (see below) it is

collapsed by default. (This is evidenced by the "+" symbol next to the list

title).

1. Click the ‘+’ symbol. You may be prompted with a message like

the one to the right.

2. Click ‘OK’ -- replacing the distribution list with the actual email

addresses is exactly what we want to do.

3. Now the 'TO' field should look like the screenshot.

4. Complete your message and click ‘Send’ or ‘Send Secure’ as normal.


File Attachment Progress Bar issues

When you are downloading or uploading file attachments using the MS Outlook® Toolbar, the progress bar will stay on top of MS

Outlook® (and all other programs) and you will not be able to move it until the action of uploading or downloading is complete. You are

able to continue working with your other programs, but the screen area behind the progress bar will not be visible. MS Outlook® will be

‘locked’ in the case of uploading a file attachment.

To avoid this issue, please ask your administrator if the asynchronous file attachment feature is enabled on your Secure Messaging

Platform. With this feature enabled, file attachments will be uploaded and downloaded asynchronously without blocking MS Outlook®.


Local information for this message is corrupt

For security reasons, the MS Outlook® Toolbar stores some data (encrypted) locally. If you are receiving an error message claiming

that your local cache is corrupt, it means that previously stored and encrypted access data and metadata have somehow become

invalidated. An invalid cache can happen for a number of reasons:

If a user attempts to manually edit the local cache.

If an external application or user (malware, a hacker, a virus) attempts to modify the local cache in any way.

If the MS Outlook® Toolbar is involved in a crash.

If the local cache cannot be found (it was deleted or moved).

If your local cache has been invalidated, it is easy to fix. If you select a secure message that gives you the error, and then use the

Toolbar to retrieve the secure message again by clicking the refresh icon at the top of the Delivery Slip, the local cache will be

recreated. We do not force auto-retrieval so that you can make a case-by-case decision about which secure messages you'd like to re-

retrieve.






Toolbar Loading Issue

In some cases, the MS Outlook® Toolbar doesn't load correctly and reinstalling it does not fix the problem. There are four known

possible issues. Follow the instructions below in order:

1. Check minimum System Requirements:

MS Windows® XP SP2 and above, MS Windows® Vista (with latest service pack), or MS Windows® 7.

MS .NET® Framework 2.0 and above.

MS Office® 2003 (with latest service pack).

MS Office® 2007 (with latest service pack).

MS Office® 2010 (32 bit and 64 bit).

If your computer meets the above minimum System Requirements, please proceed to step 2.

2. Turn on User Access Control (UAC). (Windows® XP users, please proceed to step 3).

In Windows® Vista, click on ‘Start > Control Panel’. Set control panel to Classic View, click ‘User Accounts’, then click the

‘Turn User Account Control On / Off’ menu option.

Make sure UAC is turned on and click ‘OK’.

In Windows® 7, click on ‘Start > Control Panel > System Security’. Select ‘User Access Control’.

Make sure UAC is turned on and click ‘OK’.

Close the window and restart MS Outlook®. The MS Outlook® Toolbar should load properly. If not, please proceed to step 3.

3. Re-enable Disabled Add-in files for MS Outlook®:

In MS Outlook® 2003, click the ‘Help > About Microsoft Office Outlook’ menu and then click the 'Disabled Items' button.

o In the window that appears, ensure that no 'Secure MS Outlook® Toolbar' items are disabled.

o If the ‘Secure MS Outlook® Toolbar’ item is disabled, simply highlight it and press 'Enable'.

In MS Outlook® 2007, click the ‘Tools > Trust Center’ menu.

o Select the ‘Add-ins’ tab and select 'Manage COM Disabled Items' (drop down option at the bottom) and click ‘Go’.

o If the 'Secure MS Outlook® Toolbar' item is disabled, simply highlight it and press 'Enable'.

In MS Outlook® 2010, click the ‘File > Options’ menu.

o Select the ‘Add-ins’ tab and select 'Manage: Disabled Items' (drop down option at the bottom) and click ‘Go’.

o If the ‘Secure MS Outlook Toolbar’ item is disabled, simply highlight it and press 'Enable'.

Close the window and restart MS Outlook®. The MS Outlook® Toolbar should load properly. If not, please proceed to step 4.

4. Enable Secure MS Outlook® Toolbar as a COM Add-In for MS Outlook®:

In MS Outlook® 2003, click the ‘Tools > Options’ menu. Select the ‘Other’ tab and click on 'Advanced Options' in the ‘General’

section. In the Advanced Options window, click the ‘COM Add-ins’ button.

o Make sure the ‘Secure MS Outlook Toolbar’ check box is checked and click ‘OK’.

In MS Outlook® 2007, click the ‘Tools > Trust Center’ menu. Select the ‘Add-ins’ tab and select 'Manage COM Add-ins' and

click ‘Go’.

o Make sure the ‘Secure MS Outlook Toolbar’ check box is selected and click ‘OK’.

In MS Outlook® 2010, click the ‘File > Options’ menu. Select the ‘Add-ins’ tab and select 'Manage: COM Add-ins' and click

‘Go’.


o Make sure the ‘Secure MS Outlook Toolbar’ check box is selected and click ‘OK’.

Close the window and restart MS Outlook®. The MS Outlook® Toolbar should load properly.

o If it does not, please repeat step 4, and if the ‘Secure MS Outlook® Toolbar’ check box is set back to unchecked,

please contact your administrator with the following text in the subject line: ‘Secure MS Outlook® Toolbar COM Add-

in won't stay enabled - Request Advanced’. You will be contacted shortly.

NOTE: If none of these steps solve your problem, please contact your administrator and provide a detailed explanation of your problem.

Your support case will be escalated to at Tier 2 agent who will contact you personally by email to complete Step 5 below.

5. Administrator Advanced Troubleshooting:

Go to Start / Run and enter ‘regedit’ (without quotes)

Go to this folder: HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Addins\ email2Addin.AddinModule

In the folder, check for a key called ‘LoadBehavior’

If you don't have this KEY in the registry, it may be because the Toolbar was uninstalled in a previous step. Please re-install the Toolbar

and then repeat the previous steps. Remember to close MS Outlook before installing and when the installation completes, please wait

until you see the dialog ‘Secure MS Outlook Toolbar registered successfully’. If the same behavior exists, and you still do not see the

registry folder (make sure to press F5 to refresh the registry editor), please proceed to step 5.1.

If you do have the key mentioned before, please right-click on the key (folder icon) called ‘email2Addin.AddinModule’ and select the

‘Export’ option. Save the output as TEXT file and send it to your administrator as an attachment.

5.1.

In Windows 7 or Vista, go to ‘Start > Computer’ and find the folder: C:\Users\*YourUsername*\AppData\Roaming\My

ClickOnce Applications

In Windows XP, go to "Start > Computer" and find the folder: C:\Documents and Settings\*YourUsername*\Application

Data\My ClickOnce Applications

Open the file products.config in Notepad (You can do this by right clicking, and selecting ‘Open with’ and selecting ‘Notepad’). Where it

says <installDir>, copy the text to the right on that line, and paste it into the Explorer address bar. This would be the address bar in the

window where you opened this folder.

In the folder that appears, you should find the file ‘adxloader.log’. Send this to support and wait for a response before proceeding to

step 5.2.

If you do not see this file, proceed to step 5.2.

5.2.

Close MS Outlook

Open a Command window (Start / Run / cmd <ENTER>) and change the current folder to the same folder you found in step

5.1. in ‘products.config’ (the document you opened in Notepad). You can do this by copying the folder path (the text after

<installDir> in the file open in Notepad), then in the Command window type ‘cd’, then a space, then paste in the folder path. To

paste in the command window, click on the black icon at the top left corner and choose ‘Paste’. Click enter.

Once the directory is changed, type the following command: regsvr32 adxloader.dll

You should see a confirmation message that the command was successful.

Close the Command window and start Outlook. It should work correctly now.


If none of the above steps correct your problem, please uninstall and reinstall the Toolbar. You can do this by following the uninstall

process. You can reinstall by signing in to the Secure Message Center (Webmail) and clicking on ‘MS Outlook Toolbar’ in the ‘Tools’

menu. Follow the instructions on this page to complete the installation.

If uninstalling and reinstalling does not correct the problem, please contact your administrator.


Active X error with messages with signatures

Editing MS Outlook® signatures in using the Microsoft Work® editor (the default editor) can result in unintended insertions of Smart-

Tags, which cause Active X errors in many situations.

The MS Outlook® Toolbar and the Secure Message center (Webmail) are not causing these errors – such errors also occur when the

MS Outlook® Toolbar is not installed.

If you suspect your signature has Smart-Tags that are causing problems for you or your recipients, you can check easily by opening an

afflicted email message and right clicking anywhere in the body of it. Select “View Source” from the menu that appears. This will open a

text editor full of HTML code. You don’t need to worry about most of this, but near the end, look for a block of text that looks like this:

<o:SmartTagType

namespaceuri="urn:schemas-microsoft-com:office:smarttags"

name="place"></o:SmartTagType><o:SmartTagType


name="PostalCode"></o:SmartTagType><o:SmartTagType


name="State"></o:SmartTagType><o:SmartTagType


name="City"></o:SmartTagType><o:SmartTagType


name="Street"></o:SmartTagType><o:SmartTagType


name="address"></o:SmartTagType>

<OBJECT id=ieooui classid=clsid:38481807-CA0E-42D2-BF39-B33AF135CC4D></OBJECT>

<STYLE>st1\:* {

BEHAVIOR: url(#ieooui)

}

</STYLE>

If you have determined that you have undesired Smart-Tags in your email signature, follow these steps to manually remove them.

If you are using MS Outlook® 2003 on Windows® XP under the default installation path, press Start, Run and enter the following path

into the dialog box:

C:\Documents and Settings\%username%\Application Data\Microsoft\Signatures

You should have a window open with all of your signatures present. There are three versions of each signature that you have: HTML,

Rich Text, Text. Before you continue, you might want to make a backup of the HTML signature that you are about to edit.

Now, right click on the HTML file for the signature you want to edit. Select Open With... > Notepad. Remove the text above (the text

containing <o:SmartTagType>, etc.). Save the changes and close the file. Now when you send a message using this signature, you

should not experience any Active X error messages.


Invalid SMTP email address error

An SMTP email address is an email address in the following format: name @ domain. This includes, for example, derek@sys-

national.com.




If you are receiving an error message regarding an invalid SMTP email address, it is because the contact that you are addressing your

secure message to is not recognized as being in this format. The two most common reasons for this are that the contact is either a MS

Exchange® contact or a distribution list.

If the contact is a MS Exchange® contact, you must obtain his or her true email address (in the SMTP format, shown above). If the

contact is a distribution list, you must expand the list so that it is replaced by the actual e-mail addresses.


MS Outlook® Connector for Hotmail®

For security reasons, the MS Outlook Connector® for Hotmail® / Windows Live® is currently not supported by the Secure MS Outlook®

Toolbar. The Hotmail® connector is known to create problems with several add-ins for MS Outlook®. We recommend that you disable

the Hotmail Connector® if used in conjunction with the Secure MS Outlook® Toolbar.

Reports have also been made that the Hotmail Connector® creates issues with the MS Outlook® Calendar when used with other third

party add-ins. If you are experiencing issues with your Calendar, please ensure you remove the Hotmail Connector®.


IMAP Support

The IMAP Protocol is currently not supported by the Secure MS Outlook® Toolbar. The Toolbar is designed to ensure corporate

security of message and file attachments; the IMAP protocol syncs message and attachment data back and forth between MS

Outlook® and the mail server in a plain text format, allowing decrypted secure messages to be sent in the clear over the internet, and

saved unencrypted on the mail server. This constitutes a security breach. We recommend that you do not use IMAP with the MS

Outlook® Toolbar. Please contact your administrator for more information or alternatives.


Application cannot be started. Contact Application vendor

If you get this error when installing or upgrading the Secure MS Outlook® Toolbar, click Details to see the following information:

>ERROR SUMMARY

>Below is a summary of the errors, details of these errors are listed later in the log.

>* Activation of C:\...\email2 Toolbar for Outlook.appref-ms| resulted in exception. Following failure messages were detected:

>+ The referenced assembly is not installed on your system. (Exception from HRESULT: 0x800736B3)

>ERROR DETAILS

>Following errors were detected during this operation.

>* [1/28/2010 10:22:05 AM] System.Runtime.InteropServices.COMException

>- The referenced assembly is not installed on your system. (Exception from HRESULT: 0x800736B3)

NOTE: The important part is the COMException. If you don't see this, then this solution is not applicable.

This means that the Microsoft ClickOnce® application store on your computer is corrupted. The solution is as follows:

1. Go to C:\Documents and Settings\(your account name)\Local Settings\.

2. Rename the ‘Apps’ folder or move to a different location.

3. Log in to the Secure Message Center (Webmail) and start the Secure MS Outlook® Toolbar installation.

4. Note that this solution might affect other ClickOnce programs you may have installed. To restore previous state if desired,

move the Apps folder to where it was.







The application is improperly formatted. Contact the application vendor for assistance

If you get this error when installing the Secure MS Outlook® Toolbar, please follow these steps:

1. First, try to reproduce the issue by going to the following URL:

http://secure-messaging.com/redist/SecureMSOutlookToolbarSetup.exe

This is a direct link to the Secure MS Outlook® Toolbar setup program. If you have the same issue, please move on to step 2.

2. Based on error reports provided, it's possible that a security setting in Internet Explorer has been altered that could be preventing the

installation of the Toolbar. In order to correct it, please follow these instructions:

Open Internet Explorer. Go to ‘Tools > Internet Options’. Click the ‘Security’ tab, and then click on the ‘Custom level’ button

near the bottom. Scroll down until reaching the ‘.NET Framework-reliant components’. Under this category, look for ‘Run

Components Signed with Authenticode’, and ensure it is set to ‘Enable’.

Try to complete the installation process again. If it fails, please move on to step 3.

3. There is a possibility that the computer is infected with a virus that is preventing the installation of the Toolbar. Our investigations

have shown that a virus could cause this sort of problem. At this point, if you are still experiencing problems, we recommend consulting

your IT department to verify that your computer is virus free.


Clicking ‘Send’, nothing happens

The MS Outlook® Secure Temporary folder on your computer is full, and MS Outlook® is trying to write to it every time you send a

message because you have an image in your signature. This is causing the send failure. This is a known issue with MS Outlook® 2003.

There is a solution provided by Microsoft at the following page:

http://support.microsoft.com/kb/305982#top

Another option, which does not involve editing the registry:

1. Click Start, click Run, type regedit, and then click OK.

2. Locate and then click the following registry key:

a. HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\Security\

3. In the right pane, double-click OutlookSecureTempFolder.

4. Copy the information in the filed ‘Value Data’ (This is the location of the Outlook Secure Temporary Folder).

5. Open an explorer window (Click My Documents, or any other folder), Paste the information from Step 4 into the address bar,

click ‘Enter’.

6. Delete all the content from this Temporary folder (this is a temporary folder, so there is no harm in deleting the files).


Attachment Size Exceeds Allowable Limit

Even though the Secure Messaging Platform allows for unlimited attachment file size transfers, sometimes MS Outlook® can still

restrict 'inserting' or 'selecting' large file attachments while composing a secure message. This is especially true if you are in a

corporate setting using MS Exchange® or MS Outlook® 2010 (limited at 20MB per message). There are 2 ways to correct the situation:

1. Contact your administrator to inquire if the asynchronous file attachment feature is enabled on your Secure Messaging

Platform. This feature will allow you to remove this restriction in MS Outlook®. If enabled, you will have the option to ‘Attach a

File’ directly from the Delivery Slip, bypassing the Outlook restrictions for the sender and recipients. Using this feature will

allow you to send unlimited file attachment sizes (up to 5GB - 5,000MB) depending on the configuration of the Secure

Messaging Platform.

http://secure-messaging.com/redist/SecureMSOutlookToolbarSetup.exe


http://support.microsoft.com/kb/305982#top



2. Using the Secure Message Center (Webmail) in conjunction with the Secure Desktop Agent will also allow you to send

unlimited file attachment sizes (up to 5GB - 5,000MB).

This setting only restricts attaching of large files to messages. Recipients of your messages will be able to view or download any large

attachments, regardless of their MS Exchange® or MS Outlook® configurations.


I use other add-ins for MS Outlook (Plaxo, Xobni, etc.)

We are constantly testing with the latest versions of popular add-ins. The record holder is currently 54 concurrent add-ins in MS

Outlook®. If you do find a MS Outlook® add-in that appears to be conflicting with the proper functioning of the Secure MS Outlook®

Toolbar, do not hesitate to contact us using the 'Report an Error' feature under the ‘Secure Messaging’ menu of the Toolbar.


What happens to my secure messages if I remove the Secure MS Outlook® Toolbar?

If you uninstall the Secure MS Outlook® Toolbar, all retrieved and decrypted secure messages are converted into basic email

messages. If you have not retrieved a secure message, you will not be able to access it through MS Outlook® after the Toolbar is

uninstalled. You still have the option to access the un-retrieved message from the Secure Message Center (Webmail). And of course,

you are always welcome to reinstall the Toolbar and retrieve any secure messages you may have overlooked. Re-installing the Toolbar

will also 'revive' all your secure messages back into their original condition, including access to the Delivery Slip information.


Does the Toolbar store any sensitive data locally?

The Toolbar stores some access data locally on your computer. This encrypted cached data consists of information retrieved about

secure messages. It is used by the Toolbar for two primary reasons:

1. To support offline mode. Without cached information, secure messages would display incorrectly in offline mode.

2. To make secure message loading more efficient. Even when the client is not working in offline mode, it is inefficient to retrieve

static data every time a message is selected. The encrypted local cache takes a portion of the load off the server database.

The data that is stored in your local environment is non-sensitive, and encrypted regardless. The cache is reported as invalid if it has

been tampered with in any way.


How to Report the Toolbar Logs Manually

If you've uninstalled the Toobar, and you need to submit your Toolbar logs to support, please follow these instructions:

1. Open an explorer window. You can do this by clicking ‘My Computer’ in your start menu.

2. Type the following into the address bar:

Windows XP:

C:\Documents and Settings\<User>\Local Settings\Application Data\email2\Toolbar\logs

Where <User> is the user name of the User Account you are logged into in Windows XP

Windows Vista / Windows 7 / Windows 8:

C:\Users\<User>\AppData\Local\email2\Toolbar\logs

Where <User> is the user name of the User Account you are logged into in Windows Vista

3. Identify the folders for the last 3 to 5 days and add them to a ZIP file.

4. Send the ZIP file to support preferably via a secure message or via regular email if that's not an option.







How can I Forward Multiple Messages?

For security reasons, and to protect the integrity of your secure message content, specific bulk forwarding options in MS Outlook® are

intentionally disabled by the Toolbar. However, you can still forward multiple messages by following the quick and easy steps below:

For MS Outlook 2003 & 2007:

Select the messages you want to forward as you normally would.

Right click, and select ‘Forward Items’.

For MS Outlook 2010:

Select the messages you want to forward as you normally would.

Under the ‘Home’ ribbon tab in MS Outlook®, select the ‘More’ drop-down (to the right of the Forward button).

Then, select ‘Forward as attachment’.

A compose window will appear, with your multiple messages as attachments, and you can send them as normal.


Can I reply to or forward a basic email message securely?

Any email message you receive can be changed to a secure message at any time. Simply reply to or forward the basic email message

as usual, and then go to the Delivery Slip at the right hand side of the compose window. If the Delivery Slip is collapsed, click the arrow

to expand it. Click on ‘Click here to change delivery options’ near the top of the Delivery Slip.

Your basic email message is now converted to a secure message. Complete your message and click send. The recipient will now

receive the email as a secure message. Alternatively, for MS Outlook® 2007 & 2010 users, simply reply to or forward as usual, and use

the ‘Send Secure’ button instead of the usual ‘Send’ button. Doing so will send your reply or forward message securely automatically.


Activation Security Confirmation

If the Secure MS Outlook® Toolbar is requesting an activation security confirmation, it is because it has detected that MS Outlook® is

in ‘CachedDisconnected’ mode with your MS Exchange® server. The Toolbar requires that MS Outlook® connect to your MS

Exchange® Directory in ‘ConnectedFull’ mode in order to retrieve your SMTP email address for security and authentication purposes.

Without this verification, it could be possible for an intruder to compromise your privacy and security. The Toolbar will force MS

Outlook® to connect with MS Exchange®, which could take up to several minutes.

Note: You must be connected to your MS Exchange® server in order to complete this activation process. If you are unsure if you are

connected to MS Exchange®, please contact your administrator.

Note: During this period, MS Outlook® may appear to be non-responsive, but is in fact working. Please wait for the process to

complete.

During this time, MS Outlook® may report a ‘Connected’ status with MS Exchange® at the bottom right of the MS Outlook® Window.

This is only partially correct, as MS Outlook® is connected to the MS Exchange® mail server, but many components, such as the

directory and address book, may not be connected. To view a complete connections status, hold CTRL and right click on the MS

Outlook® icon in the task bar, and select ‘Connection Status’.

If the Toolbar is unable to force MS Outlook® to connect to your MS Exchange server, another prompt will appear with the following

options:

Try Again:

With this option, the Toolbar uses an alternate method to attempt to initiate ‘CachedConnectedFull’ mode between MS Outlook® and

your MS Exchange® server.





Note: While attempting this action, MS Outlook® may appear to be non-responsive, but it is in fact working.

Request Assistance:

If the ‘Try Again’ process fails, please use the ‘Request Assistance’ feature, which will begin the Assisted Activation process. After it is

initiated, you will receive a confirmation message in your MS Outlook® Inbox within 6 business hours. If you do not receive this

message within 6 hours, you may click on the message and re-send the Assistance Request. When you open the confirmation

message, you will be able to complete the Activation process and begin using the Toolbar.


Activation SMTP Conversion

If you see this error message, the Toolbar has detected that MS Outlook® is in ‘CachedDisconnected’ mode with your MS Exchange®

server. The Toolbar requires that MS Outlook® connect to your MS Exchange® Directory in ‘CachedConnectedFull’ mode in order to

resolve the SMTP email address of the recipient(s) from the MS Exchange® IDs stored in MS Outlook®.

Note: You must be connected to your MS Exchange® server in order to complete this activation process. If you are unsure if you are

connected to MS Exchange®, please contact your administrator.

It may look like there is a valid SMTP address in the TO:, CC: or BCC: field, but for security reasons MS Outlook® does not allow COM

Add-ins such as the Toolbar to access this information. It is therefore necessary for the Toolbar to have MS Outlook® contact your MS

Exchange® server to resolve the SMTP address from the Exchange ID.

This process may take some time to complete, and while working, MS Outlook® may appear to be unresponsive. It is in fact working

and exchanging information with your MS Exchange® server. Once the correct data is retrieved, the message will be automatically

sent. Furthermore, the SMTP address of this recipient will be stored by the Toolbar, allowing you to skip this step when sending secure

messages to this contact in the future.


Windows Large Fonts

The Toolbar currently does not support large fonts in Windows®. In order to change fonts back to normal, please follow these steps:

In Windows 7:

1. Go to Start > Control Panel.

2. If the top right of the Control Panel says ‘View by: Category’, click ‘Appearance and Personalization’. Then, under the heading

‘Display’, select ‘Make text and other items larger or smaller’.

3. If the top right of the Control Panel says ‘View by: Larger Icons’ or ‘Small Icons’, click ‘Display’.

4. Choose ‘Smaller - 100% (default)’ for the font size, then click ‘Apply’.

Note: You will need to log off of your user account in Windows for the changes to take effect.

In Windows Vista:

1. Right click on an empty area on your Desktop, and select ‘Personalize’.

2. At the left hand side, select ‘Adjust font size (DPI)’.

3. Choose ‘Default Scale (96 DPI)’ and click OK.

Note: You will need to restart your PC for the changes to take effect.




In Windows XP:

1. Right click on an empty area on your Desktop, and select ‘Properties’.

2. Click the ‘Appearance’ tab.

3. Under ‘Font Size’ at the bottom of the dialog, select ‘Normal’, and click Apply.


Manual Toolbar Installation

Use these simple steps for manually installing the Toolbar when an anti-virus or other program is blocking a regular installation. Please

follow these steps in order.

WARNING: Do not skip steps as this could have an adverse effect on your computer.

NOTE: You must confirm that you have Microsoft .NET Framework 4.0 installed on your computer. The Toolbar requires the .NET

Framework to operate.

1. Navigate to the following Registry Path: HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\NET Framework Setup\NDP

Confirm that this folder contains a folder with v2.0, and confirm that the string value called "version" under this folder lists the

full version number.

If the .NET Framework 4.0 is installed, skip to step 3.

If the .NET Framework 4.0 is not installed, proceed to step 2.

2. To download the Microsoft .NET Framework (x86), please go here:

http://www.microsoft.com/download/en/details.aspx?id=17851

Follow the prompts to complete installation, and proceed to step 3.

3. To install the Toolbar, close MS Outlook, open an Internet Explorer window and enter the following into the address bar:

http://secure-messaging.com/redist/toolbar/msoutlooktoolbar.application

NOTE: This operation will only work in Internet Explorer.

The installation process will proceed as normal. Follow the prompts to complete the installation.


Forward a Specific Message to Support

Sometimes, in order to complete our investigation, we need to take a closer look at the secure message causing the problem. Please

follow the steps below in order to send us the specific message. Try sending it as a secure message attachment, if possible.

1. Select the secure message we have requested or that is causing you trouble.

2. Go to the File main menu in MS Outlook and select ‘Save As’.

3. Name the file anything you want, but make sure you select the option ‘Outlook Message Format (*.msg)’ in the ‘Save as type’

field (by default, the selected type is ‘HTML (*.htm, *.html)’).

4. Save it to a location you can remember, e.g. the Desktop.

5. Start a new secure message in MS Outlook and attach the file you just saved. Send it to our support department.



http://www.microsoft.com/download/en/details.aspx?id=17851

http://secure-messaging.com/redist/toolbar/msoutlooktoolbar.application




Outlook 2003 Specific Toolbar

If you installed the Outlook 2007 & 2010 Toolbar version on a PC running Outlook 2003 and you are experiencing some issues, you

might want to install the Outlook 2003 version of the toolbar.

NOTE: You must first uninstall the current Toolbar version before proceeding.

1. Go to the Control Panel 'Add/Remove Programs', and uninstall the 'Secure MS Outlook Toolbar'.

2. Restart your PC.

3. Go back to the Control Panel, and see if there is another 'Secure MS Outlook Toolbar' listed. If there is, uninstall it, then start

Outlook and confirm that the Toolbar is not visible in Outlook, then skip to step 8. If there is NO 'Secure MS Outlook Toolbar'

listed, go to step 4.

4. In Outlook, go to 'Tools > Options', then select the 'Other' tab and click 'Advanced Options', then 'COM Add-ins'.

5. Select/highlight 'Secure MS Outlook Toolbar', take a screenshot and save it to your desktop.

6. Select/highlight 'Secure MS Outlook Toolbar', click 'Remove'.

7. Restart Outlook, confirm that the Toolbar is not present, move to step 8.

8. Close Outlook, go to the Secure Webmail, and install the Outlook 2003 version from the bottom of the installation page. This is

the recommended install for Outlook 2003, regardless of the Windows version.

The Outlook 2003 specific Secure MS Outlook Toolbar is now installed correctly and is ready for use. Please note that you may be

prompted to re-enter your password as security verification.

NOTE: The Outlook 2003 specific Secure MS Outlook Toolbar has limited functionality.