Dell Data Guardiantopics-cdn.dell.com/pdf/dell-data-guardian_users-guide2_en-us.pdf · 4 Data Guardian User Guide v1.6/1.3 Contents. Install or Uninstall Data Guardian on an Android

Dell Data GuardianWindows, Mac, Mobile, and Web User Guide v1.6/1.3

Notes, cautions, and warnings

NOTE: A NOTE indicates important information that helps you make better use of your product.

CAUTION: A CAUTION indicates either potential damage to hardware or loss of data and tells you how to avoid the problem.

WARNING: A WARNING indicates a potential for property damage, personal injury, or death.

© 2012-2018 Dell Inc. All rights reserved.Dell, EMC, and other trademarks are trademarks of Dell Inc. or its subsidiaries. Other trademarks may be trademarks of their respective owners.

Registered trademarks and trademarks used in the Dell Encryption, Endpoint Security Suite Pro, Endpoint Security Suite Enterprise, and Data Guardian suite of documents: Dell™ and the Dell logo, Dell Precision™, OptiPlex™, ControlVault™, Latitude™, XPS®, and KACE™ are trademarks of Dell Inc. Cylance®, CylancePROTECT, and the Cylance logo are registered trademarks of Cylance, Inc. in the U.S. and other countries. McAfee® and the McAfee logo are trademarks or registered trademarks of McAfee, Inc. in the US and other countries. Intel®, Pentium®, Intel Core Inside Duo®, Itanium®, and Xeon® are registered trademarks of Intel Corporation in the U.S. and other countries. Adobe®, Acrobat®, and Flash® are registered trademarks of Adobe Systems Incorporated. Authen Tec® and Eikon® are registered trademarks of Authen Tec. AMD® is a registered trademark of Advanced Micro Devices, Inc. Microsoft®, Windows®, and Windows Server®, Internet Explorer®, MS-DOS®, Windows Vista®, MSN®, ActiveX®, Active Directory®, Access®, ActiveSync®, BitLocker®, BitLocker To Go®, Excel®, Hyper-V®, Silverlight®, Outlook®, PowerPoint®, OneDrive®, SQL Server®, and Visual C++® are either trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. VMware® is a registered trademark or trademark of VMware, Inc. in the United States or other countries. Box® is a registered trademark of Box. DropboxSM is a service mark of Dropbox, Inc. Google™, Android™, Google™ Chrome™, Gmail™, YouTube®, and Google™ Play are either trademarks or registered trademarks of Google Inc. in the United States and other countries. Apple®, Aperture®, App StoreSM, Apple Remote Desktop™, Apple TV®, Boot Camp™, FileVault™, iCloud®SM, iPad®, iPhone®, iPhoto®, iTunes Music Store®, Macintosh®, Safari®, and Siri® are either servicemarks, trademarks, or registered trademarks of Apple, Inc. in the United States and/or other countries. GO ID®, RSA®, and SecurID® are registered trademarks of Dell EMC. EnCase™ and Guidance Software® are either trademarks or registered trademarks of Guidance Software. Entrust® is a registered trademark of Entrust®, Inc. in the United States and other countries. InstallShield® is a registered trademark of Flexera Software in the United States, China, European Community, Hong Kong, Japan, Taiwan, and United Kingdom. Micron® and RealSSD® are registered trademarks of Micron Technology, Inc. in the United States and other countries. Mozilla® Firefox® is a registered trademark of Mozilla Foundation in the United States and/or other countries. iOS® is a trademark or registered trademark of Cisco Systems, Inc. in the United States and certain other countries and is used under license. Oracle® and Java® are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. SAMSUNG™ is a trademark of SAMSUNG in the United States or other countries. Seagate® is a registered trademark of Seagate Technology LLC in the United States and/or other countries. Travelstar® is a registered trademark of HGST, Inc. in the United States and other countries. UNIX® is a registered trademark of The Open Group. VALIDITY™ is a trademark of Validity Sensors, Inc. in the United States and other countries. VeriSign® and other related marks are the trademarks or registered trademarks of VeriSign, Inc. or its affiliates or subsidiaries in the U.S. and other countries and licensed to Symantec Corporation. KVM on IP® is a registered trademark of Video Products. Yahoo!® is a registered trademark of Yahoo! Inc. This product uses parts of the 7-Zip program. The source code can be found at 7-zip.org. Licensing is under the GNU LGPL license + unRAR restrictions (7-zip.org/license.txt). Security Management Server Virtual and Data Guardian Web Client use third-party libraries from "urwid" under the terms of GNU Lesser General Public License. The copyright notice and GNU Lesser General Public License can be found in the AdminHelp on the Attributions, Copyrights, and Trademarks page.

Windows, Mac, Mobile, and Web User Guide

2018 - 05

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Contents

1 Introduction....................................................................................................................................................6Overview............................................................................................................................................................................. 6Encryption Options for Data Guardian............................................................................................................................ 6

Modes and Office documents.................................................................................................................................... 7Office documents - Windows..................................................................................................................................... 7Office documents - Mac, mobile, and web portal....................................................................................................8Additional options.........................................................................................................................................................8Cloud Encryption..........................................................................................................................................................9Policy settings...............................................................................................................................................................9

Additional Support..............................................................................................................................................................9

2 Dell Data Guardian Requirements................................................................................................................. 10Server.................................................................................................................................................................................10Data Guardian for Windows............................................................................................................................................ 10

Prerequisites.................................................................................................................................................................11Hardware...................................................................................................................................................................... 11Operating Systems...................................................................................................................................................... 11Cloud Storage Providers............................................................................................................................................ 12Microsoft Office..........................................................................................................................................................12

Data Guardian for Mac.....................................................................................................................................................13Operating Systems..................................................................................................................................................... 13Cloud Storage Providers............................................................................................................................................ 13

Data Guardian Mobile Application...................................................................................................................................13Data Guardian Web Client................................................................................................................................................14Web Browsers................................................................................................................................................................... 15Adobe Acrobat.................................................................................................................................................................. 15

3 Install or Uninstall Data Guardian on Windows.............................................................................................. 16Overview of Installation Tasks for Windows..................................................................................................................16

Pre-existing Folders with Unencrypted Files...........................................................................................................17Install Data Guardian Interactively...................................................................................................................................17

Possible Issues With Activating - Cloud and Protected Office............................................................................. 18Activate Data Guardian.............................................................................................................................................. 18

Understand the Data Guardian System Tray Menu Items........................................................................................... 19Details Screen............................................................................................................................................................. 19

Check for Policy Updates............................................................................................................................................... 20Locate Log Files............................................................................................................................................................... 20Upgrade Data Guardian....................................................................................................................................................21Uninstall Sync Client or Data Guardian on Windows....................................................................................................21

Uninstall a Cloud Sync Client.....................................................................................................................................21Uninstall Data Guardian..............................................................................................................................................21

Provide Feedback to Dell................................................................................................................................................ 22

Data Guardian User Guide v1.6/1.3Contents

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4 Use Data Guardian with Windows................................................................................................................ 23Overview of Options........................................................................................................................................................23Use Office Documents with Data Guardian's Protected Mode..................................................................................24

Observe File Menu Options to Determine the Level of Security for Office Documents...................................24Use Opt-in Mode to Protect Office Documents.................................................................................................... 26Use Force-Protected Mode to Protect Office Documents.................................................................................. 28Additional Options for Data Guardian...................................................................................................................... 29

Protect Additional Applications and File Types with Basic File Protection.................................................................31Overview of Basic File Protection.............................................................................................................................31Windows...................................................................................................................................................................... 31Mac...............................................................................................................................................................................31Mobile..........................................................................................................................................................................32Web portal...................................................................................................................................................................32

Tampering and Protected Office Documents............................................................................................................... 32Share Protected Office Documents with External Users............................................................................................32

Enhance Security by Adding Date Restrictions......................................................................................................32

5 Use Data Guardian's Cloud Encryption with Windows..................................................................................35Overview of Tasks for Data Guardian with a Cloud Sync Client................................................................................ 35Data Guardian and Cloud Encryption............................................................................................................................ 36Install a Cloud Sync Client on Windows........................................................................................................................ 36Work with Folders and Files............................................................................................................................................38

View Folders and Files on the Local Computer and in the Cloud........................................................................ 39Sharing a Folder with an Internal User.................................................................................................................... 43Working without an Internet Connection................................................................................................................43Character Limit for Folder Path Names.................................................................................................................. 43Dropbox for Business.................................................................................................................................................44OneDrive for Business/ Unified OneDrive..............................................................................................................45Dropbox.......................................................................................................................................................................46Box............................................................................................................................................................................... 47Google Drive............................................................................................................................................................... 49OneDrive..................................................................................................................................................................... 50Manage Folders Menu............................................................................................................................................... 51

6 Install and Use Data Guardian with Mac.......................................................................................................52Protect Additional Applications and File Types with Basic File Protection................................................................52

Overview of Basic File Protection............................................................................................................................52Windows..................................................................................................................................................................... 52Mac..............................................................................................................................................................................53Mobile..........................................................................................................................................................................53Web portal.................................................................................................................................................................. 53

7 Install and Use Data Guardian Mobile with iOS or Android........................................................................... 54Prerequisite.......................................................................................................................................................................54Get Started with Data Guardian Mobile........................................................................................................................54Install or Uninstall Data Guardian on an iOS device.....................................................................................................55

4 Data Guardian User Guide v1.6/1.3Contents

Install or Uninstall Data Guardian on an Android device..............................................................................................55Determine Policies for Data Guardian Mobile...............................................................................................................55

View Data Guardian policies and version................................................................................................................ 55Use Protected Office Documents with Mobile...................................................................................................... 56Use Cloud Protection with Mobile........................................................................................................................... 57Use Additional Policies with Mobile......................................................................................................................... 58

Navigate File Manager.................................................................................................................................................... 58File Manager screen.................................................................................................................................................. 59Create New screen....................................................................................................................................................59Navigation drawer options........................................................................................................................................59Additional options.......................................................................................................................................................59

Protect Additional Applications and File Types with Basic File Protection................................................................59Overview of Basic File Protection............................................................................................................................59Windows..................................................................................................................................................................... 60Mac..............................................................................................................................................................................60Mobile..........................................................................................................................................................................60Web portal.................................................................................................................................................................. 60

Security Considerations with Data Guardian and Sync Clients..................................................................................60Logs....................................................................................................................................................................................61Send Feedback to Dell..................................................................................................................................................... 61

8 View or Edit Protected Files on a Web Client............................................................................................... 62Access the Web Portal for Data Guardian.................................................................................................................... 62Protect Additional Applications and File Types with Basic File Protection................................................................62

Overview of Basic File Protection............................................................................................................................62Windows..................................................................................................................................................................... 63Mac..............................................................................................................................................................................63Mobile..........................................................................................................................................................................63Web portal...................................................................................................................................................................63

9 Use Data Guardian as an External User........................................................................................................64Internal User Tasks...........................................................................................................................................................64

..................................................................................................................................................................................... 65

..................................................................................................................................................................................... 65External User Tasks......................................................................................................................................................... 66Activate Data Guardian....................................................................................................................................................67Request Access From an Internal User......................................................................................................................... 67External User and Web Portal........................................................................................................................................ 68

Internal User Tasks.....................................................................................................................................................68External User Tasks for Web Portal.........................................................................................................................68

View a Protected Office Document...............................................................................................................................68

10 Frequently Asked Questions.......................................................................................................................69Miscellaneous FAQs.........................................................................................................................................................69Office Documents and Protected-Mode FAQs............................................................................................................ 70

Data Guardian User Guide v1.6/1.3Contents

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IntroductionThe Dell Data Guardian User Guide provides the information needed to install and use Data Guardian on Windows, Mac, Mobile, or a web portal.

OverviewBased on policies set by an administrator, Data Guardian protects data, for example:

• Office documents stored locally, shared with other users in various ways, or stored on removable media. These Office documents can be protected: .docx, .pptx, .xlsx, .docm, .pptm, .xlsm, .pdf.

• Basic File Protection - Additional applications and file types, such as Notepad.

• Cloud-based file sharing systems - Windows computers or mobile devices capture data intended for cloud storage, encrypt that data, and then upload the encrypted data into the cloud.

NOTE:

Your administrator will inform you if your enterprise uses Data Guardian with Office documents only, cloud storage only, or both. Your administrator will also tell you of additional applications and file types that can be protected.

You can use Data Guardian on the following platforms:

• Windows

• iOS

• Android

• Mac

• Data Guardian web portal, if set up by your administrator

NOTE:

Data Guardian for can open files encrypted by the other platforms. Some files may be read-only. Most of the user information about Data Guardian for Mac is within the software as online help.

Encryption Options for Data GuardianBased on the level of security established by your enterprise, your administrator sets policies to protect data at rest and data in motion. Your administrator will tell you which policies apply to your enterprise.

This list provides an overview of some encryption options and, for some platforms, the location of policy settings.

• Modes and Office documents

• Office documents - Windows

• Office documents - Mac, mobile, and web portal

• Additional options

• Cloud Encryption

• Policy settings

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6 Data Guardian User Guide v1.6/1.3Introduction

Modes and Office documentsPolicy can be set to protect specified Office documents. Encryption behavior may differ depending on the platform and mode. For Mac, see the online Help.

Modes Office documents

Mode options for Windows and Mac:

Opt-in mode - You have some options in determining which Office documents to protect.

• Windows and Mac - A Secure Documents folder is added to the root of your Documents folder. This provides another way to encrypt a file.

Force-Protected mode - Your enterprise requires a higher level of security. Data Guardian performs a sweep to encrypt files.

• Windows - Another policy can add an Unprotected Documents folder to the root of your Documents folder.

• Mac - Protects files in \Users.

Office documents used in both

• .docx

• .pptx

• .xlsx

• .docm

• .pptm

• .xlsm

• .pdf - If protected with Data Guardian, open with Adobe Acrobat Reader DC or Microsoft Word.

Office documents - WindowsYour administrator can set additional Data Guardian policies to control or prevent data loss through these options. Encryption behavior may differ depending on the mode.

Options for protected Office documents in Windows Description

• Save - If an Office document is protected, you can save new content. (Save As is grayed out.)

• Protected Save As

• If an Office document is already protected, Save As is grayed out.

Other information:

• Unprotected Office document - can select Save, Save As, or Protected Save As.

Copy/Paste and Clipboard You can copy and paste from a protected Office document to another protected Office document. You cannot paste from protected to unprotected.

Print Based on policy, printing of a protected Office document may be allowed, have a watermark, or be disabled.

Export

(Windows and Office 2013 and higher, mobile)

Based on policy, may be allowed, have a watermark, or be disabled.

NOTE: If watermark is set, Office documents can be exported. PDFs cannot be exported.

Print Screen Based on policy, may be allowed or be blocked.

Processes blocked

Example: Snipping tool

Based on policy set by your enterprise, some processes are blocked when a protected Office document is open.

Onscreen watermark When a protected Office document is opened, the screen displays a watermark with the computer name and user name.

Data Guardian User Guide v1.6/1.3Introduction

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Options for protected Office documents in Windows Description

TITUS classification

(Windows with Opt-in mode)

If a policy is enabled, you can right-click an Office document and select a TITUS classification. This provides another way to protect an Office document.

Office documents - Mac, mobile, and web portalEncryption behavior may differ depending on the platform and mode.

Encryption option Description

Mac - Dell Data Guardian interface Upload a protected document to encrypt.

Download a protected document to decrypt.

After editing a protected document, it is saved to the original file, either in the cloud or locally.

Mobile - within the Data Guardian app

• Print

• Onscreen watermark

Based on policy:

• Office documents within the Data Guardian app are protected.

• Printing of a protected Office document may be allowed, have a watermark, or be disabled.

• When a protected Office document is opened, the screen displays a watermark with the computer name and user name.

Web portal

• Onscreen watermark

You can upload protected or unprotected documents, but any uploaded file is protected when you click Download.

When a protected Office document is opened, the screen displays a watermark with the computer name and user name.

Additional optionsEncryption behavior may differ depending on the platform and mode.

Encryption option Description (Opt-in and Force Protect modes)

Basic File Protection - Allows additional applications and file types to be protected.

(Windows, Mac, mobile, and web portal)

• Examples: .txt or .png

Your administrator will configure a policy to specify applications and file types to be encrypted. These files are swept and encrypted.

• Mac and mobile - Currently, these encrypted files are read-only.

• Web portal - Based on policy, these files may be read-only or user can edit.

Share files with external users.

(Windows, Mac, and mobile)

• For Windows, you can also add a date restriction (embargo) on protected Office documents and PDFs.

Web portal - You can upload shared files to the web portal. You cannot share a file from within the web portal, but you can share it after you download it.

Tampered file or cover page

(Windows, Mac, mobile, and web)

For Office files, Data Guardian can scan protected documents and detect some forms of tampering.

Geofencing (mobile) Only users in a specified area can access files from their mobile phones.

8 Data Guardian User Guide v1.6/1.3Introduction

Cloud EncryptionEncryption behavior may differ depending on the platform and mode.

Platforms Description

Windows See Use Data Guardian's Cloud Encryption with Windows .

Mobile See Use Cloud Protection with Mobile.

Mac See the online Help.

Web portal See the online Help.

Policy settingsSome platforms include a partial list of policy settings for your device.

Platform Location of policy settings

Mac Preferences pane

Mobile Settings icon > About

Web portal Settings icon > About

Additional SupportShould you need additional support beyond this document, contact your administrator.

Data Guardian User Guide v1.6/1.3Introduction

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Dell Data Guardian RequirementsClient hardware and software requirements are provided in this chapter.

ServerData Guardian for Windows, Mac, and Mobile requires Security Management Server or Security Management Server Virtual, v9.6 or higher. The Data Guardian web client requires Security Management Server or Security Management Server Virtual, v9.8 or higher. For the purposes of this document, both Servers are referred to as Dell Server, unless a specific version needs to be cited (for example, a procedure is different using Dell Security Management Server Virtual).

Data Guardian for Windows• IT best practices should be followed during deployment. This includes, but is not limited to, controlled test environments for initial tests,

and staggered deployments to users.

• The user account performing the installation/upgrade/uninstallation must be a local or domain administrator user, which can be temporarily assigned by a deployment tool such as Microsoft SMS or Dell KACE. A non-administrator user that has elevated privileges is not supported.

• Back up all important data before beginning installation/uninstallation.

• Do not make changes to the computer, including inserting or removing external (USB) drives during installation.

• Data Guardian is supported with specific versions of Microsoft Office 2016 and also Microsoft Office 365 Business and Business Premium. It is not supported with Office 365 Business Essentials.

• For cloud encryption, the computer must have one (letter value) assignable disk drive available.

• Ensure that target devices have connectivity to https://yoursecurityservername.domain.com:8443/cloudweb/register and https://yoursecurityservername.domain.com:8443/cloudweb.

• Before deploying Data Guardian, it is best if the target devices do not yet have cloud storage accounts set up.

If users decide to keep their existing accounts, they should ensure that any files that are to remain unencrypted are moved out of the sync client before installing Data Guardian.

• Users should be prepared to restart their computer after the client is installed.

• Data Guardian does not interfere with the behavior of sync clients. Therefore, administrators and end users should familiarize themselves with how these applications work prior to deploying Data Guardian. For more information, see Box support at https://support.box.com/home, Dropbox support at https://www.dropbox.com/help, or OneDrive support at http://windows.microsoft.com/en-us/onedrive/onedrive-help#onedrive=other.

• Protected Office documents are supported with Mozy, a companion solution to Data Guardian, as well as other cloud, email, and NFS storage products.

• If running Office 2010: If policies have been set to protect Office documents and macro-enabled documents, users must have Office 2010 Service Pack 1 or higher (v14.0.6029 or higher). See https://support.microsoft.com/en-us/kb/2121559 to determine whether a service pack has been applied to a Microsoft Office 2010 suite. Without this update, protected documents cannot be accessed. New Office documents are unprotected, regardless of policy unless sweep functionality is on. The next sweep converts Office documents to protected files, but users cannot access them without a supported version of Office.

• Although Dell Encryption is not required, if used, the Encryption client should be v8.12 or later.

• Data Guardian does not support the Windows System Restore tool or Windows Insider Preview.

• Microsoft's Folder Redirection is not supported with Data Guardian.

• IPv6 is not supported with Cloud Encryption.

• Be sure to periodically check www.dell.com/support for the most current documentation and Technical Advisories.

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10 Data Guardian User Guide v1.6/1.3Dell Data Guardian Requirements

https://www.dropbox.com/help

http://windows.microsoft.com/en-us/onedrive/onedrive-help#onedrive=other


https://support.microsoft.com/en-us/kb/2121559

http://www.dell.com/support/my-support/us/en/19/product-support/product/dell-data-protection-encryption/manuals

PrerequisitesIf not already installed, the installer installs Microsoft Visual C++ 2015 Redistributable Package (x86 and x64).

NOTE:

For Windows 7 and Windows 8.1, the computers should be up-to-date with Windows Updates. For more information, see https://support.microsoft.com/en-us/help/2919355 and https://support.microsoft.com/en-us/help/2999226.

Microsoft .Net 4.5.2 (or later) is required for Data Guardian. All computers shipped from the Dell factory are pre-installed with .Net 4.5.2. However, if you are not installing on Dell hardware or are upgrading Data Guardian on older Dell hardware, you should verify which version of .Net is installed and update the version, if needed, prior to installing Dell Data Guardian to prevent installation/upgrade failures. To verify the version of .Net installed, follow these instructions on the computer targeted for installation: http://msdn.microsoft.com/en-us/library/hh925568(v=vs.110).aspx. To install Microsoft .Net Framework 4.5.2, go to https://www.microsoft.com/en-us/download/details.aspx?id=42643.

HardwareMinimum hardware requirements must meet the minimum specifications of the operating system. The following table details supported hardware for the Windows client.

Windows Hardware

• 200 MB free disk space, depending on operating system

• 10/100/1000 or Wi-Fi network interface card

• TCP/IP installed and activated

If your enterprise encrypts data for storage in the cloud, your computer must have one alphabetic letter available to assign to a disk drive.

Operating SystemsThe following table details supported operating systems.

Windows Operating Systems (32-bit and 64-bit)

• Windows 7 SP1: Enterprise, Professional, Ultimate

• Windows 8.1 Update 0-1: Enterprise Edition, Pro Edition

• Windows 10: Education, Enterprise, Pro Version 1607 (Anniversary Update/Redstone 1) through Version 1803 (Spring Creators Update/Redstone 4)

NOTE:

The client must be on one of these operating systems, or it will be blocked. If needed, a setting in a registry key allows the administrator to override the block.

For Redstone 4 support, you must upgrade the agent before upgrading the operating system.

Data Guardian User Guide v1.6/1.3Dell Data Guardian Requirements

11

https://support.microsoft.com/en-us/help/2919355/windows-rt-8.1,-windows-8.1,-and-windows-server-2012-r2-update-april-2014

https://support.microsoft.com/en-us/help/2919355/windows-rt-8.1,-windows-8.1,-and-windows-server-2012-r2-update-april-2014

https://support.microsoft.com/en-us/help/2999226/update-for-universal-c-runtime-in-windows

http://msdn.microsoft.com/en-us/library/hh925568%28v=vs.110%29.aspx

http://msdn.microsoft.com/en-us/library/hh925568%28v=vs.110%29.aspx

https://www.microsoft.com/en-us/download/details.aspx?id=42643

https://www.microsoft.com/en-us/download/details.aspx?id=42643

NOTE:

Data Guardian is not compatible with Microsoft's Windows Defender Exploit Guard (WDEG) in Redstone 3 and higher or with Enhanced Mitigation Experience Toolkit (EMET) in Redstone 2 and lower.

Windows 7 is not supported with the geolocation policy for Data Guardian audit events.

Data Guardian does not support multiple versions of Office on one computer.

Cloud Storage ProvidersThe following table details cloud storage providers that work with Data Guardian for Windows. Cloud storage provider updates are released frequently. Dell recommends testing new versions with Data Guardian before introducing them into the production environment.

Cloud Storage Providers

• Dropbox

• Dropbox for Business (Windows only)

NOTE: Depending on the Dell Server version used by your company, all files and folders in personal Dropbox accounts that are linked to business accounts may be encrypted.

• Box

NOTE: Box Tools and Box Edit are not supported with Data Guardian. Using Box Tools may cause a blue screen condition.

• Google Drive

• OneDrive

• OneDrive for Business

• Unified OneDrive

NOTE: Unified OneDrive is a unified sync client for both OneDrive and OneDrive for Business.

Microsoft OfficeData Guardian supports the following versions of Office. However, you must have just one version of Office installed.

Microsoft Office

• Office 2010 SP2

• Office 2013 SP1

• Office 2016: Deferred 1705, Semi-Annual 1708, and Monthly 1712


Data Guardian for MacThe following lists supported hardware for the Mac client.

Mac Hardware

• Intel Core 2 Duo, Core i3, Core i5, Core i7, or Xeon processor

• 2 GB RAM

• 10 GB free disk space

Operating SystemsThe following lists supported operating systems.

Mac Operating Systems

• Mac OS X El Capitan 10.11.6

• macOS Sierra 10.12.6

• macOS High Sierra 10.13.3 - 10.13.4

Cloud Storage ProvidersBased on policy settings, the following can display in the Dell Data Guardian for Mac interface. The user does not need to download or install the cloud sync client.

Cloud Storage Providers

• Dropbox

• Box

• Google Drive

• OneDrive

• OneDrive for Business

Data Guardian Mobile ApplicationThe following lists operating systems supported with the Data Guardian Mobile Application.


13

Android Operating Systems

• 4.4-4.4.4 KitKat

• 5.0-5.1.1 Lollipop

• 6.0 - 6.0.1 Marshmallow

• 7.0 - 7.1.2 Nougat

• 8.0 - 8.1 Oreo

iOS Operating Systems

• iOS 9.x

• iOS 10.x - 10.3

• iOS 11 - 11.3

Data Guardian Web ClientTo enable the Data Guardian web client, the administrator sets up a virtual machine that hosts the web client and communicates with the Security Management Server or Security Management Server Virtual v9.8 or later.

The following virtualized environments can be used to deploy the Data Guardian web client.

Virtualized Environments

• VMware ESXi 6.0

– 64-bit x86 CPU required

– Host computer with at least two cores

– 8 GB RAM minimum recommended

– An Operating System is not required

– See http://www.vmware.com/resources/compatibility/search.php for a complete list of supported Host Operating Systems

– Hardware must conform to minimum VMware requirements

– 4 GB minimum RAM for dedicated image resource

– See http://pubs.vmware.com/vsphere-60/index.jsp for more information

• VMware ESXi 5.5

– 64-bit x86 CPU required

– Host computer with at least two cores

– 8 GB RAM minimum recommended

– An Operating System is not required

– See http://www.vmware.com/resources/compatibility/search.php for a complete list of supported Host Operating Systems

– Hardware must conform to minimum VMware requirements

– 4 GB minimum RAM for dedicated image resource

– See http://pubs.vmware.com/vsphere-55/index.jsp for more information


http://www.vmware.com/resources/compatibility/search.php

http://pubs.vmware.com/vsphere-60/index.jsp

http://www.vmware.com/resources/compatibility/search.php

http://pubs.vmware.com/vsphere-55/index.jsp

Web BrowsersYou can use Data Guardian with Internet Explorer, Mozilla Firefox, Google Chrome, and Microsoft Edge.

For Mac, Safari is also supported.

Adobe AcrobatFor Windows and Mac, protected .pdf files can be opened with Adobe Acrobat Reader DC.

NOTE:

The following are not supported: Adobe Acrobat Standard DC, Adobe Acrobat Pro DC, and Adobe Acrobat DC.


15

Install or Uninstall Data Guardian on WindowsYou must be a local administrator on the computer to install Data Guardian.

If your enterprise uses Data Guardian's Cloud Encryption, the computer must have one alphabetic letter available to assign to a disk drive.

Be prepared to restart the computer after Data Guardian is installed.

Overview of Installation Tasks for WindowsThis overview summarizes the sequence for installing Data Guardian. You can install the product with or without Cloud Encryption.

Install Data Guardian without Cloud Encryption

Task Description For More Information

Install Data Guardian

Determine the following:

User must install Data Guardian

Administrator already installed Data Guardian - continue to next step.

User installs: See Install Data Guardian Interactively on Windows. Reboot and continue to the next step.

Confirm activation status

Confirm on the system tray that the Data

Guardian icon has a green checkmark .

If the icon has an orange exclamation point, see Possible Issues With Activating - Cloud and Protected Office.

NOTE:

If you open an Office document and a cover page displays with installation or activation information, your administrator may have set policies to protect Office documents. Confirm that Data Guardian is installed and activated.

Install Data Guardian with Cloud Encryption and Protected Documents


If a cloud sync client is installed before Data Guardian

Pre-existing folders and files that sync up to the cloud are not encrypted.

NOTE:

Pre-existing folders and files that sync down from the cloud are encrypted.

See Pre-existing Folders with Unencrypted Files.



User must install Data Guardian

Administrator already installed Data Guardian - continue to next step.

User installs: See Install Data Guardian Interactively on Windows. Reboot and continue to the next step.

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16 Data Guardian User Guide v1.6/1.3Install or Uninstall Data Guardian on Windows


Confirm activation status

Confirm on the system tray that the Data

Guardian icon has a green checkmark .

If the icon has an orange exclamation point, see Possible Issues With Activating - Cloud and Protected Office.

NOTE:

If you open an Office document and a cover page displays with installation or activation information, your administrator may have set policies to protect Office documents. Confirm that Data Guardian is installed and activated.

If policies protect documents in the cloud, install one cloud sync client

Business sync client

or

Basic sync client

Business Cloud Sync Client Accounts

or

Basic Cloud Sync Client Accounts

Options for Windows


View system tray menu

Provides helpful information about files, folders, and troubleshooting.

Understand the Data Guardian System Tray Menu Items

Pre-existing Folders with Unencrypted FilesWhen deploying Data Guardian, it is best if the target devices do not yet have a cloud storage provider account set up.

If a cloud storage provider account is set up with folders that are synced to the local computer before Data Guardian installation:

• Pre-existing files and folders that sync up to the cloud remain in cleartext

• Files you add to those pre-existing folders remain in cleartext

• Files that sync down from the cloud are encrypted

If you want pre-existing files to be encrypted, navigate to the DDG VDisk virtual drive (created when Data Guardian is installed), create a new subfolder within the cloud sync client and move the pre-existing files into that folder.

or

For large content, a manager or administrator can temporarily request the Manage Folders Menu.

Install Data Guardian InteractivelyYou must be a local administrator to install Data Guardian.

The computer must have one alphabetic letter available to assign to a disk drive.

Be prepared to restart the computer after Data Guardian is installed.

To install Data Guardian:

1 To download the Data Guardian installer, go to the location specified by your administrator.

2 Based on your operating system, select either the 32-bit or 64-bit installer, typically setup32.exe or setup64.exe, and copy it to the local computer.

3 Double-click the file to launch the installer.

4 If you get a Security Warning, click Run.

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5 Select a language and click OK.

6 If prompted to install Microsoft Visual C++ 2015 Redistributable Package or Microsoft .NET Framework 4.5.2 Client Profile, click OK.

7 At the Welcome screen, click Next.

8 Read the license agreement, accept the terms, and click Next.

9 At the Destination Folder screen, click Next to install in the default location of C:\Program Files\Dell\Data Guardian\.

On C:\, do not install Data Guardian in the Users or Windows folders or at the root of any drive. You will get an error.

10 In the Dell Management Server Name: field, enter the Server Name that this computer will communicate with, such as server.domain.com. You do not need to include www or http(s). This information is supplied by your administrator.

Do not clear the Enable SSL Trust Verification check box unless your administrator instructs you to do so.

11 Click Next.

12 In the Confirm Dell Management Server Information screen, confirm that the Server URL address is correct. The installer adds www or http(s) and the port. Click Next.

13 In the Management Type window, select this option:

• Internal Use - A user with an email address within the company's domain.

14 Click Install to begin the installation.

A status window displays the installation progress.

15 Click Finish when the Installation Complete screen displays.

16 Click Yes to restart.

Installation of Data Guardian is complete.

17 Instruct end users to confirm activation. The Data Guardian system tray icon should have a green check mark . Depending on the way Data Guardian is deployed within the enterprise, activation may not be immediate. If not, the end user must manually activate. See the Data Guardian User Guide.

Possible Issues With Activating - Cloud and Protected Office

If you have installed Data Guardian, but the Data Guardian icon in the system tray does not have a green checkmark , be aware of the following depending on whether you have cloud encryption, protected Office, or both:

Data Guardian option Possible issue

Protected Office • Data Guardian may convert existing Office documents to protected mode before you activate. If so, when you open an Office document, a cover page displays with information on how to activate.

Cloud Encryption • Access is blocked to cloud sync websites

• Cloud sync applications are blocked from connecting to their web services

• Local synced folders are not updated during this time

Do one of these:

• Reboot and log back in with a UPN suffix, for example, [email protected].

• Confirm with your administrator whether or not you should select the Enable SSL Trust Verification check box when you installed Data Guardian.

• Contact your system administrator about having your computer configured to manually activate. See Activate Data Guardian.

Activate Data GuardianTypically, Data Guardian auto-activates after you install and reboot. If your administrator tells you to manually activate, follow these steps:

1 Log in to Windows.


In the system tray, a shield icon with an orange exclamation point displays.

2 Click the Data Guardian icon in the system tray and select User Activation.

3 Enter your domain email address and domain password, and click Activate.

If you are an internal user (with a domain email address), ignore the Register button. Only external users need to register.

After activation is complete, a green check displays on the Data Guardian system tray icon .

4 Confirm your user mode status. Click the system tray icon and select Details.

5 At the top, confirm User Mode:

Internal: A user with an email address within the company's domain.

External: A user with a non-domain email address. For more information, see Use Data Guardian as an External User.


Details ScreenThe Data Guardian Details screen provides helpful information, for example:

• For technical support, you can provide status or version information.

• To see an unobfuscated filename that is associated with a .xen file, select Files > File State.• To search for a filename, select Copy at the bottom right and paste the contents into a Word file.

• To see who owns a folder, select Folders and scroll to the FOLDER OWNERSHIP column.

To access the Details screen:

Right-click the Data Guardian system tray icon, and then click Details.

The upper-left corner of the Details screen displays the following information:

Service Status: Status of the Data Guardian Windows Service. Values are: Stopped, StartPending, StopPending, Running, ContinuePending, PausePending, Paused

Run State: The device activation state. Values are: Active, Reactivating, Suspended, Suspending

User Mode:

• Internal user - a user within this domain address• External user - a user outside of this domain address

Registration Email: For Internal users, this is the domain email address. For External users, this is the email under which they registered.

Server URL: Security Management Server/Security Management Server Virtual that communicates with this client.

Policy Last Modified: Date and timestamp of when the policy was last modified and consumed by the client.

Policy Version: Policy version generated by the Security Management Server/Security Management Server Virtual.

The Files area of the Details screen displays the following information:

Name: Name of the file

Cloud: Lists the obfuscated filename or whether the file is Unprotected.

File State: This value indicates the owner of the folder. Value is determined by the Key ID.


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Processing State: Lists whether the file needs a key or is Complete.

Enterprise: Lists default server. If a message displays in this column, Error: Key Not From Your Server, the key does not belong to your enterprise's server. The key for an encrypted file must belong to your enterprise's server.

Key: Key ID assigned to that folder (new files use that key for encryption).

Folder: The full path name of the folder.

Last Modified: The date the file was modified.

Persistence State: This indicates whether the file is on disk.

XEN File Read: True or False.

Browser Created: True or False.

To view log files, from the bottom-right corner of the Details screen, click View Log.

NOTE:

Log files can be also be found at C:\ProgramData\Dell\Data Guardian.

If an enterprise has Data Guardian's Cloud Encryption, the Folders area of the Details screen displays the following information:

Name: Name of the folder

Key: Key ID assigned to that folder (new files use that key for encryption).

Sync Client: The last sync client to sync that folder

Folder Ownership: This value indicates the owner of the folder. Value is determined by the Key ID.

Override: Options are None and Pre-existing. Pre-existing files are not protected. Also, if you have access to Folder Management and unprotected some files, this column indicates that they are not protected.

Obfuscation Type: If your enterprise manages your cloud storage, this is a policy set on each folder indicating what type of .xen files will be created in the cloud. This is a policy set by your administrator. If your administrator selects Extension only, the actual filename with the ".xen" extension will be displayed. If your administrator selects Guid, a scrambled filename with the ".xen" extension will display. This is a policy setting that takes effect on new folders only. The default is Extension only.

Check for Policy UpdatesIf your administrator modifies a policy and notifies you of a policy update, go to the Windows system tray, click the Dell Data Guardian icon, and select Check for Policy Updates.

If your administrator modifies a policy to protect files created in Microsoft Word, you must close Word for that update to be applied.

Locate Log FilesFor troubleshooting, your administrator may request log files.

To locate log files:

1 Navigate to

2 Select Xendow.Service.log.


NOTE:

After Xendow.Service.log reaches 3 MB, it is saved as Xendow.Service1.log, then Xendow.Service2.log.

Upgrade Data GuardianThe best practice is to uninstall your previous version and then install the current version. See Uninstall Data Guardian.

Uninstall Sync Client or Data Guardian on WindowsIf your administrator installed Data Guardian, only your administrator should uninstall the product. An external user who has been invited to share a folder and has administrator rights on an external computer may also uninstall Data Guardian from that external computer.

Uninstall a Cloud Sync ClientIf you uninstall your cloud sync client but still have Data Guardian on your computer, you can still view your files in cleartext on the DDG VDisk virtual drive.

However, if you reinstall the same cloud sync client, you need a new key to open them on the DDG VDisk virtual drive and will have to download your files from the sync client website.

Uninstall Data GuardianYou must be a local administrator on the computer to uninstall Data Guardian.

Copy Files to Your Local Drive

If you uninstall Data Guardian from your computer or device, files on the sync client website still need to be secure so they remain encrypted.

1 Before you uninstall, determine if you need to access any files.

2 Copy those files from the DDG VDisk virtual drive to your local drive.

These files, copied from the DDG VDisk virtual drive, will display in cleartext. The folders and files on the sync client website will be encrypted, even if you download them. To view them, you must reinstall Data Guardian.

Uninstall Data Guardian

1 Use the Windows Control Panel to uninstall the program.

2 Select Dell Data Guardian and click Change on the top menu.

3 Click Next when the Welcome screen displays.

4 Select Remove and click Next.

5 A warning displays to confirm if you want to uninstall Dell Data Guardian. If so, click Next.

6 At Remove the Program screen, click Remove.

A status window displays the progress.

7 If you get an error dialog from the sync client, click Continue.

8 If a dialog states you have an Office document open, click OK, close the Office document, and begin the uninstall again.

9 Click Finish when the Completed screen displays.


Uninstallation of Data Guardian is complete.


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Provide Feedback to DellIf your administrator enabled a feedback policy, you can provide feedback to Dell about this product. The brief form includes two questions about the your satisfaction level with rating scales (where 10 indicates the highest satisfaction level) and a comment field.

To access the form, click the Data Guardian icon in the system tray, and select Send Feedback.

If this feature is not enabled by policy, the option does not display.


Use Data Guardian with WindowsYour administrator has already configured policies to protect documents and will tell you which of these options apply to your enterprise.

NOTE:

If your enterprise also manages your cloud sync client, see Use Data Guardian's Cloud Encryption with Windows.

Overview of OptionsThis overview summarizes possible options for Data Guardian based on policy set by your administrator. These documents will be secure when you share them with others or store them on removable media.


Office and macro-enabled documents

These include .docx, .pptx, .xlsx, .pdf, .docm, .pptm, .xlsm, and .pdf.

See Observe File Menu Options to Determine the Level of Security for Office Documents.

You will have one of these modes:

• Opt-in

• Force-Protected

Basic File Protection

These are additional applications and file types that your enterprise wants to encrypt and your administrator has configured.

See Protect Additional Applications and File Types with Basic File Protection.

Additional options These may apply to Office documents, basic files, or both.

See Additional Options for Data Guardian.

Share a file with an external user

Share a file with:

Internal user (has a domain email address)

External user (has a non-domain email address) - work with your administrator.

See Use Data Guardian as an External User.

Work Online with Protected Documents

When creating protected documents, the best practice is to work online because keys are generated for those documents. If your computer needed to be re-imaged and you created protected documents offline, be sure to tell your administrator.

File Properties > Dell Data Guardian tab

With protected Office documents, you can right-click and select Properties. A Dell Data Guardian tab displays with information, such as the file's Key ID and access and embargo data.

Hidden watermark

Based on policy set by your administrator, protected Office documents may have a hidden watermark that identifies the user. If you print or share the document, the watermark persists.

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NOTE:

If you open an Office document and a cover page displays with installation or activation information, your administrator may have set policies to protect Office documents. Confirm that Data Guardian is installed and activated. See Possible Issues With Activating - Cloud and Protected Office.

Use Office Documents with Data Guardian's Protected ModeTo enhance enterprise security, your administrator may enable a policy to protect files for these Office applications:

• .docx, .pptx, .xlsx

• .docm, .pptm, .xlsm

• .pdf

If an unauthorized person accesses a protected file, the file remains encrypted, for example when you:

• Attach it to an email

• Move it in a browser - in some cloud sync clients, you can right click a filename and select Move.

• Share it on the network

• Upload it to a cloud storage provider

• Store it on removable media

For Office documents, a cover page may display with instructions for installing or activating Data Guardian, for example:

• You need to install Data Guardian.

• You need to activate Data Guardian.

• You opened a protected Office document in the cloud.

• You downloaded an Office file from your computer that has Data Guardian to a personal device that does not have it.

• An unauthorized user accesses one of your Office files - The cover page displays with an enterprise-specific message, but the user cannot view the content of the file.

Observe File Menu Options to Determine the Level of Security for Office DocumentsTo determine if your administrator has enabled Data Guardian policies, open an Office document and select File. If Protected Save As displays in the left pane, you have additional protection on Office documents.

To determine the level of security, observe options that are enabled or disabled:

• Opt-in mode - You have some options in determining which Office documents to protect.

– Save As and Protected Save As are enabled - If you opt to protect an Office document, select Protected Save As.

– Print and Export may be enabled or disabled depending on policy.

– Share (Save and Send for Office 2010) is enabled.

– Documents > Secure Documents folder - With Opt-in mode (but not Force-Protected mode), a Secure Documents folder is added to the root of the Documents folder. Office documents in this folder are encrypted. If you remove a protected Office document from this folder, it remains encrypted. If you rename the folder, the renamed folder's contents are encrypted. If you delete the folder, it is recreated.

• Force-Protected mode - Your enterprise requires a higher level of security.

– Save As is disabled and Protected Save As enabled - You must save all Office documents in Protected mode.

– Print and Export may be enabled or disabled based on policy.

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– Share (Save and Send for Office 2010) is disabled.

NOTE:

With Force-Protected mode, policy also enables specific times for sweeping your computer to locate any unprotected Office files and change them to Protected mode. You must be logged in and be connected to the network for Data Guardian to sweep any unprotected Office files.

– Documents > Unprotected folder - If enabled by policy in Force-Protected mode (but not Opt-in mode), an Unprotected folder is added to the root of the Documents folder. Office documents in this folder are decrypted. If you delete the folder, it is recreated.

• If you select Protected Save As, the only option in the Save as type field is Office Protected.


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• File > Info differs, for example:

– For both Opt-in and Force-Protected modes: Add Date Restriction displays if your administrator enabled that policy. See Enhance Security by Adding Date Restrictions.

– For both Opt-in and Force-Protected modes: Properties information about this Office document, such as author and date, is hidden for greater security.

– Read-Only status: See below for more information.

NOTE:

The Protect Document option in File > Info relates to Microsoft Office not Data Guardian's Protected mode.

If you open an Office document and it indicates read-only mode, check the following:

• If Protected Save As does not display in the left pane, read-only is not related to Data Guardian policies.

• If your administrator set policies to Force-Protected mode, with a higher level of security, unprotected Office documents open in read-only mode.

NOTE:

For OneDrive, if you open a protected Office document through File > Open > OneDrive and the document is read only, confirm that you have installed and set up the OneDrive sync client.

Use Opt-in Mode to Protect Office DocumentsIf your enterprise uses Data Guardian's Protected mode, see the following:

• Work with File Menu Options for Opt-in Mode

• Additional Options for Data Guardian

Work with File Menu Options for Opt-in Mode

This table lists File menu options for Office documents. Depending on the level of security, some options are grayed out.


NOTE:

Currently, embedded Office documents are not supported with protected Office mode.

File menu Opt-in mode and Protected Office documents

Open Files open as usual

Save• Options:

Already protected document - Saves as protected.

Unprotected - saves as unprotected. To protect it, click Protected Save As.

• Read-only document - A dialog states you cannot save an unprotected document. A Save As window opens, and you must save it with a different filename.

• xen file - You can open and save it in Protected mode, but the .xen file is removed from the cloud. The Office document has its usual extension, but it is protected.

NOTE: On the virtual drive, if you right-click to create a new Office document, it is a .xen file. You must manually save it as Protected.

Save As Has the standard options (but not Protected mode)

Protected Save As Only option in the Save as type field is Office Protected

Print Enabled

However, for protected Office documents, if an administrator disables Print through policy, you can still select Print but a toaster displays stating that the protected document cannot be printed.

If your administrator allows Print, another policy may place a watermark, containing the user name, domain name, and computer ID, on each page when you print.

Share Enabled for protected Office documents.

Disabled for unprotected documents.

Save and Send

(Office 2010)

Enabled

Export

(Office 2013 and higher)

May be enabled or grayed out based on policies set by your administrator.

Protected Export


If the Export menu option is grayed out and Protected Export is enabled, the document exports with a watermark, containing the user name, domain name, and computer ID, on each page.

NOTE:

If you export a Protected-mode document to an external user, they can open and view it but not export or print it.

Work Online with Protected Macro-enabled Documents


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With a protected macro-enabled document, the macro exists but is blocked. However, currently, Data Guardian can only control a macro-enabled document after the newly protected document (.docm, .pptm, .xlsm) is closed and re-opened. Also, if you save a protected document with a macro as unprotected, you must close and re-open the document in order for the macro to run.

TITUS Classification and Opt-in Mode

If a policy is enabled, your administrator configures some classifications to encrypt a document with that classification. You can right-click an unprotected Office document and select that TITUS classification. This provides another way to protect an Office document.

Troubleshooting for Opt-in Mode

If Data Guardian policy has disabled printing for protected Office documents, you can still select Print in File > Info or when you right-click a protected Office file in Windows Explorer. However, if you select Print, the following occurs:

• Word - A dialog indicates that Word has stopped working.

• Excel - A dialog indicates that Print is disabled by policy.

• PowerPoint - A dialog indicates that Print is disabled by policy. If you click OK, a cover page is printed stating that the document is protected.

Determine Which Opt-in Mode Documents are Protected

If you have Force-Protected mode, all Office documents are protected. If you have Opt-in mode and want to confirm if a document is protected or not, open the document and the title bar lists it as protected.

Use Force-Protected Mode to Protect Office DocumentsIf your enterprise uses Data Guardian's Protected mode, see the following:

• Work with File Menu Options for Force Protected Mode

• Additional Options for Data Guardian

Work with File Menu Options for Force Protected Mode

This table lists File menu options for Office documents. Depending on the level of security, some options are grayed out.

NOTE:

Currently, embedded Office documents are not supported with protected Office mode.

File menu Force-Protected mode for Protected and Unprotected

Open Unprotected documents open in read-only mode.

Save• The document is protected.

• Read-only document - You can edit it but cannot save the original. When you click Save, the Save As Protected window opens, and you must save it in Protected mode with a new name.

• Remote documents - if you open a document in a remote location and it is not protected, you must save it to your local drive to modify and save. You cannot save to the remote location.

NOTE: Clicking Save opens a Save As window, and the only option in the Save as type field is Office Protected (Documents, Presentation, or Workbook).


File menu Force-Protected mode for Protected and Unprotected

• .xen file - You can open and save it in Protected mode, but the .xen file is removed from the cloud. The Office document has its usual extension, but it is protected.

Save As Disabled

Protected Save As Only option in the Save as type field is Office Protected

Print Enabled

However, for protected Office documents, if an administrator disables Print through policy, you can still select Print but a toaster displays stating that the protected document cannot be printed.

If your administrator allows Print, another policy may place a watermark, containing the user name, domain name, and computer ID, on each page when you print.

Share Disabled

Save and Send

(Office 2010)

Disabled

If Print is enabled, you can select Print to print the document as a PDF.

Export


May be enabled or grayed out based on policies set by your administrator.

Protected Export


If the Export menu option is grayed out and Protected Export is enabled, the document exports with a watermark, containing the user name, domain name, and computer ID, on each page.

NOTE:

If you export a Protected-mode document to an external user, they can open and view it but not export or print it.

Work Online with Protected Macro-enabled Documents

With a protected macro-enabled document, the macro exists but is blocked. However, currently, Data Guardian can only control a macro-enabled document after the newly protected document (.docm, .pptm, .xlsm) is closed and re-opened. Also, if you save a protected document with a macro as unprotected, you must close and re-open the document in order for the macro to run.

Additional Options for Data Guardian

Additional Menu Options for Protected Office Documents

The type of Office document, protected or unprotected, can affect the following.

Right click > Protect

You can right-click an Office document and select Protect. You must add content for the menu option to display. You cannot protect a blank document.

Paste

If your administrator sets a policy to protect Office documents:


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• You can copy and paste unprotected or protected data into the original protected document or to a protected PDF. However, no unprotected PDFs can be open in Adobe Acrobat Reader DC.

• You cannot copy or paste from a protected document to an unprotected document. Nothing displays on the Clipboard, and an enterprise-specific text message states that you cannot paste to the unprotected or non-managed document.

NOTE:

If you cut text from a protected document and get the message in an unprotected document, click Undo in the protected document to retrieve the text.

Drag and Drop in Protected mode

You can drag and drop content into a protected Word document. Currently, drag and drop are disabled for protected Power Point and Excel files.

Open and edit a protected PDF with Adobe Acrobat Reader DC

When using Acrobat Reader DC:

• You can add annotations to a protected .pdf file or complete a form. When you save the file, a new protected .pdf file is created that includes the changes. This is Acrobat Reader DC functionality.

• To enhance security, when one protected .pdf file is open with Acrobat Reader DC, Internet access is blocked until Acrobat Reader DC is closed.

• To enhance security, if a protected PDF is open, a user cannot email from that instance.

NOTE:

You cannot open a protected .pdf file from the network. You can use Word to open a protected .pdf file from the network.

Print for Envelopes and Labels

If your administrator has set a policy to add a watermark when you print a protected Office document, follow these steps to print envelopes or labels:

1 In a Word document, select the Mailings tab.

2 Select the Envelopes or Labels option.

3 After you enter the address or return address, click Print.

NOTE:

If you use another option to print and your administrator set a policy to add a watermark for printed Office documents, a watermark will display on your envelope or label.

Additional options (Office Documents and Basic File Protection)

Processes Blocked

Based on policy set by your administrator, some processes, for example snipping tool, may be blocked. Your administrator can inform you of those processes. In addition, a dialog informs you that the process is blocked.

• Force-Protected mode - If your administrator sets a policy to block the PrtScr button, this may also block the ability to use touch screen or tablets to print screens.

Attach a Protected Document to an Outlook Email

When attaching a protected document to an Outlook email, select Insert instead of Insert as Text. Insert as Text pastes the document content directly into the body of the email, and the content is no longer protected.


Protect Additional Applications and File Types with Basic File ProtectionYour administrator will inform you if policies allow additional applications and file types to be encrypted. If someone opens a file encrypted with Basic File Protection but does not have Data Guardian installed, the content is unreadable.

Overview of Basic File ProtectionApplications

These are examples of applications that your administrator may want to encrypt:

• Notepad

• Wordpad

• Visio

• MS Paint

NOTE:

Some applications are only partially supported with Data Guardian, and your administrator will inform you. For example,

File types

These are examples of additional file types that can be configured: .txt, .rtf, .csv, .odt, .vsdx, .png, .jpg, .jpeg, .jpe, .jfif, .gif, .tif, .tiff, .bmp

WindowsWhen the Basic File Protection policy is configured, Data Guardian sweeps users’ computers and encrypts all local files with those extensions. Files encrypted with Basic File Protection can only be viewed and edited using the application associated with the file extension.

NOTE:

Files in specific system folders are not encrypted, such as AppData. Also folders that relate to protected Office documents, such as the Secure Documents folder.

Office applications

You can use an Office application to open a file encrypted with Basic File Protection but the content is read-only.

Troubleshooting Basic File Protection on Windows

Issue - On Windows 7 with Office 2010, an Excel file may not open with double-click and a dialog may display about a problem sending the command to the program.

Solution - Use File > Open to open Excel files on Windows 7.

MacCurrently, users can open any basic files encrypted on Windows, but the files are read-only.


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MobileCurrently, users can open any basic files encrypted on Windows, but the files are read-only.

Web portalUsers can upload basic files encrypted on Windows to the web portal. If the Edit policy is enabled for web portal, users can edit them.

Tampering and Protected Office DocumentsData Guardian can scan protected Office documents to detect some forms of tampering.

If an internal user tampers with a protected Office document:

• Data Guardian can repair or restore some tampering.

• For tampering that cannot be repaired, a dialog may display notifying you that the file has been tampered with and to contact your administrator.

If an unauthorized user opens a protected Office document, only the cover page displays. If the unauthorized user modifies the cover page, Data Guardian restores the cover page when an authorized users saves it again as protected.

Share Protected Office Documents with External UsersWith Data Guardian, you can upload a protected Office documents to the cloud and share it:

• All internal Data Guardian users can view it.

• Based on policy, external users can view it.

When you attach the document and click Send, a confirmation dialog displays reminding you that the key for that protected document will be shared with the external user.

Enhance Security by Adding Date RestrictionsOptionally, for enhanced security with external users, you can add a date restriction to limit the amount of time that an external user can view a protected Office document.

1 Select File > Info > Date Restrict.

2 From the dropdown option, select a Begin and End date and time for an external user to view the document.

NOTE:

The Begin date and time can be future if you want to send the document but prevent the external user from viewing it until the targeted date and time.


3 Click OK.

The document will be saved, protected, closed, and then reopened.

NOTE:

If you modify the dates for an unprotected Office document and then click Cancel, Data Guardian still protects the file.

NOTE:

Currently, when adding date restrictions to a protected Office document and planning to save it to a network drive, you must save the file locally and then copy it to the network.

If an external user opens a file after the date and time range, a dialog states that the file has access restrictions and the external user can contact the author of the file. The dialog does not display any dates for the external user.


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If you set the Begin Date field to a future date or time and the external user opens it prior to that time, a dialog displays stating that the file cannot be opened until that date and time due to access restrictions.


Use Data Guardian's Cloud Encryption with Windows

Your administrator has already configured policies for Data Guardian and will inform you if your enterprise uses Data Guardian:

• To manage your cloud sync client

• To manage your cloud sync client plus additional protection on Office documents - If your enterprise does not manage a cloud sync client, follow the steps in Use Data Guardian with Windows.

If your enterprise uses Data Guardian with cloud storage:

• Before deploying Data Guardian, see the online help for your cloud storage provider/cloud sync client to understand how your cloud storage application works. This document primarily explains how to use Data Guardian.

• Typically, install and work with one cloud sync client. Your company may have a preferred cloud sync client and set a policy to allow you to use that one only.

Overview of Tasks for Data Guardian with a Cloud Sync ClientThis overview summarizes the sequence for using Cloud Encryption.


If policies protect documents in the cloud, install one cloud sync client

Business sync client

or

Basic sync client

Business Cloud Sync Client Accounts

or

Basic Cloud Sync Client Accounts

View the cloud sync client in File Explorer

After you install both Data Guardian and a cloud sync client, a DDG VDisk virtual drive displays in File Explorer.

Work with Folders and Files

Access Sync Client Folders and Files on Local Computer

Work with the cloud sync client on the DDG VDisk virtual drive

On the DDG VDisk virtual drive, you can add subfolders to the cloud sync client and then drag files or create files in those subfolders.

After syncing, files are secure in the cloud: Office files can be opened but only a cover page displays; other files are encrypted as .xen files.

However, on the local virtual drive, they are decrypted and display in cleartext.

For more information, click the appropriate link for your cloud sync client.

Business account:

Dropbox for Business

OneDrive for Business/Unified OneDrive

Basic account:

Dropbox

Box

Google Drive

OneDrive

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View system tray menu

Provides helpful information about files, folders, and troubleshooting.


Determine additional options for protecting files

Based on policy, these can be:

• Office documents

• Basic file types

Overview of Options

Share a cloud folder with others to collaborate on files

Share a folder with:

Internal user (has a domain email address)

External user (has a non-domain email address) - work with your administrator.

Internal user - See the online help for your cloud storage provider.

External user - See Use Data Guardian as an External User.

Data Guardian and Cloud EncryptionIf your enterprise set policies to protect data in the cloud and you already installed and logged in to a sync client, a DDG VDisk virtual drive displays in Windows Explorer.

NOTE:

Data Guardian does not support unmounting the virtual drive.

If you need to install and log in to a sync client, see Install a Cloud Sync Client.

Install a Cloud Sync Client on WindowsDownload and Install

Typically, an enterprise suggests that all users install the same cloud sync client. If applicable, use your company's preferred cloud sync client.

NOTE:

The computer must have one alphabetic letter available to assign to a disk drive.

NOTE:

Currently, Data Guardian does not support a sync client installed to a mount point.

1 Install either a business or basic cloud sync client:

• Business Cloud Sync Client Accounts

If your company offers a business account option, your administrator will provide you with a link for downloading and installing it. Options are:

– Dropbox for Business - If you install Dropbox for Business, you must also Authenticate Dropbox for Business.

– OneDrive for Business/Unified OneDrive- For detailed steps, see https://support.microsoft.com/en-us/kb/2903984.

• Basic Cloud Sync Client Accounts

– Dropbox - see https://www.dropbox.com/install

– Box Sync - see https://www.box.com/box-for-devices

– Google Drive - https://www.google.com/drive/download/

– OneDrive/Unified OneDrive (Windows 7 and 8) - see https://onedrive.live.com/about/en-us/download/

On Windows 8.1 and higher, OneDrive is preinstalled. If you have Windows Updates enabled, Unified OneDrive replaces OneDrive.

2 After you install and log in, the following display:

36 Data Guardian User Guide v1.6/1.3Use Data Guardian's Cloud Encryption with Windows

https://support.microsoft.com/en-us/kb/2903984

https://www.dropbox.com/install

https://www.box.com/box-for-devices/

https://www.google.com/drive/download/

https://onedrive.live.com/about/en-us/download/

• In File Explorer, a DDG VDisk virtual drive is added. The cloud sync client folder is added to this virtual drive.

If you install more than one cloud sync client, each displays a folder on this drive.

NOTE:

Data Guardian does not support unmounting the virtual drive.

• In File Explorer > Favorites, a folder is added for your cloud sync client.

• In the system tray, the sync client icon displays.

• Depending on the cloud storage provider, a sync client shortcut may be automatically added to the desktop.

• With Opt-in mode only (but not Force-Protected mode) - a Secure Documents folder is added to the root of the Documents folder. See Documents > Secure Documents folder.

Change the Virtual Drive Letter or Create a Shortcut

After you install Data Guardian plus a cloud sync client, the DDG VDisk virtual drive icon displays in File Explorer. The drive letter is assigned, using an available letter from the end of the alphabet.

To change the drive letter:

1 In the system tray, click the Data Guardian icon and select Configure Drive.

2 Select an available letter from the Current list.


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3 Click Apply or OK.

To add the DDG VDisk virtual drive icon to the desktop, right-click the drive and select Create shortcut.

Authenticate Dropbox for Business

If you install Dropbox for Business, Data Guardian prompts for authentication.

To authenticate:

1 After you install Data Guardian, an Authentication window may open, or click the Data Guardian icon and then select Dropbox > Connect.

The Authentication window notifies you that Data Guardian must have access to your Dropbox account and may give instructions about business and personal accounts.

For the enterprise and your administrator, this is essential as it provides additional security measures.

2 At the Authentication window, click Next.

3 If a Network Threat Protection window opens, click Yes.

4 In the Authentication window, enter your domain email and Dropbox password.

5 Click Sign In.

6 If you have linked your Dropbox business and personal accounts, you will be prompted to select one now. You must select your business account.

7 Click Finish or wait for the window to close.

Work with Folders and FilesData Guardian works transparently with your cloud sync client. When your administrator sets a policy to enable Data Guardian, files are encrypted and secure in the cloud when synced from your local computer.

Follow instructions in the cloud storage provider help to do the following:

• Create folders

• Upload/download folders and files

NOTE:

To upload files, copy or drag files to folders on the DDG VDisk virtual drive. Data Guardian does not support dragging files from your local computer to the web or creating files directly in the cloud storage provider's website.

• Use selective syncing of folders

• Share folders or files with internal users who have Data Guardian. See Sharing a Folder with an Internal User.

• Share folders or files with external users. See Use Data Guardian as an External User.

• Unshare folders


View Folders and Files on the Local Computer and in the CloudAccess Sync Client Folders and Files on Local Computer

To access synced folders and files, click the DDG VDisk virtual drive in File Explorer. Your cloud sync client displays.

Here are other ways to access your cloud sync client.

• In the system tray, select the sync client icon and open the sync client folder. For more information, see the cloud storage provider help.

• In Favorites, click the sync client icon.

When you click the sync client icon in the system tray or in Favorites, note that the DDG VDisk virtual drive is highlighted. Data Guardian redirects you to this virtual drive, which allows you to view your locally decrypted folders and files in cleartext.


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You can also access the DDG VDisk virtual drive folders and files through a desktop shortcut. See Change the Virtual Drive Letter or Create a Shortcut.

Add Folders

With Data Guardian, you must add subfolders to the cloud sync folder. Do not add files at the root of the DDG VDisk virtual drive.

Add Files

When you add a file to a folder, Data Guardian automatically adds a file to the folder on the web. Data Guardian uses the How to access secure files.html file when you share a folder with external users. You do not need to open or download this file. See Use Data Guardian as an External User.


View Sync Client Folders and Files in the Cloud

Data Guardian encrypts your data in the cloud, and filenames have a .xen extension. The icon by the file may differ for each cloud storage provider, but it does not display content. You cannot open files in the cloud. Therefore, if someone gains access to your cloud storage account, they cannot open or view your files. This increases security in the cloud. You can only view files in cleartext on the DDG VDisk virtual drive.

Occasionally, when you download a .xen file to your desktop and it decrypts, a copy of the file with a .xen extension remains. You can delete the downloaded copy of the .xen file.

If your enterprise requires additional protection for folders and files in the cloud, your administrator can set a policy to obfuscate the filenames in the cloud and when downloaded. If someone gains access to your cloud storage account, they cannot open the files and they cannot read the filenames.

View Sync Client Folders and Files on a Local Computer with Data Guardian and a Virtual Drive Installed


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To make Data Guardian easy to use on your local computer, when you open a folder on the DDG VDisk virtual drive, files from the cloud are automatically decrypted and display in cleartext even though they are protected as encrypted files in the cloud.

Protect Folders and Files on Devices That Do Not have Data Guardian

If an unauthorized person downloads a protected file from the cloud to a device does not have Data Guardian installed, the person cannot access your data. Based on policies set by your administrator:

• Office documents - the document opens, but only a cover page displays with an enterprise-specific message.

• Non-Office documents - the file is downloaded as a .xen file. The person cannot open the file.

NOTE:

For internal users, if you download a file from a computer that has Data Guardian to a device that does not, you cannot view that file unless you install Data Guardian as an external user.

Occasionally, a .xen file may display on a computer that has Data Guardian installed. For example, if the Internet connection was severed before the download was completed, the key may not be available to open the file. A dialog states that the file cannot be decrypted.

Data Guardian does not allow edits to files without extensions. These files are treated as read-only files. To edit a file without an extension, download it from the cloud storage provider website, edit it, then upload it through the DDG VDisk virtual drive.

Search File Names and Content on the DDG VDisk virtual drive

If you want to search for file names or content on the DDG VDisk virtual drive, you must enable Windows Search Indexing for that drive.

NOTE:

Windows Search Indexing is only enabled for the Users folders.

To enable Windows Search Indexing for the DDG VDisk virtual drive:

1 In Control Panel, enter Search Indexing in the Search field.

2 Select Indexing Options.

3 In Change selected locations, select the check box for the DDG VDisk virtual drive.

NOTE:

The remaining steps may vary depending on your operating system.


4 Click OK.

5 In Indexing Options, click Close.

You can now perform a search on the DDG VDisk virtual drive.

Sharing a Folder with an Internal UserAn internal user has an email address within your company's domain.

To share a folder with an internal user, you must access the website for your cloud storage provider and select Share. See the online help for the cloud storage provider.

Sharing a Folder using Data Guardian and Box

On the Box website, select one of these options.

Box website option

Options Description

Share Available for folders and files

View access

When the Share window opens, be sure Allow Downloading is set to Yes.

After downloading folders or files, those sharing must extract the zipped folder and then move folder and files to the DDG VDisk virtual drive.

Invite Collaborators Available for folders

View or Edit access

When the Invite window opens, you can select Editor or Viewer.

Those sharing can sync the folder to their computer, and it syncs to the DDG VDisk virtual drive.

Working without an Internet ConnectionWithout an Internet connection, you can still view cloud sync files on your local drive through File Explorer. However, the DDG VDisk virtual drive does not display. Also, changes will not sync in the cloud until you connect to the Internet.

Character Limit for Folder Path NamesWindows path names have a limit of 248 characters.

In the Cloud, that limit does not exist. Therefore, you can create folders and subfolders with a path name that goes beyond that limit. However, locally, in Windows, any path names that exceed that limit, the folders are not created. Therefore, be sure to limit path names of folders and subfolders to 248 characters.


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Dropbox for BusinessDropbox for Business has specific requirements. See Install a Cloud Sync Client.

Cloud Storage Provider Help

Before using Data Guardian, be sure to learn about the cloud storage provider. Dropbox for Business support is at:

https://www.dropbox.com/help.

Even though you can upload files on the cloud storage provider's website, the best practice is to work with folders and files on the DDG VDisk virtual drive.

Connect Data Guardian and Dropbox for Business

If your company uses Dropbox for Business, you must allow Data Guardian to stay connected.

To connect:

1 In the system tray, click the Data Guardian icon and then select Dropbox > Connect.

2 At the Dropbox Authentication window, read the information and then click Next.

3 If you have linked your Dropbox business and personal accounts, you will be prompted to select one now. You must select your business account.

4 At the prompt to allow Data Guardian to access your Dropbox files and folders, click Allow.

5 Click Finish.

Set Up Selective Sync for Folders

To selectively sync folders:

1 In the system tray, click the Dropbox for Business icon.

2 Click the Settings icon, and select Preferences.

3 Click the Account tab, then click Selective Sync.

4 Select only folders or subfolders that you want to sync from your computer.

5 Click Update.

6 On the Update confirmation dialog, click OK.

7 On the Dropbox Preferences window, click OK.

A pop-up displays in the system tray that folders are being synced.

Your enterprise will determine if you can have a business account only or if you can use both business and personal folders. If you want pre-existing folders, with either personal files or data that does not need to be encrypted, deselect those folders before installing Data Guardian. Otherwise, your personal data might be encrypted.

Use the Dropbox for Business System Tray Icon

In the system tray, click the Dropbox icon.

• For the website - Select the Globe icon.



NOTE:

If you use Chrome or Firefox to open Dropbox.com, be sure to close it after you finish working with files and folders. Even if you open another tab in the browser, the content will be encrypted. This could include email, an attachment, or uploads using the browser.

• For the folder - Select the Dropbox folder icon.This redirects you to the DDG VDisk virtual drive.

Use Business and Personal Dropbox Accounts

If your company has Dropbox for Business and also allows you to link a personal Dropbox account with your business account, be sure to understand the policies set by your administrator for those accounts. For example, a company can set the following policies:

• Both business and personal files are encrypted.

or

• Only business files and folders are encrypted. Personal files remain unencrypted.

For security, your enterprise may have an auditing policy. File names in the personal folder are logged and sent to the Dell Server.

If you use business and personal Dropbox accounts, do not store business files in your personal Dropbox folder.

Decrypting Folders in a Personal Account

If a personal folder is accidentally encrypted, the administrator can grant temporary access to allow you to manage encryption of your folders. Deselect folders that should be unencrypted. Also, you can remove folders from syncing by unlinking the account or unsyncing personal folders that should remain unencrypted.

OneDrive for Business/ Unified OneDriveNOTE:

Data Guardian is not supported with Microsoft Office 365.

NOTE:

Data sharing in OneDrive for Business is not supported.


Before using Data Guardian, be sure to learn about the cloud storage provider. OneDrive for Business support is at

http://windows.microsoft.com/en-us/onedrive/onedrive-help#onedrive=other.




1 In the system tray, right-click the OneDrive for Business/ Unified OneDrive icon, and click Sync a new library.

2 Enter your library URL.

3 Select Sync now.

4 Select Show my files.


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Use the OneDrive for Business System Tray Icon

In the system tray:

• For the website - Right-click and select Go to OneDrive.com.

• For the folder - Right- or left-click and select Open your OneDrive for Business folder. This redirects you to the DDG VDisk virtual drive.

Security Considerations with Data Guardian and OneDrive or OneDrive for Business

Dell Data Guardian encrypts folders and files to make data secure. As Data Guardian works with sync clients, be aware of these considerations.

• When downloading, do not select Cancel. This will cause an error. If you want to delete the file, wait until the download has completed.

• For Windows 8.1, Microsoft OneDrive has placeholder files that appear to exist in the sync client but are not actually downloaded. Therefore, Dell Data Guardian cannot encrypt them. If you open a placeholder file, Data Guardian displays a dialog that the file will not be protected. You can right-click and select Download and then Data Guardian converts it to a .xen file.

Dropbox


Before using Data Guardian, be sure to learn about the cloud storage provider. Dropbox support is at https://www.dropbox.com/help.

Even though you can create files in the cloud or upload files to the cloud storage provider's website, the best practice is to work with folders and files on the DDG VDisk virtual drive.

NOTE:

For Dropbox and Data Guardian, if you create an Office file in the cloud and sync it down, it is encrypted as a .xen file. Therefore, on the virtual drive, it opens in read-only mode. You cannot edit it.

If you delete all folders on the virtual drive, the files are deleted but the folders may remain. If so, delete the folders in the cloud.



1 In the system tray, click the Dropbox icon.

2 Click the Settings icon, and select Preferences.

3 Click the Account tab, then click Selective Sync.

4 Select only folders or subfolders that you want to sync from your computer.

5 Click Update.

6 On the Update confirmation dialog, click OK.

7 On the Dropbox Preferences window, click OK.

A pop-up displays in the system tray that folders are being synced.



Use the Dropbox System Tray Icon

In the system tray, click the Dropbox icon.

• For the website - Select the Globe icon.

NOTE:

If you use Chrome or Firefox to open Dropbox.com, be sure to close it after you finish working with files and folders. Even if you open another tab in the browser, the content will be encrypted. This could include email, an attachment, or uploads using the browser.

• For the folder - Select the Dropbox folder icon.This redirects you to the DDG VDisk virtual drive.

Security Considerations with Data Guardian and Dropbox

If you are running in a virtual machine, do not drag a file from the server desktop into the browser. The file will not be protected. Do one of these: In the browser, use the Upload option or, on the desktop, drag the file to the DDG VDisk virtual drive.

Dropbox FAQs

Question

My Dropbox account has many conflicted files. When I delete them from the cloud, they keep being created.

Answer

Sometimes, when a folder has already been shared and then multiple Data Guardian accounts are activated at the same time, these files are seen as being created at the same time. In an effort to preserve the original, Dropbox will create multiple files of the same name and type and place them into the cloud. Therefore, Data Guardian will allow all the files to be created without interfering.

Solution

1 Everyone who is sharing that file must collaborate on deselecting that folder for sync from the Dropbox application. See Dropbox for Business.

2 After all the files and the folder have been removed from each local machine, one person must access the cloud and delete the duplicate files.

Then, each person can use the selective sync to re-add the folder to be synced.

Box


Before using Data Guardian, be sure to learn about the cloud storage provider. Box support is at https://support.box.com/home.


NOTE:

If you use Internet Explorer to upload files to the Box cloud storage provider or open a file, a delay may occur in the File Explorer window.


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NOTE:

Box Tools and Box Edit are not supported with Data Guardian. Using Box Tools may cause a blue screen condition.



1 In the system tray, right-click the Box icon and select Open Box web site.

2 On the cloud sync client website, right-click a folder and select Sync Folder to Computer.

3 In the Sync folder window, click Sync Folder.

The system tray icon indicates settings are being applied. This may take several minutes.

4 When complete, navigate to Windows Explorer > Box Sync. The synced folders display with a check mark.

Use the Box System Tray Icon

In the system tray, right-click the Box icon.

• For the website - Select Open Box Website.

• For the folder - Select Open Box Sync folder. This redirects you to the DDG VDisk virtual drive.

Box Sync Client FAQs

Question

I am using the Box sync client. I created a new folder locally and added some files. The sync client appears to be working, but nothing has been created in the cloud.

Answer

The Box sync client may require some time to collect information about new folders and files. The process can take several minutes compared to other sync clients. Be sure to wait for several minutes for the sync client to complete before creating new folders and files.

Question

I am using the Box sync client. I ran out of room on my primary partition, so I moved it to another drive. Now, the My Box Files folder has one or more folders created and named New Folder.

Answer

Currently, when files are being synced between two computers to the same file share, if one person moves that folder to another location, then any new folders that other people create in that file share will create an empty folder named New Folder.

Solution

Delete the New Folder directly from the cloud. It will be removed from all systems that are sharing that folder.

Security Considerations with Data Guardian and Box

If you create a file in the Box Cloud website, it will sync. However, it will download as an encrypted file.


Internet Explorer may cause a delay when uploading or opening on Box.

Google Drive


Before using Data Guardian, be sure to learn about the cloud storage provider. Google Drive support is at https://support.google.com/drive/?hl=en#topic=14940.




1 In the system tray, click the Google Drive icon.

2 Select the Settings icon.

3 Select Preferences.

4 To selectively sync, click Only these folders.

5 Clear the check box for folders that do not need to be protected in the cloud.

6 Click Apply.

7 To confirm, click Continue.

Use the Google Drive System Tray Icon

In the system tray, click the Google Drive icon.

• For the website - Select Visit Google Drive on the Web.

• For the folder - Select Open Google Drive folder. This redirects you to the DDG VDisk virtual drive

Security Considerations with Data Guardian and Google Drive

Data Guardian encrypts folders and files to protect data. As Data Guardian works with sync clients, be aware of these considerations.

• Corporate security policy prohibits use of Google Docs with Data Guardian. When you install Data Guardian, a dialog informs you of this policy. For more information, contact your IT administrator.

Google Drive contains a Google Docs app that allows users to collaborate on documents in real-time. However, the collaboration occurs on a Google server, and the files are not encrypted. For Windows and Data Guardian, any Google Docs that you create display in your Google Docs sync client folders.

However, if you open the folder, a dialog warns you that Data Guardian cannot encrypt that document. Also, to ensure secure data, your administrator may be running reports to identify Google Docs that are being synced in order to help provide security.

• Google Drive options have both Remove (removes to trash) and Delete. Google Drive with Data Guardian has Delete only, to be consistent with other Data Guardian functionality.


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https://support.google.com/drive/?hl=en#topic=14940

https://support.google.com/drive/?hl=en#topic=14940

NOTE:

If you delete multiple files from the Data Guardian virtual drive and some still display in the browser or command line, delete them in the browser or from the command line.

• With Google Drive, you may get a warning that properties are stripped when copying files to the DDG VDisk virtual drive. These are security attributes.

OneDriveNOTE:

Data Guardian is not supported with Microsoft Office 365.


Before using Data Guardian, be sure to learn about the cloud storage provider. OneDrive support at http://windows.microsoft.com/en-us/onedrive/onedrive-help#onedrive=other.




1 In the system tray, right-click the OneDrive icon, and click Settings.

2 Select the Choose Folders tab and then click Choose Folders.

3 Next, select Choose folders to sync.

4 A list of folders display. Select or clear check boxes to sync those folders. Click OK.

5 Click OK.

6 The system tray icon indicates settings are being applied. This may take several minutes.

7 When complete, navigate to Windows Explorer > OneDrive. The synced folders display with a check mark.

Use the OneDrive System Tray Icon

In the system tray:

• For the website - Right-click and select Go to OneDrive.com.

• For the folder - Right- or left-click and select Open your OneDrive folder. This redirects you to the DDG VDisk virtual drive.

Security Considerations with Data Guardian and OneDrive or OneDrive for Business

See Security Considerations with Data Guardian and Sync Clients.




Manage Folders MenuSome managers or administrators may need to temporarily troubleshoot folders shared by more than one user. You can request permission from your administrator for the Manage Folders option. Typically, this is a temporary option.


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Install and Use Data Guardian with MacData Guardian for Mac has embedded Help for specific screens that provides information on:

• Dell Data Guardian interface where users can upload files to encrypt them

• Cloud Encryption

• External users and access restrictions

• Tampering

In the Dell Data Guardian interface for Mac, click the Help icon.




• Notepad

• Wordpad

• Visio

• MS Paint

NOTE:


File types



NOTE:


6

52 Data Guardian User Guide v1.6/1.3Install and Use Data Guardian with Mac

Office applications








Data Guardian User Guide v1.6/1.3Install and Use Data Guardian with Mac

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Install and Use Data Guardian Mobile with iOS or Android

This section describes basic information on using Data Guardian Mobile with iOS or Android devices. When your administrator sets a policy to enable Data Guardian, files are encrypted and secure. The Data Guardian app must be installed on your mobile device to view or work with encrypted files.

PrerequisiteBefore you use the Data Guardian app, you need the name of your enterprise's Dell Server, such as server.domain.com. This information is supplied by your administrator.

Get Started with Data Guardian MobileFollow this sequence as you use Data Guardian Mobile.

Task Description See this section



Administrator already installed

User must install

Administrator installed: Tap the Data Guardian app and log in.

User installs: See one of these:

• Install on an iOS device

• Install on an Android device

Determine which policies apply to mobile

Your administrator will tell you which policies apply.

You can have:

• Protected Office Documents

• Cloud Protection

• Additional options

Navigate in File Manager

See Data Guardian options. Navigate in File Manager

If Cloud Protection policy is enabled, access your cloud storage provider account

On the device, navigate to the Home page of the Data Guardian app and tap your cloud storage provider.

See Access your Cloud Storage Provider account.

Based on Data Guardian policies, you can have:

• Protected Office files (.docx, .pptx, .xlsx, .docm, .pptm, .xlsm, .pdf) retain their file extension.

• Additional applications and file types, if encrypted on Windows. Currently, these file types, such as .txt , are read-only if opened on a mobile device.

• Non-Office files in the cloud have a .xen extension.

On mobile devices with Data Guardian, you can:

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54 Data Guardian User Guide v1.6/1.3Install and Use Data Guardian Mobile with iOS or Android

• Create folders and files

• Delete folders and files

• Share a document with an external user (if the policy is enabled for external viewers)

Install or Uninstall Data Guardian on an iOS deviceInstall on an iOS device

1 On your device, tap App Store and search for Data Guardian Mobile.

2 Select and install the Data Guardian app.

3 For the Server field at the login screen, enter the hostname of your company's Dell Server, such as server.domain.com.

4 Enter your user name and password.

5 Tap Sign In.

Your account is now activated, and the Data Guardian File Manager screen displays.

Uninstall the Data Guardian app

1 In the iOS Apps drawer, tap and hold the Data Guardian icon.

2 Tap x.

3 Tap Delete.

Install or Uninstall Data Guardian on an Android deviceInstall on an Android device

1 On your device, access Google Play and search for Data Guardian Mobile.

2 Select and install the Data Guardian app.

3 For the Server field at the login screen, enter the name of your company's Dell Server, such as server.domain.com.

4 Enter your user name and password.

5 Tap Sign In.

Your account is now activated, and the Data Guardian File Manager screen displays.

Uninstall the Data Guardian app

1 In the Android Apps drawer, tap Settings.

2 In Settings, tap Apps.

3 Tap and hold the Data Guardian icon.

4 Drag the icon to the Uninstall option.

5 Tap OK.

Determine Policies for Data Guardian MobileYour administrator will tell you which policies are set for your enterprise.

View Data Guardian policies and versionSome Data Guardian policies are listed in About. To view these policies or the Data Guardian version:

1 In the Data Guardian navigation drawer, tap Settings > About.

2 Tap Policy.

Based on policies set by your administrator, the list may include:

Data Guardian User Guide v1.6/1.3Install and Use Data Guardian Mobile with iOS or Android

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• PIN Length

• Inactivity Time Out

• Login Failure

• Copy and Paste - Allows you to copy from a protected document to a protected document.

Version

3 Determine additional policy options.

These may include:

• Protected Office documents

• Cloud Protection

• Additional policies

Use Protected Office Documents with MobileYour administrator will tell you which options are enabled for your enterprise.

Data Guardian Options for Office Documents

These Data Guardian options display.

• Create - Based on the policy setting, the document is protected when you create it. The header of this file displays Protected Document.

• Copy/Paste - With a protected Office document, you can only copy to another protected Office document.

• Print - Based on additional policy settings, you may have a watermark when you print.

• Export - Based on additional policy settings, you may have a watermark when you print.

When an Office document is open, tap the icon in the upper left for these options:

• Save

• Save as

• Export

• Exit

Additional options based on policy:

• Edit - You can edit .docx and .ppt Office files.

NOTE:

Currently, .csv and .csv.xen files cannot be edited on mobile devices.

• Hidden watermark - Based on policy, protected Office documents may have a hidden watermark that identifies the user. If you print or share the document, the watermark persists.

• Onscreen watermark - When any protected Office document is open, a watermark displays on the client screen.

Additional information for Office documents

Protected Office Documents When Offline

When your create a protected Office document or protected macro-enabled document and are offline, a key is created for that document. When the device comes online, the keys are uploaded to the Dell Server. If a device is offline for three days, a notification states that Data Guardian has not been able to contact the Dell Server. The notification displays daily until you connect to the network. To view the encrypted files, the mobile device must be online.


Troubleshooting protected Office documents

On an iOS device, if you open a protected Office document greater than 25 MB and a low memory dialog displays, the warning is from Polaris Office, not Data Guardian. If the device has sufficient memory, close the file and reopen it.

Use Cloud Protection with MobileIf your administrator enables Cloud Protection, you will need two apps:

• Cloud sync client app - See the online help for that cloud sync client.

• Data Guardian Mobile app lists the cloud sync client used with your company and allows you to download it.

If an unauthorized person accesses your cloud storage account and downloads a file to a mobile device that does not have Data Guardian installed, the person cannot open or view your files. If they open a protected Office file, only a cover page displays indicating that the person cannot view the document without Data Guardian. This makes your data more secure.

Access your Cloud Storage Provider account

To access a cloud storage provider account:

1 On the File Manager screen, tap the Add (+) icon.

2 Tap Cloud Service.

A Data Guardian policy determines which cloud storage providers display. Your administrator may designate one or more specific cloud storage providers for use within the enterprise and block the others.

3 Do one of these by following the online instructions:

• Create an account with the cloud storage provider.

• Sign in to an existing cloud storage provider account.

NOTE:

For more information, see your cloud storage provider help.

NOTE:

If you download the cloud sync client app to your device, Data Guardian will not encrypt any folders or files that you upload directly from that app. To encrypt and protect files, you must use the Data Guardian app to upload them.

Use Cloud Protection

On mobile devices with Data Guardian, you can:

• Create folders

• Upload and download files

NOTE:

With Data Guardian, you must initiate upload and download on the device. For files to be encrypted when uploaded to the cloud, you must upload them from the Data Guardian Home screen, not a cloud sync client app. When you tap a file, Data Guardian automatically decrypts it and displays it in cleartext within the app. However, in the cloud, the file remains secure as a .xen file.

• Delete folders and files

• Accept a shared folder from an internal user


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NOTE:

If an internal user shares a folder with you through Data Guardian, you must go to the cloud storage website and move it to the root folder or download the shared folder in order to view it on the device.

• File > Copy - Based on policy set by your administrator, you can copy a file from one cloud provider to another.

• For Android with OneDrive or Dropbox, if you are unable to share a file from Applications and the file shares a link with the Data Guardian app, then share the file from the File Browser app on the device.

Unlink a Cloud Storage Provider

If you have more than one account with the same cloud storage provider, you cannot be logged in to both at the same time. You must clear the check box to unlink and log out of the current account and then log in with the other credentials.

1 Open the Data Guardian navigation drawer and tap Settings > File Manager > Cloud Service. When you grant access to a cloud storage provider, a check mark displays in the check box.

2 Do one of these:

Android

a Tap Linked.

b Tap Yes.

iOS

a Tap Unlink.

Troubleshooting Cloud Protection

With Dropbox for Business, if you mark a file as available Offline and then rename the file in the Dropbox website, the file will not open on the iOS device with the Data Guardian app.

Use Additional Policies with MobileYour administrator will tell you which of these policies have been set for your enterprise.

Use a PIN

Your administrator may set a policy requiring a PIN.

Tampering

Data Guardian can scan protected Office documents to detect some forms of tampering.

Additional Protection Through Geofencing

Based on policies set by your administrator, mobile devices can have additional protection in that protected Office documents and .xen files cannot be opened outside a specific region. You must be in an approved region to open protected files. Currently, the regions are the United States and Canada. You must enable Location services on the device for geofencing to work. If the geofencing feature is enabled by your administrator and location services are set to Off, file access is denied.

Navigate File ManagerIn Data Guardian's File Manager, you can use local storage or the cloud.


File Manager screenDefault folders for the File Manager screen include:

• Documents

• Downloads

• Photos

Create New screenTap the Add (+) icon and the Create New screen displays with these options:

• Document

• Spreadsheet

• Presentation (PowerPoint)

• Photo

• Folder

• Cloud Service

Navigation drawer optionsTap the Navigation drawer icon. Options include:

• Browser

• File Manager

• Settings icon:

– About

– Change PIN button (if enabled by policy)

– Exit Data Guardian button

• Lock Data Guardian

Additional options• Add a file to Favorites

– For iOS, see the navigation drawer. For Android, press and hold the filename.





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• Notepad

• Wordpad

• Visio

• MS Paint

NOTE:


File types



NOTE:


Office applications








Security Considerations with Data Guardian and Sync ClientsData Guardian encrypts folders and files to make data secure. As Data Guardian works with sync clients, be aware of these considerations.


Google Drive

Google Drive contains a Google Docs app that allows users to collaborate on documents in real-time. However, the collaboration occurs on a Google server, not on the Dell Server. Therefore, the files are not encrypted. For Android and iOS devices with Data Guardian, access to these Google Docs is blocked. It differs slightly for each platform:

• Android

• iOS - A message is displayed.

OneDrive and OneDrive for Business

With OneDrive for Business, if you download several files and cancel the download, OneDrive for Business will cancel the ones that have not been downloaded but will continue with the one that is in process of downloading. This is a Microsoft issue. Therefore, allow the files to download completely before you cancel.

LogsFor security reasons, no log files are available on mobile devices.

Send Feedback to DellIf your administrator enabled a feedback policy, you can provide feedback to Dell about this product. If this feature is not enabled by policy, the option does not display.

To send feedback:

1 In the Data Guardian navigation drawer, tap Feedback.

2 The brief questions allow you to rank your satisfaction level (10 indicates the highest satisfaction level) and enter a comment.


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View or Edit Protected Files on a Web ClientIf your administrator sets up a Data Guardian web portal, you can link to a URL for that web client and view encrypted files without installing a Data Guardian client. Based on policy, you can also edit a file.

Based on policy set by your administrator, you can view the following:

• Protected Office documents: .docx, .pptx, .xlsx, .docm, .pptm, .xlsm, .pdf.

• .xen files - Office or non-Office files that Data Guardian encrypted when uploaded to the cloud.

• Additional file types, such as Notepad.

Access the Web Portal for Data GuardianSteps vary slightly depending on the browser you use.

1 From your administrator, obtain the URL for accessing the web portal.

2 Click the URL.

If you get a warning, click Continue or Proceed.

3 At the license agreement screen, click Agree.

If you get a warning, click Continue or Proceed.

4 Enter your domain credentials.

5 Click Login.

6 If prompted to track your location, select an option.

7 To view or edit files, see the online Help available from the Data Guardian web portal.

NOTE:

For Mac, you must configure Safari to allow pop-ups.




• Notepad

• Wordpad

• Visio

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• MS Paint

NOTE:


File types



NOTE:


Office applications








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Use Data Guardian as an External UserAn external user who has a non-domain email address can also use Data Guardian. Here are some examples.

• You have installed and activated Data Guardian as part of your enterprise, but you need to share protected files or collaborate on protected files with a user outside your company.

• Your company email address is within the enterprise's domain, but you also want to install and activate Data Guardian on a computer or mobile device with your personal, non-domain email address. This allows you to interact with your protected files from a non-enterprise domain email address.

Options for external users include:

• Download and install a Data Guardian client. See Internal User Tasks and External User Tasks.

For external users, see Server Requirements. Also, the domain or user must not be on the enterprise's blacklist.

NOTE:

External users who were registered with Secure Lifecycle 1.0 or higher will be migrated if the enterprise upgrades.

• Instead of downloading a Data Guardian client, use the Data Guardian web portal. External users can view a protected Office document .pdf or .xen file. Based on policy, the external user can edit the file. See External User and Web Portal.

Internal User TasksTo share secure files with an external user, you can send a protected Office document or .xen file through an Outlook email. A confirmation prompt reminds you that the key to the protected file will be shared.

NOTE:

If an external user emails a protected file, the keys are not shared.

You can also use the Grant access option to share secure files with an external user. You must:

• Make one or more secure files available to the external user.

– Protected Office documents - Grant access to one or more secure files through:

◦ Local folder or network drive

◦ Email

◦ Removable media

◦ Network share

– Non-Office .xen files - Create a folder to share on the sync client and add files.

• Grant the external user access to one or more files.

If you plan to share non-Office .xen files, you must add them to a sync client folder and then grant access. For protected Office files, you must grant access. The steps may vary depending on the method you use or the sync client used.

Share a folder on the sync client to share .xen files

1 In Windows Explorer, access your sync client, create a folder, and upload a file to share with an external user. See View Folders and Files on the Local Computer and in the Cloud.

Protected Office documents can be on the DDG VDisk virtual drive, in the Data Guardian folder, or on the desktop.

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64 Data Guardian User Guide v1.6/1.3Use Data Guardian as an External User

NOTE:

With protected Office files, you cannot select a folder.

A Protected Document Access Sharing page opens with a column displaying the selected files.

2 On the sync client website, confirm that the folder and file were created and encrypted.

When you add a .xen file to a new folder on the DDG VDisk virtual drive, Data Guardian adds a document, How to access secure files.html, to the folder on the website. This file is used only when sharing the folder with an external user.

3 On the sync client website, right-click the folder you created and click Share.

A window opens, allowing you to enter the email account for an external user. The steps vary depending on the sync client used. For links to information about your sync client, see Work with the cloud sync client on the DDG VDisk virtual drive.

4 Grant access to the individual files within that folder that you want to share.

Grant access to one or more protected Office files

For all files that you share with external users, you must grant access.

1 Right-click a secure file and select Grant Protected File Access. You can select a single or multiple files up to 50.

2 In the Email to share field, enter the email address of the non-domain user and click Add.

3 Repeat this step to add up to ten email addresses.

4 Click OK.

A dialog states either that sharing was successful or that the email address is not authorized to receive protected files.

5 As a best practice, inform the external user that they will receive an email from you with instructions that allow them to register with a Dell Server, download and activate Dell Data Guardian, and then view shared protected files.

Approve or deny access when an external user requests access

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An external user who has Data Guardian installed can request access to a protected document if they don't have a key for that document.

1 If you receive an email from an external user, requesting access to a protected document, you can view the name of the external user and the file requested.

2 Select Approve or Deny.

An email is sent to the external user. If you approve, the key for the protected document is shared.

If you are not available, your administrator also has the option to approve or deny access.

External User TasksTo open and view a Data Guardian document, the external user must:

• Register with Data Guardian

• Install Data Guardian - the external user must have administrator rights on their computer

• If the internal user shares a folder through a sync client, the external user must have a sync client account. See Install a Cloud Sync Client and then Work with the cloud sync client on the DDG VDisk virtual drive.

Register Data Guardian

The first time that an internal user shares a file, the external user must register.

To register Data Guardian:

1 In the Account Verification email from the Dell Server, click the hyperlink.

NOTE:

If you do not see an email, check spam.

2 Continue to the webpage.

3 At the Confirmation page, click Continue to Login.

4 At the Login page, click Forgot Password.

NOTE:

The Dell Server has assigned a random password, which you must reset.

5 At the Reset Password Page, enter and confirm your password, and then click Register.

A Registration Confirmation dialog displays, and an email is sent to the address entered by the internal user.

6 Open the account activation email and click the link.

The email also lists the Dell Server name to use when you install Data Guardian.

7 On the Login page, enter the email address and password you used to register.

8 Click Login.

A Data Guardian Download page opens.

9 Download and Install Data Guardian.

A Download page opens with options for Windows, iOS, Android, and Mac OS X. For a Security Management Server, the Download page opens. For a Security Management Server Virtual, clicking Windows takes you to the dell.com/support site.

These steps describe installing Data Guardian on Windows.

NOTE:

The Download page also lists the Server Name that you will need in these steps.

10 Under Windows, click Download (32-bit) or Download (64-bit), depending on your computer's operating system.

11 Download the setup file to a directory on your computer.

12 Double-click the setup file to launch the installer.


13 Select a language and click OK.

14 If prompted to install Microsoft Visual C++ 2010 Redistributable Package, click OK.

15 At the Welcome screen, click Next.

16 Read the license agreement, accept the terms, and click Next.

17 At the Destination Folder screen, click Next to install in the default location of C:\Program Files\Dell\Dell Data Guardian\.

18 In the Server Name: field, enter the Server Name that this computer will communicate with. This name is in the activation email you received or at the top of the Download page.

19 Click Next.

20 In the Confirm Activation Server screen, confirm that the Server URL address is correct. The installer adds www or http(s) and the port. Click Next.

21 In the Management Type window, select this option:

• External Use - A user with a non-enterprise domain email address.

22 Click Install to begin the installation.

A status window displays the installation progress.

23 Click Finish when the Installation Complete screen displays.


Installation of Data Guardian is complete.

25 See Activate Data Guardian.

Activate Data GuardianAfter Data Guardian is installed and the computer reboots, follow these steps to activate:

1 Log in to Windows.

In the system tray, a cloud icon with an orange exclamation point displays.

2 When a dialog displays in the system tray, click Click here to Activate.

If you do not see the dialog, click the Data Guardian icon in the system tray and select User Activation.

3 Enter your email address and password you used to register, and click Activate.

After activation is complete, a green check displays on the Data Guardian system tray icon .

4 Confirm your user mode status. Click the system tray icon and select Details.

At the top, User Mode is:

External: A user with a non-domain email address.

If you already installed and logged in to a sync client, the DDG VDisk virtual drive displays in Windows Explorer.

Request Access From an Internal UserWith Windows and Mobile, if an external user has installed and activated Data Guardian , the user can request access of a file from an internal user. The external user must make a separate request for each file.

1 If you open a protected Office file and it states that you need to request access, click Yes or No.

A dialog states that the request was successfully sent. The internal user can approve or deny access, and the external user receives an email with the result. If the external user opens the protected file before the internal user approves access, a message displays that the request is pending.

2 After 48 hours, the external user can again request access.

On the system tray, the external user can right-click the Data Guardian icon and select the Details page. Click the Security tab. When the time for a request returns to None, the external user can request access again.

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External User and Web Portal

Internal User TasksAn internal user must give the external user the enterprise's URL for accessing the Data Guardian web portal. The external user can only view protected Office document .pdf files and .xen files or edit files based on policy. However, the external user does not have to download a Data Guardian client.

External User Tasks for Web PortalTo register for Data Guardian Web Portal:

1 Click the URL for the web portal.

2 At the license agreement screen, click Agree.

3 Click Don't have an account yet?.

4 Enter an email address and click Register.

NOTE:

For internal users, this is a non-domain email address.

5 On the Register page, enter and confirm a password, then click Register.

The Confirmation page states that a confirmation email was sent to the email address you provided.

6 To complete activation of the account, open the email titled Account Verification and click the link.

7 On the Registration Confirmation screen, click Return to Login.

8 Enter the email address and password you used to register.

9 The Dell Data Guardian Upload page opens.

10 Click ? to view online Help for each page.

To edit files, the enterprise administrator must modify a policy for that user. If granted after you register, you must log out of the web portal and then log back in.

View a Protected Office DocumentIf an enterprise activates a policy to protect Office documents and an internal user sends a protected file to an external user, the external user must be connected to the Dell Server when first opening the document. After that, they can open and view the document offline for a specified time, for example, one week. The external user must then connect to the Dell Server and reopen the protected document.

For security purposes, an external user cannot do the following with a protected Office document.

• Print

• Export

• Save As

• Share


Frequently Asked Questions

Miscellaneous FAQsQuestion

I moved the cloud provider's sync folder to Program Files, and now I cannot decrypt the files that are being downloaded to my sync folder from the cloud.

Answer

By design, the Program Files folder or other excluded folders are unprotected, based on policy. Data Guardian will not decrypt any files downloaded to this folder or its subfolders.

Solution

Unlink or uninstall the sync client and move the sync folder back to its default location or to an alternate managed location.

NOTE:

For a list of managed and unmanaged locations, contact your administrator.

Question

I had some archived .xen files, and I copied them to my desktop. Some of them decrypted, but others did not.

Answer

During a sync, Data Guardian is designed to decrypt directly to the virtual drive or decrypt when downloading through a web browser. For files that have been copied from another location, use Windows Explorer and move the .xen file into the virtual drive to be decrypted.

Solution

Move the .xen files into the virtual drive folder to have them uploaded into the cloud. Then, they will be decrypted locally.

Question

I renamed my computer. Now, I am not getting any policy updates, and I am not encrypting into the cloud.

Answer

Currently, the Dell Server only recognizes the endpoint against which you originally activated. If you change the endpoint name, the Dell Server will not recognize the location for sending the policy and Data Guardian will not perform as expected.

Solution

1 Stop syncing files to the local computer.

NOTE:

If you do not stop syncing before uninstalling, valuable data may become unprotected in the cloud or possibly deleted.

2 Uninstall Data Guardian and then reinstall. You must have Administrator rights to uninstall.

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Question

On suspended Windows devices, when I try to upload files into the cloud, nothing happens. When I close the windows that were already opened, an error message states, Access Denied.

Answer

The error message is not from Data Guardian. You can access the files locally but will not get future updates to the files.

Office Documents and Protected-Mode FAQsQuestion

I tried to open an Office document ( .docx, .pptx, .xlsx, .docm, .pptm, .xlsm), and a cover page displayed.

Answer

If your administrator set a policy to protect Office documents, either you or your administrator must install Data Guardian. Confirm that the Data Guardian icon in the system tray has a green checkmark, indicating that it is activated.

Solution

Determine if you need to install or activate Data Guardian. See Install Data Guardian or Possible Issues With Activating.

Question

I cannot open a protected Office document (Word, PowerPoint, or Excel).

Answer

Check the following:

• File Block Settings - If your administrator sets policies to protect Office documents, do not use this setting in File > Options.

Solution

To check for File Block Settings:

1 In an Office document, select File > Options.

2 Select Trust Center from the list.

3 On the right, click Trust Center Settings.

4 Select File Block Settings from the list.

5 For Word/Excel/PowerPoint 2007 and later Documents and Templates, ensure that the Open checkbox is cleared.

6 Click OK.

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