Mailock User guide
OUR MISSION STATEMENT To Secure your Communication Data Identity
Contents Introducing Mailock... 5 Business Users... 5 What do you need to run Mailock?... 5 In a browser... 5 On a mobile device... 5 As an Add-In to your Outlook client... 5 Using Mailock in your browser... 6 Registering an account and verifying your email address... 6 Registering an account... 6 Verifying your email address... 8 Signing In... 9 Reading your secure email... 9 Replying to your secure email... 11 Composing and sending a new secure email... 13 Using Mailock with an Outlook Add-In... 14 Registering and activating an account... 14 Reading your secure email... 16 Replying to your secure email... 17 Composing and sending a new secure email... 20 Setting up your Mailock Outlook Add-In... 22 Sign In/Sign Out... 23 Account Details... 23 Add-In Settings... 23 Check for updates on startup... 25 About Mailock... 25 Using Mailock on your mobile devices... 25 Registering and activating an account... 25 Reading a secure message... 26 Configuring your app to send secure email... 28 Replying to your secure messages... 29 Composing and sending a new secure email... 30
Introducing Mailock Mailock is a new secure email delivery system from Beyond Encryption. It is designed to provide: a simple, effective and highly secure transport mechanism for your sensitive and confidential email content and attachments. a system that allows you to send and receive secure email across multiple platforms and devices. a means of identifying your intended recipient before permitting access to any of your sensitive data. a means of tracking when your intended recipient has opened a document. Business Users If you are a business user, Business Licensing and a Company Administration portal are available to help you set your business up. The portal includes tools that allow you to white-label the solution and to ease deployment of the software across your user base. Please contact the team at Beyond Encryption for further details. What do you need to run Mailock? The pre-requisites for running Mailock are minimal and dependent upon the way in which you wish to use the system. The following three options are available: In a browser This is the lightest touch approach to using Mailock and all you will need is a browser (all current popular browsers are supported), access to the internet and the email account that you wish to use. On a mobile device Mobile apps are available for your mobile devices and we support the following operating systems: ios: v9.x and above Android: v4.4 (Kit Kat) and above. The apps are available for free download from The App Store and The Play Store; just search for Mailock. As an Add-In to your Outlook client Mailock is available as an Add-In to Microsoft Outlook and this option provides the richest user experience in terms of ease of use and functionality. In order to run the Outlook Add-In you will require the following:
A computer capable of running Microsoft Office 2010. Microsoft Outlook 2010 onwards (both 32-bit and 64-bit options are supported). Installation of the Outlook Add-In is covered in our Outlook Add-In Installation guide which is available for download in the resources section of our website. Installation requires administrator privileges over your computer and thus may require the assistance of your IT administrator. Using Mailock in your browser Registering an account and verifying your email address Registering an account All users must sign up for a Beyond Encryption account before accessing the Mailock system. The registration process may be completed using any of the web, mobile or Add-In options described above. Once you have registered, you will then have to verify your email address before you can read or send secure emails. Registration takes just a couple of minutes and may be achieved as follows: Open a browser and navigate to https://www.besecuremail.com.
From the home page, click the More info button to compare the account types available to you. When you are ready to create your account, click the sign up? button. This will take you to the Beyond Encryption Sign Up page where you are required to enter your first name, last name, and create a password for your Beyond Encryption account. Read the End User License Agreement and when you are ready, click the Sign Up button to create your Beyond Encryption account.
Once your account has been created, you will be taken to the account settings page where you can view and manage your account. Verifying your email address The first time you attempt to read or send a secure email you will see the screen below and be taken through an email address verification process to prove that you have access and control of the email address that you have registered. When you click the send verification email button, we will send a verification email (similar to the one shown below) to the email address that you have registered. Locate this email in your Inbox and follow the instructions to complete the verification process. Clicking the Add this email address will complete the verification of your email address and allow you access to the Mailock secure email system. We will show you a page similar to the one below and send you a welcome email when your account has been successfully verified.
You are now ready to send and read secure email using the Mailock system. Signing In You will be required to sign in to your Beyond Encryption account each time you use Mailock in your browser. Click the sign-in button in the top right corner of the www.besecuremail.com home page to reveal the sign-in page (shown below). When entering your credentials to sign in, your username is the email address that you entered when registering your account and the password is the password that you set during that same registration process. Reading your secure email When using Mailock there are no new inboxes or sent items lists to manage, everything starts from the email client that you use every day, whether that be on your mobile device or your desktop or laptop computer. To read a secure email that you have been sent, simply go to your inbox and locate your secure email, it will be similar to the one illustrated below.
Click the Read my message link and you will be taken to the Sign In page of the website where you must complete the sign-in process (see signing in above). If this is the first secure email that you have received from the Sender, they will have set and shared with you a secret challenge and a form similar to the one shown below will appear. You must enter the answer to their secret challenge now to prove your identity to them; only once you have successfully answered the Sender s secret challenge will the contents of the secure email be shared with you. Enter the answer to the Sender s challenge
And the contents of your secure email will be revealed. Don t worry, you don t have to remember the secret challenge as once you have answered it correctly, you are added to the Sender s secure community and further challenges are not necessary (they do however remain optional at the Senders discretion). Replying to your secure email If you wish to reply, simply click the Reply button and a compose window as illustrated below will appear. Type your reply, add any attachments and press the send button, note the Carbon copy checkbox which by default sends a copy of the email into your own inbox.
Once your email has been sent, you will see a send secure complete page similar to the one below.
Composing and sending a new secure email If you wish to send a new secure email, you can log into the website and compose a new secure email by clicking the compose button in the main ribbon (highlighted in the screenshot below). Once you have entered the email address of your recipient and the subject of your email, the compose process is identical to the reply process.
Using Mailock with an Outlook Add-In Registering and activating an account Users may download and install the Outlook Add-In prior to registering for an account with Beyond Encryption and an installation guide is available for download from our website. This guide covers installation to both desktop and remote desktop environments. The Outlook Add-In has been designed to automate registration and the process may be started by clicking the Mailock tab in your Outlook ribbon followed by the Sign in button. At the sign in screen, click the Not registered yet? link under the Sign In button.
Complete the sign up for a new account form (right hand side) and click Sign up to create your account. Note that for your security, the same password complexity rules as for the web registration will be applied when setting your password (see web registration form above for details). When you click Sign up, the Beyond Encryption system will send an activation email to the email address that you registered and the automation within the Outlook Add In will detect this activation email when it arrives. It may take a couple of minutes for your email to arrive and the screen below is displayed whilst this is in progress.
If you find that your activation email doesn t arrive in your inbox, please check your spam folders and then with your IT administrator in case you have email filtering / quarantining software running. Once you find the activation email, you can click the link within it to activate your account at any time. As soon as your activation email arrives, the Outlook Add In automation will complete the activation process and display a screen to confirm that your email address has been successfully activated. You are now ready to send and receive secure email using the Mailock system. Reading your secure email When using Mailock, everything starts from the email client that you use every day, whether that be on your mobile device or your desktop or laptop computer; there are no new inboxes or sent items lists to manage. To read a secure email that you have been sent, simply go to your inbox and locate your secure email, it will be similar to the one illustrated below. Double click the message in your inbox and the Mailock Outlook Add-In will open your message in the same Outlook reading pane that you use to read all of your email. Some of your secure emails, particularly when receiving a secure email from someone for the first time, will be protected by a simple challenge. The challenge is set by the sender and should be a private challenge that you have agreed previously or that is something personal to you and the sender and that you will know instantly.
When the secure message is protected by a challenge, the following screen will be displayed. Once you have entered your answer to the sender s challenge, click the OK button and your secure message will be displayed in your Outlook reading pane as shown below: Replying to your secure email You can reply, reply all and forward your secure email using the same controls that you use every day in Outlook. Simply click one of the Respond buttons in the Outlook reading pane ribbon (see below) and an Outlook compose window will be displayed.
Note that when replying to a secure email, the Mailock button will default to the blue Email is Secure state to maintain the security of your email trail; you may toggle this button to send your reply unsecurely if you wish but take care not to expose sensitive information within the preceding email trail. Compose your message and press the Send button. If you are sending to a recipient for the first time, you will be prompted to set a private challenge and an answer to your private challenge.
Mailock will use this private challenge to identify your recipient before allowing access to your message. The dialogue below shows how you will set your private challenge and the answer that you expect the recipient to enter. Enter your challenge question and answer and press the send button. If you have already sent a secure message to your recipient and they have verified their identity by opening the message and answering your challenge, they will have been added to your secure community and you do not need to set a challenge (it is optional). In this case, you will see the following screen which allows you to send the message without setting a challenge: In either case, when you press the send button, you will see the following as Mailock encrypts and sends your message to your recipient.
Composing and sending a new secure email You may compose a secure message at any time by clicking the Compose New Secure Email or New Email buttons in your Outlook ribbon. When you click the Compose New Secure Email button, the Outlook compose window will open defaulted to the blue Email is Secure state. You may toggle this button to the red Email is Unsecure state at any time before sending your message. If you click the New Email button, the Outlook compose window will open defaulted to the red Email is Unsecure state. You may toggle this button to the blue Email is Secure state at any time before sending your message. When your message is in the red Email is Unsecure state, Mailock will check your email for the presence of keywords that might indicate that you are sending a message that should be sent securely. Words such as investment, account and sort code will trigger the following prompt:
You can choose between sending your message securely or unsecurely by clicking the red or blue button as appropriate. Note that if you check the Don t show me this again checkbox, these prompts will be suppressed; you can turn the prompt back on again via the Settings controls under the Mailock tab in your Outlook ribbon. If you are sending to a recipient for the first time, you will be prompted to set a private challenge and an answer to your private challenge. Mailock will use this private challenge to identify your recipient before allowing access to your message. The dialogue below shows how you will set your private challenge and the answer that you expect the recipient to enter. Enter your challenge question and answer and press the send button. If you have already sent a secure message to your recipient and they have verified their identity by opening the message and answering your challenge, they will have been added to your secure community and you do not need to set a
challenge (it is optional). In this case, you will see the following screen which allows you to send the message without setting a challenge: In either case, when you press the send button, you will see the following as Mailock encrypts and sends your message to your recipient. Setting up your Mailock Outlook Add-In The Mailock Add-In has a number of diagnostic and configuration aids built in. Access these resources from your Outlook ribbon by clicking the Mailock tab.
Sign In/Sign Out The Sign Out button toggles between Sign In and Sign Out. Typically, users are persisted on the system following signin for 24 hours. Click the Sign Out button if you wish to sign out at any time. Account Details The Account Details button reveals details of your account, the data store that you are connected to and lists the email addresses that you have linked to your Mailock account. Add-In Settings Open secure mail mode Default setting is On open only. In this setting, you must double click your secure emails to open them. If you wish, you may change this setting to on select and open ; in this setting, Mailock will try to open your secure emails whenever you select them, either by single click or by navigating up and down you inbox with the up/down keys. Prompt me to send securely if my email contains sensitive keywords Default setting is checked. In this setting, Mailock will prompt you if a sensitive keyword is detected in the content or subject field of any emails that you send. Sensitive keywords can be managed by your Company Administrator if you are a business user. You can uncheck this feature if you don t want Mailock to prompt you to send securely when keywords are detected. Replace opened secure messages with decrypted versions (Exchange only) Default setting is checked.
Although this feature is checked by default, it is only available to users connecting via Microsoft Exchange services. In this setting, secure emails are downloaded and decrypted by your machine and stored back into your inbox as normal Outlook emails where they may be searched and archived like any other Outlook email. You can uncheck this feature if you would prefer Mailock to download and decrypt your secure emails each time you attempt to open them. In this mode, secure messages in your inbox will remain as secure messages and not be saved back to your Inbox as decrypted messages. Save decrypted version in sent items when sending secure messages (Exchange only) Default setting is checked. Although this feature is checked by default, it is only available to users connecting via Microsoft Exchange services. In this setting, secure emails that you send are stored into your Outbox as normal Outlook emails where they may be searched and archived like any other Outlook email. You can uncheck this feature if you would prefer Mailock to store messages that you send as secure emails. Open decrypted version of secure message after send (Exchange only) Default setting is unchecked. This feature is unchecked by default and is only available to users connecting via Microsoft Exchange services. This setting is to be used in conjunction with the Save decrypted versions setting above and will automatically open the decrypted version of any secure messages that you send after you press the send button; you may wish to use this functionality as part of a post send email archiving process. Preserve server side signatures in decrypted content (Exchange only) Default setting is checked. Although this feature is checked by default, it is only available to users connecting via Microsoft Exchange services. In this setting, any signatures that have been attached to secure messages by sender s with server side signature software will be persisted into the decrypted message. You can uncheck this if you would prefer that Mailock did not persist these signatures.
Check for updates on startup The Check For Updates button will check for later versions of the Outlook Add-In. When update checking is allowed (your business may ask us to disable this) this function runs each time you restart Outlook. However, if your business has not disabled this feature, you may force an update check at any time. About Mailock At a glance, the About Mailock button shows which Windows operating system, which Outlook client and which Mailock Add-In you have installed; we may ask you for these if you need any support. This page also contains a link to a log file folder. If you click this link, you will navigate to a folder where we store daily logs for diagnostic purposes. The daily logs are date stamped and you may delete old logs if you wish. Using Mailock on your mobile devices Mailock supports ios and Android devices and the apps are free to download from the relevant stores. Locate the app by searching on Mailock or Beyond Encryption. The processes for registering, reading and sending secure emails are almost identical and we have chosen to illustrate the ios experience here. Registering and activating an account You can register and activate an account using your mobile devices, (there is no limit to the number of devices you choose to use) by following the process outlined in the screens below: 1 Tap SIGN UP HERE 2 Enter your details, tap SIGN UP.
An activation email will be sent to your email address 3 Open your normal email inbox and click the link in your activation email 4 The App will launch and activate your account. Tap SIGN IN to start using your account. Reading a secure message When reading secure messages using the Mailock App, you must start from the email client that you use every day; there are no new inboxes or sent items lists to manage within the App. To read a secure email that you have been sent, simply go to your inbox and locate your secure email, it will be similar to the first screenshot illustrated below:
1 Open your secure message in your email app and tap the Read my message link. The App will open automatically. 2 If required, sign into your account 3 If your message is protected by a challenge, enter your answer. 4 Your secure message will now be opened. You can also open message attachments by tapping the attachment.
Configuring your app to send secure email Mailock connects to your email server when sending secure messages so that your sent items are maintained across devices. You can send a secure message from the Mailock App and it will appear in the sent items list of your normal email client. Mailock supports Simple Mail Transfer Protocol (SMTP) and Microsoft Exchange Web Services (EWS) connectivity; you will need to know your login credentials to complete this process (these are the same credentials that you enter into your normal mobile email App when configuring it). Configure your app to send secure email as shown below: 1 Sign in to access the Home page. Tap Email Accounts. 2 Choose the account to setup for sending, or add a new email address. 3 Select your email Provider from the list. 4 Enter your account details for sending. If necessary, use Advanced Settings to setup your account
4 Tap Save and Test to complete your setup. Replying to your secure messages Once you have configured your mobile app to send securely, you can reply and reply all from within the Mailock App as follows: 1 Open your secure message and tap Reply. Choose to reply or reply to all. 2 Compose your message. 3 Tap Send. You may be prompted to set a challenge to verify the recipient.
4 Enter your challenge and the answer and tap OK to send your reply. Composing and sending a new secure email You may compose a new secure email from within the Mailock App; simply open the App, sign in and select Compose from the main screen. Compose and send your secure email as follows:
1 Sign in to access the Home page. Tap Compose. 2 Compose your message. Tap the paperclip icon to attach files and photos. 3 Tap Send. You may be prompted to set a challenge to verify the recipient. 4 Enter your challenge and tap OK to send your secure message.