e-Crypt Add-In for Microsoft Outlook 2010

Outlook 2010 Add-In

Outlook 2010 Add-In | e-Crypt 2

Contents Outlook 2010 Add-In ............................................................................................................................. 1

Overview ............................................................................................................................................ 3

Installation .......................................................................................................................................... 3

First use configuration ......................................................................................................................... 6

PDF password.................................................................................................................................... 7

Change account details ..................................................................................................................... 8

Sending a secure email ...................................................................................................................... 10

Create a new secure email .............................................................................................................. 10

Enter the mobile number .................................................................................................................. 11

Secure response ................................................................................................................................. 12

Sent items (clear text) ......................................................................................................................... 15

PDF options ......................................................................................................................................... 16


Overview

This Add-In has been designed to enable the content of email messages to be sent as encrypted

PDF’s; with the pass code required to unlock the PDF sent to the recipient’s mobile phone as an SMS

text message. This method provides a secure system to send confidential information to a recipient

without the requirement to register in order to receive or open a secure email. The encrypted PDF is

attached to a clear unencrypted email which means that the encrypted message can be sent to

anyone regardless of the email client they are using.

Installation Complete the following steps to install the Outlook 2010 Add-In:

1. Download the 2010 Outlook Add-In via the e-Crypt website (available at www.e-crypt.com).

This can be found in the Downloads section of the Members’ Area. To start the download,

please click the link as shown below.

http://www.e-crypt.com/


2. Once the link has been clicked, save the file to a known location. e-Crypt recommends either

the Downloads folder within your PC, or to the Desktop.

3. Once download is complete, double click on the file (located where you saved it). e-Crypt will

proceed to check that you have ‘Microsoft Visual Studio 2010 tools for office runtime’

installed, a Microsoft component which is required to complete the installation. If this is not

present, e-Crypt will install this for you. To confirm you agree to this, click install.


4. Once the install of ‘Microsoft Visual Studio 2010 tools for office runtime’ is complete, the e-

Crypt Add-In can be installed to your Microsoft Outlook 2010. Click install to begin the

process.

5. The e-Crypt 2010 Outlook Add-In will then install to your PC, when this is complete please

close the installer, and re-open Microsoft Outlook 2010.


First use configuration

When you re-open Outlook for the first time, you will be prompted for your ‘New e-Crypt Account

Details’. This requires the email address and password you signed up for on the e-Crypt website,

please enter as appropriate.

Once installation is complete there are two new components that are present in Outlook. There is an

additional button which appears when a new message is created, and there is an additional Add-In

options menu located in the main ‘Options’ window (located via the ‘File’ tab), where e-Crypt’s

additional settings can be located and adjusted (further details on reaching the e-Crypt Options tab

can be found on page 16).


PDF password

The PDF Password button will allow you to enter a secondary password that each PDF will be

encrypted with. All subsequent messages will be encrypted with both this password and the randomly

generated password that is sent to the recipient. This will enable you to open sent encrypted

messages using your own password. By default the password is the same as the one you selected

on sign-up to the website.

When entering a new password there are three indicated password strength levels, Weak, Poor and

Good. Good passwords are advised, and contain the following:

Upper and Lower case letters

Numbers and/or Symbols

At least 8 characters

However a password is only required to contain 8 characters. Upper/lower case letters and the use of

numbers/symbols are advised to increase security, but are not enforced.


Change account details

If at any stage you need to change your details, this can be done by selecting ‘Add-In Options’, which

can be found within the main Outlook ‘Options’, available by selecting the ‘File’ tab (see page 6). By

accessing the e-Crypt tab, you can click ‘Account Details’ to change your settings:

You may need to change account details in this way if you are altering the registered e-Crypt account

used with your Outlook, or if you are upgrading to become an Enterprise user.

Upgrading to an Enterprise user permits registering multiple users under one business account, so

that you have an e-Crypt account for multiple members of your organisation. Some of the Enterprise

options are ‘greyed out’, and will become available if you choose to upgrade to this option.

Upgrading to an enterprise account can also allow you to:

Add your company name within the SMS text message

Include your logo and other company details within the email PDF

Provide a ‘corporate account’ for purchase and monitoring of e-Crypt message credits All of which can be initially set-up by e-Crypt, but having these features enabled on the Add-In means you can alter and adapt all aspects of your service over time; as and when you feel is required. To apply for an Enterprise account, please contact e-Crypt at [email protected] or call 01283 808459.

mailto:[email protected]


The follow dialogue box will appear once you have clicked ‘Account Details’. Here you can enter your

new details should you need to. Please note this is not a password changing facility. To change your

password you must visit the website, the e-Crypt Add-In will prompt you for your new details when

Outlook is next re-opened.


Sending a secure email Once the options have been configured you can send an encrypted email from Outlook 2010. To send

an encrypted message, complete the following steps:

Create a new email message;

Click the ‘Encrypt’ button (located top right of image below);

Click ‘Send’ and enter mobile numbers when prompted.

Create a new secure email

If you are sending a message to a distribution group then you will need to expand the group to display

all of its members. This is achieved by clicking on the small ‘+’ icon to the left of the group name. If

you do not expand the group to show all the addresses, then you will only be able to send a SMS to

one member of the group.

The screenshot above shows a new message that has the ‘Encrypt’ button toggled. When you want to

send an encrypted email the button is toggled on, and turns orange. When ‘Send’ is clicked, a

dialogue box will appear requesting that the mobile telephone number of the recipient(s) is entered.


Enter the mobile number(s)

Enter a mobile number by double clicking the blank mobile phone number field. Once a mobile

number(s) has been entered, click ‘OK’ and the encrypted email will be sent to the Recipient(s), with

an SMS text message containing the password sent to the selected mobile number(s).

e-Crypt scans a contacts email address when generating every new secure email. If a mobile number

is stored under your Outlook contact, this will automatically be added ready for you to send. You will

always have the option to check this before any message is sent.

e-Crypt requires the correct dialling codes, particularly when sending e-Crypt messages

internationally. For UK to UK messages, e-Crypt automatically converts the first ‘0’ of a mobile

number and changes it to ‘44’. For sending elsewhere this has to be done manually.

Examples:

UK to UK: Send the SMS text message to 07879 123456 (0 is converted to 44 automatically)

UK to US: Send the SMS text message to 1 248 1234567 (Dialling code for the US is ‘1’)

US to UK: Send the SMS text message to 447879 123456 (Dialling code for the UK is ‘44’)

Please check the website FAQ’s for more information on dialling codes.


Secure response

When sending a secure email, it can often be a request for information, and may require a response.

A sender using e-Crypt can allow a secure response to be made by the recipient, without having to be

an e-Crypt user themselves.

All the sender has to do is check the ‘Request a Secure Response’ box before an email is sent, which

can be seen below.

Once a mobile phone number has been entered and the secure email has been sent, the recipient will

be able to reply securely to the message, which becomes re-encrypted when sent back.


To send a secure response, the recipient selects the link located just below the subject bar. This will

open a secure webpage, where a response can be made, and any attachments added.

After the link has been selected, the following secure web page will load. Please click ‘Allow’ if a

warning box appears in Adobe when the link is selected (this should only happen the first time you

send a secure response).


Before you send a secure response, please read and follow the on-screen instructions.

Remember to:

- Compose your message, including all the information you need to send;

- Add any attachments if applicable;

- Ensure you have checked your message and all attachments for accuracy before sending an

email, as only one response can be made to the senders email.

Once send is clicked, the message is re-encrypted and delivered back to the original sender.


Sent items (clear text)

As all secure emails are sent encrypted as they leave your mailbox, this can represent a problem

when a user attempts to access a sent item. It can be very difficult to quickly locate the correct secure

email, as each would require decrypting before the secure content could be accessed.

It is possible to save sent messages in clear text (within your sent items). All the sender has to do is

check the ‘Save sent message in clear’ box before an email is sent, as can be seen below.

With the setting applied, it allows the user to quickly browse through the sent items folder within a

mailbox, without having to decrypt individual messages.


PDF options

PDF options can be altered by accessing the e-Crypt tab, which is located in the main ‘Options’

window (via the ‘File’ tab). Within Outlook ‘Options’, select the ‘Add-Ins’ tab, and then the ‘Add-In

Options’ button.

PDF Options can be changed after reaching the e-Crypt Add-In options menu as can be seen below,

after selecting the Add-In Options button from above.

1. 2.


When accessed, the following options box will be presented:

For all outbound email to be automatically encrypted, the ‘Encrypt all Messages’ tick box must be

selected (currently unselected in the above image).

This will be confirmed when a new email is composed, and the ‘Encrypt’ button (located in the email

settings ribbon) is highlighted in orange, and toggled on.

This can be changed on a per message basis; the setting is designed to allow the user a default

setting choice.

Saving sent message in clear allows the e-Crypt user to quick browse through sent items, without

having to decrypt each individual message.

With the tick box selected, all secure email will be saved in clear text in a user’s Outlook ‘Sent Items’.


This feature can be adjusted on a per message basis. If a user wanted an email, or its attachments to

remain secure within the Sent Items folder, then the tick box located here would need to remain

unchecked. The setting is designed to allow the user a default setting choice, which can be adjusted if

required on a per message basis.

Documents

e-Crypt Add-In for Microsoft Outlook 2010