Sending Files Securely using XM SendSecure for Outlook

Administrator -

This article explains how to create a SafeBox from XM SendSecure for Outlook in order to securely send files. It also provides additional information about managing recipients and performing basic actions on open SafeBoxes.

Pre-Requisite

This article assumes that you have XM SendSecure for Outlook installed on your PC.

If it is not installed yet, you can get it here: XM SendSecure for Outlook.

Creating a New Secure Message

To create a new XM SendSecure message from Outlook:

  1. Start Outlook and locate the XM SendSecure group in the Outlook menu:

  2. Click New Message.
    Note: You need to enter your XM SendSecure credentials before creating your very first secure message.

    Remember: Although the opening XM SendSecure window looks like an email composition form, the content (message and attachments) that you provide through it will never be sent by email to the recipients. Once sent, this form will trigger the creation of a SafeBox that will securely, temporarily store your content and make it privately retrievable by your recipients.
  3. Add a recipient, either by entering an email address via the To field/button, or by using the Add Recipient or Address Book buttons.
    You can add as many recipients as you need, considering the following:
    • The minimum required information is an email address in order to securely retrieve its content..
    • A phone number (direct line only) may be required according to the selected Security Options and only if the recipient is a Guest.

    For more details, see Managing Recipients.

  4. Compose your message:
    Subject This is the only information (in addition to your identity) that will be disclosed in the notifications sent to the SafeBox participants in order to summarize the purpose of the exchange. Adding a Subject is however optional.
    Message The text you enter here will be only visible by the participants accessing the SafeBox. The Message is optional if you add at least one Attachment.
    Attachments The files you attach here will be only downloadable by the participants who are accessing the SafeBox. Attachments are optional if you write a Message.
  5. In Security Options, select the Security Profile to use according to the context/content of your SafeBox exchange.
    Note: Pay attention to the SafeBox creation behaviors that may change depending on the selected Security Profile (among others, due to the Guest authentication method).
  6. Optionally:
    1. Select Options if you need to see and adjust the Security Options in detail (if you have the required permissions).
    2. Choose the Language in which guests will be notified and will access the SafeBox once it is created (this has no effect on recipients that are XM SendSecure users: they will always be notified in the language that is set in their account).
  7. Click Send.
Your message and attachments are securely sent to a new SafeBox in order to be also securely retrieved by the intended recipients. As such:
  • The recipients will be notified by email to access the SafeBox in order to securely retrieve its content.
  • On your side, as the Owner of the SafeBox, you (and the Privileged Participants, if any) can access its content and further manage it using the XM SendSecure Web (or mobile) application.
    Note: A direct access to your Web application – as well as a few SafeBox management options – are available from XM SendSecure for Outlook: see Managing SafeBoxes.

Converting an Email into a Secure Message

If you started writing an email but finally realize that you need to secure your communication by using XM SendSecure:

  1. Stay in your email composition window.
  2. Locate and click the XM SendSecure Convert button in the menu of your email window (usually at the right):

    All the content of your email – including its recipients, subject, message and attachments – is transferred into a secure message composition screen.
    Note: As XM SendSecure messages can only be written in raw text, any formatting (e.g. bold, italic, bullet lists...) and embedded images from your original email will be ignored.
  3. Continue the secure message composition and send it as described in Creating a New Secure Message.

Managing Recipients

Once recipients are added to the To field, you can easily remove them, or edit their information and optionally add them to your Outlook address book.


Recipient Information

Overall, the recipient information that is required or at least relevant in the context of XM SendSecure includes:

An email address Mandatory.
A phone number At least one direct line number may be required depending on Security Options (and only if the contact is a Guest), otherwise it is optional.
A contact's name For display (optional), to better identify the person in email notifications and Web interfaces.
A company name Also for display (optional).
Other phone numbers Other optional direct line numbers of any type (Cell, Office, Home...) that will be potentially usable by the recipient (Guest) to receive SafeBox authentication code.

Managing Non-Compliant Recipients

If a recipient is displayed in red, it means that some required information (email address or phone number) is missing. You will not be able to send your message as long as this recipient is left in that state. Here are guidelines to solve this issue:
  1. To get more details on the issue, simply put the mouse pointer over the affected recipient.
  2. From there, you can also edit the recipient to enter the information that is missing.
  3. At worst, if you do not have a phone number for the recipient while it is required, you may need to adjust the Security Options – if you are allowed to and if you can assume moderating the intended authentication methods for all recipients according to your secure exchange context.

Editing or Removing Recipients

To edit recipient information, put the mouse pointer over the recipient and click on Edit – or double-click on the recipient.
  • If the recipient was manually entered, or if the recipient was added from a corporate Outlook Address Book (which you do not own by definition):
    • The Recipient Properties window will open.
    • The information entered there will be only used for the current message.
    • If you need to save the recipient information for later reuse, click on Add to Outlook Contacts.
  • If the recipient already belongs to your personal Outlook Address Book:
    • The Outlook Contact window will open.
    • All modifications you will perform there will then be directly saved in the Outlook contact.

To remove a recipient from the list, simply click on the X at the right of the recipient.

Adding a Recipient to your Outlook Address Book

To add a recipient as a contact to your personal Outlook Address Book:
  1. Put the mouse pointer over the recipient and click on Add to Outlook Contacts (or choose this option when editing the recipient).

    The Outlook Contact window will open, including all the information you may have already entered in the Recipient Properties.

  2. To complete the operation, you still need to Save & Close the contact from the Outlook Contact's menu.

Privileged Participants

From Outlook, you cannot directly promote recipients as Privileged Participants (i.e. to allow these recipients to benefit from the same administrative role as you, the Owner, on the SafeBox you are creating).

However, the Privileged Participant role can still be granted or removed through the Manage Participants option when the SafeBox is already created (see Managing SafeBoxes in XM SendSecure Web Application).

Auto-Added Privileged Participants

Depending on the selected Security Profile, a predefined set of Privileged Participants may be automatically added to the SafeBox, for example to meet the requirements of a recurrent team workflow.

By design, these participants cannot be removed when creating the SafeBox.

Managing SafeBoxes

Opening a SafeBox in XM SendSecure Web Application

The Open in Browser option, always available in the Outlook menu, redirects you to your XM SendSecure Web Application, from which you can access all SafeBoxes in which you are intended to participate – except when you are a Guest.

See Managing SafeBoxes in XM SendSecure Web Application.

Viewing a Summary of the Created SafeBox

Each time you send a secure message using XM SendSecure for Outlook, this message is automatically converted into a SafeBox, and a summary of the SafeBox creation is automatically saved by default among your Outlook's Sent Items.

This option can be enabled/disabled and configured among your XM SendSecure for Outlook Settings (see Other Options).
Important: This "Sent Item" does actually not represent what your recipients received in their email invitation; it is only a summary of your SafeBox (with basic information about its initial content) at the time you created it. As the Owner, you can use this summary as a reference for history purposes.
The SafeBox creation summary includes:
  • Information on the SafeBox that was created from your secure message:
    • The SafeBox unique ID, for reference.
    • The Decryption Key (if Double Encryption was enabled and if your XM SendSecure for Outlook settings are configured to include it in the summary).
    • The scheduled closing date of the SafeBox.
  • Minimal information on the initial content that you added to the SafeBox through your secure message:
    • The attachment list (file names/types and sizes, but not the files themselves).
    • The message (or its length, for information, if the message was encrypted).
  • A link to directly access the SafeBox in your XM SendSecure Web Application.

Manually Closing a SafeBox from Outlook

A SafeBox always has an expiration delay after which it is closed. Depending on the Security Profile, it may even automatically close after all participants retrieved the intended content.


However, if you assume that the secure exchange is done, you can manually close the SafeBox directly from Outlook without waiting.

Just select one of the email notifications you received about the SafeBox (for example, the latest one reporting that a participant downloaded a file from the SafeBox), and select Close Now in the drop down menu located below the Open in Browser button.
Attention: This action cannot be undone.
Note: The availability of this option depends on the Security Profile that was used to create the SafeBox.

Other Options


From the drop down menu located below the Open in Browser button:
  • The Settings allow you to define all your local settings for XM SendSecure, such as the way to manage the summaries of your sent messages and the language used by default when composing a new message.
  • If you Sign Out, you will need to re-enter your XM SendSecure credentials to be able to send a new secure message and access your XM SendSecure Web Application from Outlook.
  • You can also Check for Updates (when available), and get information About your current version of XM SendSecure for Outlook.
Have more questions? Submit a request

Comments

Powered by Zendesk