This reference guide has been written with the purpose of providing a simple resource to help you understand the most common aspects and features of the Delivery Trust Plugin for Outlook. You can find additional articles and resources by searching our Knowledge Base.
Note: Screenshots showing functions and features of the Delivery Trust Plugin were taken using MS Outlook 2016. Earlier versions of Outlook may vary slightly in appearance.
The Delivery Trust Plugin for Outlook is fully integrated into the Outlook user interface. When installed and enabled, you’ll see the Delivery Trust Outbox Pane at the end of the Outlook ribbon.
Secure message delivery and control begins when new messages are composed. Simply click New Email and in the new email window you will see the two components that make up the Delivery Trust Plugin:
- The Secure Send button
- The Delivery Trust control panel
DELIVERY TRUST SECURE SEND BUTTON
The Delivery Trust control panel gives you the ability to apply multiple levels of additional security to your secure message. It’s important to note that even if you don’t select any of these options, your email is still being delivered to your recipient completely encrypted and completely secure. The following graphics will highlight the many strengths you can apply to your secure message.
In the Authentication Choices tab, you can choose the actions your recipient must take in order to successfully decrypt your message. You can apply any one of available options or you can choose them all. The requirements you can apply are described as follows:
- Last 4 digits of mobile phone number – this field is populated automatically with the last 4 digits of the recipient’s mobile number if a contact entry is present in your address book.
- Last 4 digits of business phone number – this field is populated automatically with the last 4 digits of the recipient’s business phone number if a contact entry is present in your address book.
- Business postal code – this field is populated automatically with the recipient’s business postal code if a contact entry is present in your address book.
- Password – after sharing a predetermined password with your recipient (i.e. SMS, phone, etc.) you can enter the password here.
- Custom Question/answer – after share a predetermined Question/answer response with your recipient (i.e. SMS, phone, etc.) you can enter the custom question and answer in the respective fields.
Note: Fields automatically populated are NOT automatically enabled. You’ll still need to activate them by clicking the respective check box unless you’ve configured these options to be enabled by default in your customer portal.
In the Security Controls tab, you can choose how your recipient can interact with the message after it’s been decrypted. Again, you can apply any one of the controls or you can choose them all. The controls you can apply are described as follows:
- Disabled printing – click this option if you want to prevent the recipient from printing the contents of the secure message.
- Disable forwarding – click this option if you want to prevent the recipient from forwarding the secure message to other recipients.
- Disable downloading of email – click this option if you want to prevent the recipient from saving the email to any local or locally connected storage (i.e. hard drive, thumb drive, etc.).
- Disable downloading of attachments – click this option if you want to prevent the recipient from downloading any attachments you’ve included with the secure message.
- Force recipient to the web portal – click this option if you want to send the recipient to the web portal to view the secure message. (This is useful if you always want to apply authentication choices that may not apply to recipients already registered with Identillect Technologies).
- Notify me when the email is first read – click this option if you would like to receive a discrete notification that the email was viewed by the recipient.
- Expires after – expiry choices include NO LIMIT, 1 DAY, 1 WEEK, 2 WEEKS & 1 MONTH
- View limit – this selection will limit the number of times a recipient can view the secure message. View choices include 1, 2 and 3.
Utilizing any or all of these options gives you the piece of mind that your message is reaching the intended recipient and that ONLY that recipient will be able to view and act upon that secure message.
DELIVERY TRUST OPTIONS PANE
The Delivery Trust options pane is useful for everything from preferences and contact management syncing to security policy application and diagnostics. You can access the options panel from two locations: you can launch the options panel by clicking on the cog wheel icon next to the Secure Send button or you can launch the options panel by clicking the cog wheel icon at the top right of the Delivery Trust control panel.
You have a wide array of options to choose from in the Options panel. We’ll break down your options in sections beginning with General Settings and moving forward from there.
- Display notifications when sending and receiving secure emails – enabling this option will issue notifications when, for example, sending a message without applying any authentication choices.
- Automatically choose email account to send secure emails from – enabling this option allows the plugin to select the email registered with Identillect Technologies should you have multiple accounts configured in Outlook.
- Add self as BCC recipient for all outgoing emails – enabling this option adds your email address to the blind carbon copy field of the message so you can maintain a record of the messages delivered within Outlook.
- Sync your address book with your Delivery Trust Web Portal account – clicking the Upload Contacts… button will upload your Outlook address book contacts to your Delivery Trust web portal making for a seamless experience when delivering secure messages from Outlook or your customer web portal.
Authentication and Security Policies
- Choose default Authentication and Security Controls – clicking the Preferences… button allows you to select which Authentication Choices and Security Controls you want to apply to all of your secure messages (reference back to the Delivery Trust Control Panel section of this guide).
- Choose warnings when sending email – clicking the Warnings… button allows you to choose the warnings you’ll receive when sending an email.
- Scan outgoing emails for sensitive words/phrases – with an additional add-on, you can choose which words and/or phrases the Delivery Trust plugin should look for when messages are delivered.
- This section will give you a quick look at the account that’s currently registered with the Delivery Trust plugin. You can also deactivate the plugin by clicking the Deactivate…
- Log Level… - click this button for diagnostics information.
- Support… - click this button for information on how to contact our support team.
Thank you for being a valued Delivery Trust user. A PDF version of this article is included at the bottom of this page.
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