Brainloop Secure Connector for Microsoft Outlook
Contents
1. For details on the available security levels please refer to your User Manual for Brainloop Secure Dataroom Service 3 2 3 3 Change the Document Format To change the format a document is delivered to the recipients open the Document Format drop down list and select one of the offered document formats Brainloop Secure Mail Assistant YX S Securty Options Security Level High Extemals with onetime PIN via e mail Select the security level that must be observed when sending links to Dataroom items in e mails Document Format Fi ipients are allowed to For details on the delivered document format please refer to your User Manual for Brainloop Secure Dataroom Service Page 23 of 53 Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 3 4 Change the Date until which an External Link is valid brainloop To change the date up to which the document link in an e mail is valid open the Calendar to the right of the Valid until date field Brainloop Secure Mail Assistant TX G Security Options Security Level High Extemals with onetime PIN via e mail Select the security level that must be observed when sending links to Dataroom items in e mails Document Format Select the format in which the recipients are allowed to download the document Valid until Dienstag 14 Juni 2013 ar 4 Juni 2013 t Byternal fink is valid2. Mo Di Mi Do Fr Sa So ee 7 2 29 30 31 1 2 3456789 10 11 12 13 14 15 16 17 18 1m the item __ Heute 19 05 2013 For details on the validity of external document links please refer to your User Manual for Brainloop Secure Dataroom Service Page 24 of 53 Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 3 5 Add a Reminder Date brainloop To add a date to remind the recipients to view the attached document link activate the Add reminder option Then open the Calendar to the right of the Add reminder date field and select the desired reminder date Brainloop Secure Mail Assistant amp Recipients Security Options Security Level High Extemals with onetime PIN via email Select the security level that must be observed when sending links to Dataroom items in e mails Document Format Select the format in which the recipients are allowed to download the document Valid until Dienstag 18 Juni 2013 Er Define the date up to which an external link is valid Once this date has expired recipients can no longer open the document inrouch the link Add reminder Sonntag 26 Mai 2013 14 11 Lx Do Fr Sa 3 leute 19 05 2013 Page 25 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 3 6 Show Recipients in an E Mail with Attachments sent to Externals To reveal the e mail addresses of all rec
3. brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide Content 1 Welcome to the Brainloop Secure Connector for Microsoft Outlook uuu2u0002a0000nnnnn00nn 4 2 Using the Brainloop Secure Connector for Microsoft Outlook for the First Time 5 2 1 Ceng SAN OO ee ee 5 2 2 Configure Dataroom Servers cccccccssseescccceeeeeeeeeeeeceeeeeeeseeeseceeeeeessueeseeeeeeessseaaaeeeeeeeeeesaas 6 3 The Brainloop Secure Mail Assistant Pane and its Functions sccceeseesseeeeeeseeseeeneeseeenees 8 3 1 Open the Brainloop Secure Mail Assistant Pane in an E Mail esnee 8 3 2 Tabs available in the Brainloop Secure Mail Assistant Pane en 10 3 2 1 Functions in the Dataroom Tab 22uuu0220000nennnnnnnnnnnnnennnnnennnnnonnnnnnnenne nenne nnnnnennnnnn 11 3 2 1 1 Navigate Datarooms and Their COntents cccccccccsseeeeeceeeeeeceeeeeeeseseeeseeeeeesseeesenaeees 11 3 2 1 2 Upload a Local Document to a Dataroom uuussnnsssnnnnnnennnnnnnnnnnnnnnnnnnnnnnnn nennen nn 12 3 2 1 3 Senda Secure Link to a Dataroom Item ss 2200240000seennnnnnnnnnnnennnnnnnnnnnnnnnnennnnnnnnnnnnnn 12 3 2 1 4 Create a new Folder in a Dataroom u02222000022220ennnnnnennnnnnnonnnnnnnnnnnnnnnnnnneennnnnnennen 12 3 2 1 5 Search
4. 1 Open Microsoft Outlook 2 Click the New E Mail button in the Home ribbon or press Ctrl N to create a new e mail message 3 Enter the recipients manually or open the Recipients tab in the Brainloop Secure Mail Assistant pane to the right of the e mail Select a Dataroom from the list to load its user groups and users Then double click the corresponding Dataroom user groups or Dataroom users to add them to the To field 4 Enter a subject and your message text as usual 5 Position the cursor where you want to add the document link 6 Open the Windows Explorer navigate to the document s location and drag and drop it to the al cursor s position To add the document you can also click amp il la 9 lg Please review the jubbaucbucal loco Lucca tt File Message Insert Options Format Text Review Adobe PDF a T Cut eye PE 010_Documentation Produ f l a Calibri Bod 7 11 A A OGY E a BE Dataroom Paste Bsieuil aA r x F Format Painter mm 4 HI il II Wel Organisieren fad Mit Adobe Reader XI f 5 Brainloop Clipboard i Basic Text Name TU RN BDRS 8 20 025 en pdf TU RN BDRS 8 20 030 en pdf Cr Send 1 RN BDRS 8 20 031 en paf Bcc Subject Please review the attached document Attached Drag and drop the document Dear Test User from your Windows Explorer Kindly review the attached document to the desired position in your e mail Please click the document link
5. Bo _my brainloop info Select the desired Dataroom from the Select a Dataroom dialog window Page 27 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 3 Always show the Brainloop Secure Mail Assistant when creating a new e mail Option You can define in the General Settings of the Brainloop Secure Connector for Microsoft Outlook whether you want the Brainloop Secure Mail Assistant pane to be shown in every new e mail window Please refer to our Client Installation and Setup Guide for further information regarding the settings of Brainloop Secure Connector for Microsoft Outlook Page 28 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 4 Send Documents Securely Using the Brainloop Secure Connector With the Brainloop Secure Connector for Microsoft Outlook you can send your Dataroom documents securely as links to Dataroom users or externals Additionally you can also send locally stored documents securely as a link and upload those documents to your Dataroom directly 4 1 Send Documents that are Located in a Dataroom To send a document that is stored in your Dataroom securely through the Brainloop Secure Connector for Microsoft Outlook proceed as follows O a a m SS Open Microsoft Outlook Click the New E Mail button in the Home ribbon or press Ctrl N to create a new e mail message Enter the recipients manually or
6. Delete a Document from a Dataroom To delete a document from a Dataroom directly through the Brainloop Secure Connector for Microsoft Outlook proceed as follows 1 2 Right click a document in the list and select Delete Brainloop Secure Mail Assistant TX EI D Navigate Up T DE Getting started with the new User l TE Manual Brainloop Send To 2 02 018 DE pdf TE Manual Brainloop Send To 2 02 018 EN pdf P UM BDRS 8 20 en pdf Open in Web Browser Open Open Brainmark Rename k Faste If you are sure that you want to delete the selected document from your Dataroom answer the security message with Yes Page 17 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 13 Rename a Dataroom Document To rename a document in a Dataroom directly through the Brainloop Secure Connector for Microsoft Outlook proceed as follows 1 Right click a document in the list and select Rename Brainloop Secure Mail Assistant TX E Dataroom aoea D Navigate Up T DE Getting started with the new User l TE Manual Brainloop Send To 2 02 018 DE pdf TE Manual Brainloop Send To 2 02 018 EN pdf UM BDRS 8 20 Open in Web Browser Open Open Brainmark Delete ns Paste 2 Inthe Rename dialog window overwrite the filename with a new one UM BDORS 8 20 enhtei 3 Click OK to save Page 18 of 53 brainloop Brainloop Sec
7. Do not ask me again for Sending Local Documents Securely and Saving them in a DAO 1 eee ee ee ee E E EE 33 4 2 2 Reset the Do not ask me again Option for Sending Local Documents Securely and Saving them in a Dataroom uuuuussssnnnsnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 34 4 3 Send and Read a Protected Message uusss222000nnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 36 4 4 Send Local Documents as Real Attachments not recommended eer nenne 39 4 4 1 Use Do not ask me again for Sending Local Documents as Real Attachments not FEC OMMIMG GCG ee E E ers ee nee 40 4 4 2 Reset the Do not ask me again Option for Sending Attachments as Real Attachments41 N O O Save Documents through the Brainloop Secure Connector Documents to a Brainloop Dar OO 1 ee E E E EE EEE 43 5 1 Save Documents to a Dataroom Manually and Insert Secure Links u0s0444400 0 43 5 2 Save Documents to a Dataroom and Insert Secure Links Automatically 44 Track Document Delivery in the Dataroom 420002a0000nnnannonnnnnnunnnnnnnnnnnnnnunnnnnnnnnnnnnnenn 45 Collaborate on Microsoft Office Documents through the Brainloop Secure Connector for INC SOE UO OK eat la te een AS 47 7 1 send a Microsoft Office Document by E Mail eee ccceeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeesaaeeeess 47 7 2 Ask for Edit Permissions for a
8. 2 Configure Servers Connector for Microsoft Outlook f f Getting started u You have no servers configured yet The first thing you need to do is get connected to your Datarooms e Click Configure Servers in the Brainloop Secure Mail Assistant pane to the right of this e mail v To configure one or more Dataroom servers proceed to the next chapter Page 5 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 2 2 Configure Dataroom Servers After the installation of the Brainloop Secure Connector you need to configure the connections to the servers on which your Datarooms are installed 1 Inthe Welcome to e mail click the Configure Servers button 2 The Configure Servers dialog window is displayed 3 Open the Brainloop Server URL drop down list and select a Dataroom server or type the server s URL into the field Note The most common Dataroom servers NET US and CH can be selected from the list other URLs must be entered manually into the field a To authenticate with your e mail address and password proceed as follows e Inthe Username amp Password tab enter your Username your e mail address you defined during your first registration to the Dataroom server and your Password 16 Configure Server Brainloop Server URL f https my brainloop net Authentication Usermame amp Password SAML Username john do
9. 40 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 4 4 2 Reset the Do not ask me again Option for Sending Attachments as Real Attachments You can reset the attachment handling behavior you defined through the Do not ask me again option Open Microsoft Outlook Click the Dataroom button and select Settings The Change Settings dialog window is displayed YS as follows 1 2 Open the Home tab 3 4 5 In the pane on the left side click Attachments E Change Settings Change the settings for attachment handling Attachment Options Convert e mail attachments into links E On e mail send lihen sending an e mail wih attachments fram outside Outlook e g fram lingbes Explorer fhe Add Attachments dialog window is displayed where you can define further aptans On send from other Brainloop Secure Connector applications khen sending a Dafzroom document from Excel Word or PowerPoint the attachment is removed automatically and replaced by a thar E On attachment add khen you manually add an aftachment fo tbe e mail wa Copy and Paste fhe Add Attachments dialog window is displayed where you can define further E Auto upload documents and insert links Actvate ihis opion fo upload a document automatically to your fast used Dataroom folder and fo insert a fink in the e manl af fhe cursor positon Page 41 of 53 brainloop Brainlo
10. Deutschland waw brainloop de Amtsgericht M nchen HRB 131804 Vorstand Bernhard Wobker Markus Seyfried Johannes Hertz Vorsitzender des Aufsichtsrats Hans Strack Zimmermann 3 The document is now downloaded from the Dataroom and your permissions are checked If you do not have Edit permissions you are asked whether you want to request the required permissions from the document owner 4 Answer the prompt Do you want to request the required permissions from name of user with Yes Page 49 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 7 3 Garant Edit Permissions for a Microsoft Office Document by E Mail As the document owner you now receive an e mail with the subject Permissions requested for name of document and you can decide whether or not you want to allow the recipient to edit that document 1 Open the Permissions requested for e mail in your Outlook inbox 2 To give the recipient the required permissions click the Click here to grant the permissions link at the bottom of this e mail Permissions requested for name xlsx BOA Testuser Mon 27 05 2013 10 12 Permissions requested name xlsx in Non Visible Users Boa Test User boatestuser brainloop com could not open the document you sent and has therefore requested the required permissions Click here to grant the permissions Brainloop Secure Dataroom Service If you are new to t
11. n Aktionen Nachverfolgung r r R7 L schen Antworten QuickSteps r Verschieben Kategorien a Bearbeiten Zoom Gesendet Mo 20 05 2013 17 2 Betreff Gesch tzte Nachricht brainloop Sie haben eine neue Nachricht erhalten Brainloop Secure Dataroom Service Online Hilfe zum Brainloop Secure Dataroom Service erhalten Sie hier Page 37 of 53 Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide brainloop 10 Click the Protected Message link You are directed to a landing page on which you can read the message text 11 If adocument was attached to that e mail click Open to open the document directly or click View in location to log in to the corresponding Dataroom This confidential document has been shared with brainloop 1 documents attached This page will expire on Monday 06 05 2013 10 49 AM RN BDRS 8 20 025 en pdf gt View in Dataroom This document contains confidential information that may not be freely distributed modified or copied Shared by on Tuesday 16 04 2013 10 49 AM m Please review the attached document Dear Test User Kindly review the attached document Please click the document link to open the document in your Secure Dataroom RN BDRS 8 20 025 en pdf Thank you very much in advance John Doe Manager Technical Documentation Page 38 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guid
12. the Brainloop Secure Dataroom Service via your web browser proceed as follows 1 Right click a document in the list and select Open in Web Browser i ipient 65 Opti mess O Navigate up Th blmobile admin manual DE pdf blmobile user manual DE odf n Web Browser Open Brainmark Delete Rename Paste You are directed to the login page of the Brainloop Secure Dataroom Service Enter your username and password and click Login If the Dataroom is PIN protected enter the PIN you received by e mail or by SMS and click OK a e SN You are directed to the document with its Details window open a Logout gt Help gt Support Brainloop Dataroom Go gt Manager gt 116 members brainloop Folders External PDF Select Multiple Items TE bimobile admin manual DE pdf 16 05 2013 2 blmobile user manual DE pdf gt Send Securely gt Update gt Open Brainmark External PDF Page 14 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 10 Open a Document in its Original Format To open a document in its original format directly through the Brainloop Secure Connector for Microsoft Outlook proceed as follows 1 Right click a document in the list and select Open Brainloop Secure Mail Assistant TX a a Navigate Up 7 bIlmobile admin manual DE pdf Pa blmobile user mante Do oo Open in Web Browser Oo
13. to Browse E Do not ask me again OK 9 For details on how to use the Do not ask me again option proceed to the next chapter 10 Click OK The attachment is inserted into the e mail as a real attachment 11 Click Send to send the e mail and its attachment Page 39 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 4 4 1 Use Do not ask me again for Sending Local Documents as Real Attachments not recommended To send local attachments added to an e mail as real attachments automatically without being asked anymore proceed as follows Please keep in mind that this method is insecure 1 Inthe Add Attachments dialog window activate the Keep attachments with e mail option 2 Then activate the Do not ask me again option 67 Add Attachments Note Sending an attachment via e mail is unsecure We recommend that you insert a document link and store the document to a Dataroom which is more secure What do you want to do 5 Save attachments in Dataroom Insert link into e mail after document upload Save file to Browse Y Do not ask me again OK 3 Click OK and send your e mail as usual 4 The next time you open an e mail and add local attachments to it those files are added as real attachments automatically The Add Attachments dialog window is no longer displayed 5 To reset this attachment handling behavior proceed to the next chapter Page
14. Include Tags 3 Le Subject Please review the attached document Dear Test User I UG BL Secure Connector for MS Office 4 0 Kindly review the attached document Please click the document links to open the document in your Secure Dataroom Thank you very much in advance John Doe Manager Technical Documentation Brainloop AG T 49 89 444 6990 Franziskanerstra e 14 M 49 151 123 456 78 rainloop E mail Status vx Security Level A Medium Externals Document Format 8 Brainmark Validuntl 18 06 2013 Reminder Protected No Dataroom 8 Brainloop Dataroom Links 1 11 Click Send to send the e mail including the document link To protect the message so that recipients can only read the e mail in their secure Dataroom see chapter Send and Read a Protected E Mail page 36 Note If you are adding a document link to plain text e mails a link similar to the 1 following is placed into the e mail and converted to a hyperlink when the e mail is sent Brainloop link_please_do_not_edit_ 1234567 Page 30 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 4 2 Send Local Documents Securely and Save them in a Dataroom To send a document securely that is stored locally on your hard drive for example through the Brainloop Secure Connector for Microsoft Outlook and save that document in a Dataroom proceed as follows
15. K n Brainmark Delete Rename Paste 2 The document is opened directly in the corresponding application 3 If in the General Settings the Ask me where to save each file before downloading option is enabled you must save the document to a local path first Once you have clicked Save the document is opened in the corresponding application Page 15 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 11 Open a Document in Brainmark Format To open a document in Brainmark format directly through the Brainloop Secure Connector for Microsoft Outlook proceed as follows 1 Right click a document in the list and select Open Brainmark Brainloop Secure Mail Assistant YX Datamom naeg a Navigate Up T DE Getting started _with the new_User_l TE Manual Brainloop Send To 2 02 018 DE pdf Manual Brainloop Send To 2 02 018 EN pdf P UM BDRS 8 20 nm eat d Open in Web Browser Open k Delete Rename Paste 2 The document is opened directly in the corresponding application 3 If in the General Settings the Ask me where to save each file before downloading option is enabled you must save the document to a local path first Once you have clicked Save the Brainmark document is opened in the corresponding application Page 16 of 53 Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 12 brainloop
16. Microsoft Office documents directly from the Secure Connector The recipient receives an e mail with a secure document link including an Edit action and can edit the document directly by clicking that link While the document is downloaded the recipient s permissions are checked If the recipient does not have the necessary permissions they are prompted to request them by e mail The owner can then approve this request and grant the necessary permissions simply by responding to the e mail request Tip You can also send a Microsoft Office document by secure mail directly from e within Excel Word or PowerPoint respectively For further information please l refer to our User Guides for the Brainloop Secure Connector for Microsoft Excel Microsoft Word and Microsoft PowerPoint 7 1 Send a Microsoft Office Document by E Mail 1 Open Microsoft Excel Word or PowerPoint Create your document Save the new document to your Dataroom Open Microsoft Outlook and open a new e mail Enter the recipients a subject and your message text as usual Sk S Se m Attach the document as a secure document link Page 47 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide Number Message HTML E X a B i SiO a jF File Message Insert Options Format Text Review OutlookSpy A y Cut 2 is ia ws f Ei Follow Up Q NG Calibri Bod 11 A A 3 S Ba Copy ae High Import
17. Microsoft Office Document by E Mail 49 7 3 Grant Edit Permissions for a Microsoft Office Document by E Mail us 22200 50 7 4 Edit a Microsoft Office Document after Permissions were Granted by E Mail 51 KNOWN RESICUONS sscicce sect ee ae een ee ie ee 52 Appendix Document revision NISIOIY nunn en ee 53 Page 3 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 1 Welcome to the Brainloop Secure Connector for Microsoft Outlook The Brainloop Secure Connector is a client based software program that seamlessly integrates Microsoft Outlook with the Brainloop Secure Dataroom The service provided by the Brainloop Secure Connector for Microsoft Outlook goes far beyond a very comfortable way of sending e mails and e mail attachments securely It allows the user to navigate in upload to and download from a Dataroom Page 4 of 53 prainloon Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 2 Using the Brainloop Secure Connector for Microsoft Outlook for the First Time 2 1 Getting Started Once the Brainloop Secure Connector for Microsoft Outlook has been installed on your computer the application is available right within your Microsoft Outlook inbox When you open Microsoft Outlook after the first installation of the Brainloop Secure Connector a Welcome to e mail is displayed which leads you t
18. Please note that you can only invite new users to a Dataroom group if you have the necessary permissions for the Dataroom 3 2 2 3 Refresh List of Dataroom Groups and Users You can refresh the current list of Dataroom groups and users in the Brainloop Secure Mail Assistant To do so click OH Page 21 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 3 Functions in the Security Options Tab 3 2 3 1 General Information The Security Options tab shows the security settings that are applied to your e mail and the attachments being sent as secure links These settings are taken from your Dataroom s settings and may only be changed to some extent ag J e ols Please review the attached document Message HTML gt x File Message Insert Options Format Text Review Adobe PDF a d Cut a e _ ac Al Follow Up NG B a eae iA A IY j Z ajs we U SU Z 23 Copy l High Importance Dataroom Protect Paste BZ UI A Address Check Attach Attach Signature aa a Book Names File Item z Low Importance s Message v y Format Painter Brainloop Clipboard Basic Text Names Include Tags a Zoom To Gia Bec Subject Please review the attached document Navigate Up 0 IG BL Secure Connector for MS Office 4 0 FE UG BL Secure Connector for MS Office 4 0 Dear Test User Kindly review the attached docume
19. Zoom Message v 7 Format Painter Bl fare Book Names File Item v Low Importance Brainloop Clipboard P Basic Text u Names Bi Include Tags Zoom Brainloop Secure Mail Assistant 0 W Dataroom Recipients 0 Security Options rir Aaa a u https my brainloop net Send Er Bcc Subject u https my brainloop info Page 10 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 Functions in the Dataroom Tab 3 2 1 1 Navigate Datarooms and Their Contents The Dataroom tab shows different Datarooms Dataroom folders or contents of Dataroom folders It is used to navigate a Dataroom to select a document that is to be sent as a secure link for example At the top level of the Dataroom tab the Dataroom servers are shown Brainloop Secure Mail Assistant O https my brainloop net u https my brainloop info Note The list of files in the Dataroom view is cached for seven days To refresh 1 the current Dataroom view in the Brainloop Secure Connector and to remove all items from the local cache click 8 Double click a server URL to display the Datarooms installed on that Dataroom server Brainloop Secure Mail Assistant YX O Navigate Up 01 My Secure Courier 02 Demo Adobe _IRM_Expiration based 03 My Test Dataroom Double click a Dataroom to show its fo
20. a Dataroom for a specific Item 2204400s022ennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennennnn 12 3 2 1 6 View Recently Opened Folders ccccccccsssseceeeceessececceeeeeceeeceueeeeeeseaeeesesseegeeeessaeaass 12 32 1 7 RetreshDataroOm GOMemMS aan ann 13 3 2 1 8 Open the Current Folder in Tree View ccccccccccsssseeeecceeseeeeeceeeeeeeeeseeeeeeeessaaseeeessseaess 13 3 2 1 9 Opena Document in the Web Browser ccccccccceeeceeeeseeeeeeeeeeeeeeeseceeeeesseeeaeeeeeeeeesaaas 14 3 2 1 10 Open a Document in its Original FOrMat cccccceeesesseeeeeeeeeeeeeeeeeeeeeeeeeeesaeeseeeeeeeeeeeaas 15 3 2 1 11 Open a Document in Brainmark Format cccccseeeeeeeeeaeeeeeeeeeeeeeeeeeeeaeaeeeeeeeaaaeeeeeesaaees 16 3 2 1 12 Delete a Document from a Dataroom ccccceccccceececseeeceeeeeecaeeeeseeeeeseueessaeeessaeeesaeeeesees 17 3 2 1 13 Rename a Dataroom Document cece ceecccceeceeeeeeeeseeeeeeeeceseeeeeseueessaueessaeeessaeeessneeesaes 18 3 2 1 14 Upload a Document from the Clipboard into a DatarOOM ccccecccceeeeeseeeeeeeeeeseeeeeeaes 19 3 2 2 Functions in the Recipients Tab ccccccsssccccsseeeeeseeseeeceeeeeeeseeseeessaeeeessaeeesseeeeeessneeeens 20 3 2 2 1 Add Dataroom User Groups or Dataroom Users to an E Mail u 0u000240 een 20 3 2 2 2 Invite New Users to the Dataroom 22220002222000snennneennnnnnennnnnnnnnnnnnnnnnnnnnennnnnnennnnnn
21. ance Dataroom Protect Paste ab Address Check Attach Attach Signature v Message lt J Format Painter BiruU z A Low Importance Brainloop Clipboard Basic Text F ne Zoom sali Book Names File Item Names Include Tags amp Zoom Subject Please give me a number name xlsx Brainloop AG Franziskanerstra e 14 81669 M nchen Deutschland www brainloop de Amtsgericht M nchen HRB 131804 Vorstand Bernhard W bker Markus Seyfried Johannes Hertz Vorsitzender des Aufsichtsrats Hans Strack Zimmermann Brainloop E mail Status Security Level Maximum Dataroom members Document Format Validuntl Reminder Dataroom Jf Non Visible Users Links 1 7 Click Send to send the e mail and its document link Page 48 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 7 2 Ask for Edit Permissions for a Microsoft Office Document by E Mail As a recipient you now receive an e mail with a secure document link including the Edit action 1 Open this e mail in your Outlook inbox 2 Click the Edit link which you find in parentheses behind the document name Number Sent Mon 5 27 2013 10 10 AM To BOA Testuser The e mail uses the secure document delivery of Brainloop Secure Dotaroom Service The inks expire on Never leaca give me 4 qumber name xlsx Edit Brainloop AG Franziskanerstrabe 14 81669 M nchen
22. de 9 Appendix Document revision history First release for the Brainloop Secure Connector for ne SLSanlan Ena Microsoft Outlook Version 4 3 Added a new restriction for sending e mails Currently 1 1 14 October 2014 you cannot send an e mail containing embedded pictures as a protected message Update to version 4 5 Added a new restriction regarding the installation of 1 3 12 October 2015 l l l l Brainloop Secure Connector with Microsoft Office 2007 see page 52 Page 53 of 53
23. e 4 4 Send Local Documents as Real Attachments not recommended With the Brainloop Secure Connector for Microsoft Outlook you may also send attachments as real attachments that are not replaced by secure links However please note that this method is not recommended as it is insecure 1 Open Microsoft Outlook 2 Click the New E Mail button in the Home ribbon or press Ctrl N to create a new e mail message 3 Enter the recipients manually or open the Recipients tab in the Brainloop Secure Mail Assistant pane to the right of the e mail Select a Dataroom from the list to load its user groups and users Then double click the corresponding Dataroom user groups or Dataroom users to add them to the To field 4 Enter a subject and your message text as usual 5 Position the cursor where you want to add an attachment 6 Open the Windows Explorer navigate to the document s location and drag and drop it to the al cursor s position To add the document you can also click amp 7 Depending on your Brainloop Secure Connector configuration the Add Attachments dialog window is opened 8 Activate the Keep attachments with e mail option 5 Add Attachments Note Sending an attachment via e mail is unsecure We recommend that you insert a document link and store the document to a Dataroom which is more secure What do you want to do 5 Save attachments in Dataroom Insert link into e mail after document upload Save file
24. e sample com Password b To authenticate with your Dataroom certificate proceed as follows e Open the Certificate tab Click the Select Certificate button and select the appropriate certificate from the list Certificate details are then shown in the respective fields gt Configure Server Brainloop Server URL https my brainloop net Cerificate ls CN Brainloop AG DC brainloop DC com Subject Jebrainloop com CN I OU Product Manage Page 6 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide c To authenticate with your SAML login proceed as follows e Open the SAML tab Enter your Username your e mail address you defined during your first registration to the Dataroom server E Configure Server Brainloop Server URL f https my brainloop net SAME 4 Click OK to save your settings 5 Once the connection to the given Dataroom server has been established a corresponding message Is displayed Click OK to confirm this message The Change Settings dialog window is displayed with the Servers pane open by default You can now add further Dataroom servers oo ee e If this is not required click OK to close this dialog window 10 Back in the Welcome e mail you see a list of your Datarooms in the Browse tab Page 7 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 The Brainloop S
25. ecure Mail Assistant Pane and its Functions 3 1 Open the Brainloop Secure Mail Assistant Pane in an E Mail To open the Brainloop Secure Mail Assistant pane to the right of an e mail proceed as follows 1 Open Microsoft Outlook 2 Click the New E Mail button 3 Inthe e mail click the Dataroom button and select Open the Brainloop Secure Mail Assistant Message Insert Options Format Text Rewiew AC 4 Ill W lih lilt Upload files to a secure Dataroom and add links to Dataroom items to an e mail Settings Change the default e mail upload and download behavior attachment handling and collaboration settings Open the Brainloop Secure Mail Assistant Help I Click here to download our latest user quide for Brainloop Secure Connector for Microsoft Office 4 The pane is then shown to the right of the e mail Page 8 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide u usoari Untitled Message HTML Message Insert Options Format Text Review Developer Adobe PDF C t i F ll 23 Copy High Importance Dataroom Protect Paste Address Check Attach Attach Signature kd Message kd F Format Painter B I U E A a 3 Book Names File Item r m kd 4 Low Importance Brainloop Clipboard x Basic Text U https my brainloop net E https my brainloop info Tip If you activate the Always show the Brainloop Secure Mail Assis
26. he Add Attachments dialog window activate the Save attachments in Dataroom and Insert link into e mail after document upload options Select a Dataroom folder to which the attachments are to be saved Then activate the Do not ask me again option 5 Add Attachments Note Sending an attachment via e mail is unsecure We recommend that you insert a document link and store the document to a Dataroom which is more secure What do you want to do 8 Save attachments in Dataroom E Insert link into e mail after document upload Save file to W PDFs Browse Keep attachments with e mail Do not ask me again Click OK and send your e mail as usual The next time you open an e mail and add local attachments to that it those files are uploaded to the folder you defined in the Add Attachments dialog window and are inserted as secure links automatically The Add Attachments dialog window is no longer displayed To reset this attachment handling behavior proceed to the next chapter Page 33 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 4 2 2 Reset the Do not ask me again Option for Sending Local Documents Securely and Saving them in a Dataroom You can reset the attachment handling behavior you defined through the Do not ask me again option as follows 1 Open Microsoft Outlook Open the Home tab Click the Dataroom button and select Settings
27. he Brainloop Secure Dataroom Service you can get started with the Online Help here 3 Answer the prompt Are you sure you want to grant Edit permissions to name of user for the document with Yes Page 50 of 53 prainloop O Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 7 4 Edit a Microsoft Office Document after Permissions were Granted by E Mail As a recipient you now receive an e mail with the subject Permissions granted and you can open and edit that document directly from the Secure Connector 1 Open this e mail in your Outlook inbox 2 Click the Click here to open the document link at the bottom of this e mail name xlisx permissions granted Sent Mon 5 27 2013 10 13 AM BOA Testuser Permissions granted name xlisx in Non Visible Users You have been granted the permissions you requested Click to here to open the document Brainloop Secure Dataroom Service If you are new to the Brainloop Secure Dataroom Service you can get started with the Online Help here 3 The document is now opened in Microsoft Excel Word or PowerPoint where you can edit it directly Page 51 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 8 Known Restrictions Please read the below listed restrictions that apply to using the Brainloop Secure Connector for Microsoft Outlook Restrictions for adding secure document links You ma
28. hrough the first configuration steps required and through a test scenario for sending your first document link and uploading a local document into your Dataroom After the Welcome to e mail the following message may be displayed depending on your computer s configuration settings To disable the security warning that is shown when you try to open an attachment click Yes Click No if you want the message to be shown each time you open an attachment lf you want to permanently disable the Outlook attachment security warning answer this message with Yes To get familiar with the brand new Brainloop Secure Connector and to get some experience in sending document links and uploading local documents to your Datarooms follow the instructions in the Welcome to e mail hey id a 7 Welcome to the Brainloop Secure Connector for Microsoft Outlook Message HTML o o Message Insert Options Format Text Review Adobe PDF A Q N m a 2 B i gt FollowUpr amp NG Az E 3 2 29 l Z j High Importance Dataroom Protect Paste B Z U ab 5 5 Address Check Attach Attach Signature Message v Book Names File Item r Low Importance Brainloop Clipboard Basic Text Names Include Tags Zoom Brainloop Secure Mail Assistant vy x 0 W Dataroom Recipients o Security Options ee i Send Era Subject Welcome to the Brainloop Secure Connector for Microsoft Outlook Welcome to the Brainloop Secure E
29. inistration Back to Outbox Please review the attached document Sent by MS RN BDRS 8 20 025 en pdf pa File Size 230 29 KB Modified 08 04 2013 gt View More Details Message Dear Test User Kindly review the attached document Please click the document link to open the document in your Secure Dataroom RN BDRS 8 20 025 en pdf Page 45 of 53 brainloop e Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 5 Ifthe e mail contains more than one attachment the resulting documents can all be accessed individually through the message s details view Info Folders Wote Dataroom Reports Dataroom Administration Back to Outbox Please review the attached documents gt 1 Recipients w es MEE RN BDRS 8 20 025 en pdf File Size 230 29 KB Modified 08 04 2013 I View More Details UM BDRS 8 20 en pdf File Size 6 05 MB Modified Today 1 47 PM 1 View More Details Message Dear Test User Kindly review the attached documents Please click the document links to open the documents in your Secure Dataroam RN BDRS 8 20 025 en pdf UM BDRS 8 20 en pdf Page 46 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 7 Collaborate on Microsoft Office Documents through the Brainloop Secure Connector for Microsoft Outlook You can start a collaboration process with other Dataroom members asking them to edit
30. ipients in e mails with document links that were sent as external links activate the Show recipients in e mail when sending document links to externals option Brainloop Secure Mail Assistant x Security Options Security Level High Extemals with onetime PIN via e mail Select the security level that must be observed when sending links to Dataroom items in e mails Document Format Select the format in which the recipients are allowed to download the document Valid until 22 06 2013 Er Define the date up to which an external link is valid Once this date has expired recipients can no longer open the document through the link Add reminder 03 06 2013 14 35 lal Select a date to remind recipients to view the item Page 26 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 3 Change the Default Dataroom for Protected Messages To change the default Dataroom to which your protected messages are transferred click the Browse button below Transfer protected messages to this Dataroom text Brainloop Secure Mail Assistant X Security Level Select the security level that must be observed when sending links to Dataroom items in e mails Valid until 02 07 2013 Define the date up to which an external link is valid Once this date has expired recipients can no longer open the document through the link Transfer protected messages to this Dataroom
31. lders Double click a folder to show its contents To jump back to the previous level double click Navigate Up Tip You can also navigate your Datarooms and their contents by clicking in the top right corner of the Dataroom tab Page 11 of 53 srainloo Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 2 Upload a Local Document to a Dataroom To upload a local document to one of your Datarooms select the desired Dataroom folder and al click E For more details see chapter Send Local Documents and Upload them into a Brainloop Dataroom page 31 3 2 1 3 Send a Secure Link to a Dataroom Item To insert a secure document link in your e mail select the desired document from your Dataroom folder and click SA For more details see chapter Send Documents Securely Using the Brainloop Secure Connector pages 29ff 3 2 1 4 Create a new Folder in a Dataroom To create a new Dataroom folder directly from within the Secure Connector click m Enter the name of the folder into the Name field As an option you can enter a folder description into the Description field Click OK to save the new folder 3 2 1 5 Search a Dataroom for a specific Item To search a Dataroom for a specific item e g a document click and enter your keyword Click Go to start the search 3 2 1 6 View Recently Opened Folders To navigate quickly to your last opened folders click Your last opened Dataroom folder
32. m o WN The Change Settings dialog window is displayed YS 5 Inthe pane on the left side click Attachments 5 Change Settings LF General Convert email attachments into links NS On e mail send l hen sending an e mail wih attachments from outside Outlook eg from Attachments Iindows Explorer the dod Attachments dialog window is displayed where NS Change the settings for attachment handling Attachment Options On send from other Brainloop Secure Connector applications khen sending a document fram Excel bord ar PowerPoint fhe atechment is removed automatically and replaced by a fink On attachment add khen you manually add an aftachment fo the e mail wa Copy and Paste the Add Attachments dialog window is displayed where you can define further Auto upload documents and insert links Actvate ihis opion fo upload a document automatically to your fast used folder and fo insert a link in fhe e mail af fhe cursor positon Page 34 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 6 Deactivate the Auto upload documents and insert links option at the bottom of this dialog window 7 Make sure that the On attachment add option is activated 5 Change Settings ie General YS Attachments 8 Click OK Y Change the settings for attachment handling Attachment Options Convert e mail attachments into links E On e mail send khen sendi
33. nennenn 20 3 2 2 3 Refresh List of Dataroom Groups and Users uusunssssnsssnnnennnnnnnnnnnnnnnnnnnnnnne nennen 21 3 2 3 Functions in the Security Options Tab ccccccccccsseseeeeeeeeeeeeeeeeeeeeeeeessaeaeeeeeeeeseseuaaaesss 22 323 General MOM ALON seen a en na na Tan are re ROTAR 22 3 2 3 2 Change the Security Level ueesssssnensssnnsnnnnnennennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnn 23 3 2 3 3 Change the Document FOrmai cccccccccccccsssseceeeeeeseeeeeecaeeeeeeesseseeeeeesaeaeseseesaeaeeeesesaaess 23 3 2 3 4 Change the Date until which an External Link is valid ccceeeeeeceeeeeeeeeeeeeeeeeeeeeeaaesess 24 3235 Adda Reminder Dal iyi ge ose tcioeencbawedewct een 25 3 2 3 6 Show Recipients in an E Mail with Attachments sent to Externals ccseeseeeeeeeeees 26 3 2 3 7 Change the Default Dataroom for Protected Messages ceccceeeeeeeeeeeeeeeeeeeeeeeeneaees 27 3 3 Always show the Brainloop Secure Mail Assistant when creating a new e mail Option 28 Page 2 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 4 Send Documents Securely Using the Brainloop Secure Connector cccccessseeeeeeeeeneees 29 4 1 Send Documents that are Located in a DatarOOM cccccceceeeeceeeeeeeeeeeeeeeaeeseeeeeeeeeenaas 29 4 2 send Local Documents Securely and Save them in a Dataroom uu n nennen 31 4 2 1 Use
34. ng an emai wih attachments from outside Cutiook e g from ltingowes Explorer fhe Add Attachments dialog window ss displayed where you can define further opona W On send from other Brainloop Secure Connector applications hen sending a D document fram Excel Word or PowerPoint fhe attachment is ened automatically and replaced by a fink On attachment add kehen you manually add an affachment fo the e mail wa Copy and Paste the Add Attachments dialog window is displayed where you can deine further opon E Auto upload documents and insert links Achvate firs opion fo upload a document automatically to your fast used folder and fo insert a link in fhe e mail af the cursor position With these settings the Add Attachments dialog window is displayed again when adding a local attachment to an e mail Page 35 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 4 3 Send and Read a Protected Message You can protect a message so that recipients can only read the e mail in their secure Dataroom Recipients then receive an e mail with the subject Protected Message You can send a protected message directly from the Message ribbon in an open e mail by clicking the new Protect Message button In addition you can define a default Dataroom into which all protected messages are transferred 1 Open Microsoft Outlook 2 Click the New E Mail button in the Home ribbon o
35. nt Please click the document links to open the document in your Secure Dataroom UG BL Secure Connector for MS Office 4 0 en pdf Thank you very much in advance John Doe Manager Technical Documentation Brainloop AG T 49 89 444 699 0 Franziskanerstra e 14 M 49 151 123 456 78 81669 Munich john doe brainloop com Germany www brainloop com Amtsaericht M nchen HRB 131804 The applied security settings are also shown in the bottom status bar of your e 1 mail You can verify and adjust these settings by clicking the status bar The Security Options tab is then opened if not opened yet Page 22 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 3 2 Change the Security Level When sending a secure document link to externals the least secure security level is suggested by default If in the General Settings the Prefer the Maximum Dataroom members security level when sending e mails to Dataroom members setting is activated the most secure security level is suggested by default when sending secure document links to Dataroom members To change the security level that is applied to the sent document link open the Security Level drop down list and select one of the offered security levels Brainloop Secure Mail Assistant YX Wl Dateroom 23 Recipients 9 Security Level High Extemals with onetime FIN via e mail Maximum Dataroom members
36. nts conveniently and quickly to your Dataroom and send those documents securely as document links The proceeding is the same as described in chapter Send Local Documents Securely and Save them in a Dataroom page 31 Inthe Add Attachments dialog window make sure that the Save attachments in Dataroom and Insert link into e mail after document upload options are activated Page 43 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 5 2 Save Documents to a Dataroom and Insert Secure Links Automatically Your system administrator can configure that local documents that are attached to an e mail are saved in a Dataroom and are replaced by a secure document link these two actions being executed automatically With this setting activated in your Brainloop Secure Connector the document you attach to an e mail is saved automatically to your last used Dataroom folder and is replaced by a secure link in the e mail which is inserted at the cursor position The upload of the document to a Dataroom folder is done in the background Please note that uploading a large document and inserting a secure document link in the e mail can take several minutes Look at the Uploading progress bar at the bottom of the Brainloop Secure Mail Assistant pane and do not abort that process Once the upload is complete a message text is displayed on top of the Dataroom tab Brainloop Secure Mail Assistant Brainl
37. oop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 2 Functions in the Recipients Tab 3 2 2 1 Add Dataroom User Groups or Dataroom Users to an E Mail The Recipients tab shows the user groups and users that belong to the selected Dataroom Brainloop Secure Mail Assistant TX 5 8 Brainloop Dataroom aa Admin sa Aufsichtsrat a Development a DR_ADMINS fa Finance we Marketing aa Services ar QualityManagement sa Sales a Management ia OfficeManagement Double click a user group or an individual Dataroom user in that list to add them to the e mail s To and Cc fields or drag and drop it to the To and Cc fields i Please note that you cannot send Bcc e mails with the Brainloop Secure Connector 3 2 2 2 Invite New Users to the Dataroom Depending on your permissions you can invite new users to a group in the selected Dataroom Click the amp button and enter the e mail addresses of the users you want to invite enter amessage to the new users and select the correct Dataroom group Click OK to send the invitation Page 20 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 5 Invite Users to a Dataroom Group I a p i tij Add the e mail addresses of the users you want to invite into 01_my brainloop info and then select the corresponding Dataroom group Enter email address R E m Fj
38. oop Secure Mail Assistant amp Le a a Navigate Up Upload complete H IG BL Secure Connector for MS Office 4 0 UM BDRS 8 20 en pdf 7 UG BL Secure Connector for MS Office 4 0 i Navigate Up 7 IG BL Secure Connector for MS Office 4 0 TEUG BL Secure Connector for MS Office 4 0 TE UM BDRS 8 20 en pdf Uploading 1 document s UM BDRS 8 2 Page 44 of 53 brainloon Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 6 Track Document Delivery in the Dataroom You can track whether recipients have opened a document you sent as a secure link through the Brainloop Secure Connector in your Dataroom s Messages Outbox 1 Log onto your Dataroom 2 Open the Messages tab and here open your Outbox 3 Your message is shown in the list and is assigned a status so you can see at a glance whether the related document has been accessed by all the recipients ZZ _ p Info Folders WOCE pE Dataroom Re orts Dataroom Administration Bssages I PA Outbox Containing Sent Subject Recipients Dueon Status Yesterday 10 49AM P Please review the attached document In Progress 4 If there is more than one recipient and not all of them have accessed the document you can check the status for each recipient in the message detail view Click the message in the list to open that view Info Folders WOCHE pE Dataroom Reports Dataroom Adm
39. op Secure Connector for Microsoft Outlook Version 4 5 User Guide 6 Reactivate the On attachment add option 5 Change Settings Change the settings for attachment handling Attachment Options Convert e mail attachments into links E On e mail send khen sending an e mail wih attachments fram outside Outlook e g from lingbes Explorer fhe Ado Attachments dialog window is displayed where On send from other Brainloop Secure Connector applications khen sending 3 document fram Excel bord or PowerPoint fhe attachment is removed automatically and replaced by a frat 7 On attachment add khen you manually add an afecAment fo tbe e maill wa Copy and Paste fhe Add Attachments dialog window is displayed where you can detine further aptons E Auto upload documents and insert links Actvate ihis opion fo upload a document automatically to your fast used folder and fo insert a dlink in fhe e mail af the cursor positon 7 Click OK With these settings the Add Attachments dialog window is displayed again when adding a local attachment to an e mail Page 42 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 5 Save Documents through the Brainloop Secure Connector Documents to a Brainloop Dataroom 5 1 Save Documents to a Dataroom Manually and Insert Secure Links With the Brainloop Secure Connector for Microsoft Outlook you can upload any of your local docume
40. open the Recipients tab in the Brainloop Secure Mail Assistant pane to the right of the e mail Select a Dataroom from the list to load its user groups and users Then double click the corresponding Dataroom user groups or Dataroom users to add them to the To field Enter a subject and your message text as usual Position the cursor where you want to add the document link Open the Dataroom tab in the Brainloop Secure Mail Assistant pane to the right of the e mail Navigate to the document s you want to insert into your e mail To add a document to an e mail double click it or drag and drop it to the cursor s position To add the document you can also click zu The document is inserted into the e mail as a secure link Page 29 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 10 As an option you can verify the applied Dataroom security settings by clicking the e mail s bottom status bar For details see Functions in the Security Options Tab pages 22ff oe ajs Please review the attached document Message HTML x File Message Insert Options Format Text Review Adobe PDF a O N B Cut lang sis we So 9 Follow Up 10 i i 4 3 I J d Ba Copy C High Importance Dataroom Protect Paste i f E gt Address Check Attach Attach Signature Y Message K y Format Painter 2 y Book Names File Item r 4 Low Importance Brainloop Clipboard F Basic Text Names
41. r press Ctrl N to create a new e mail message 3 Enter the recipients a subject and your message text as usual 4 If applicable add an attachment to your e mail 5 Click the Protect Message button S l The button is highlighted once the protection is activated 6 Ifyou have not yet defined a default Dataroom to which the protected message is to be transferred to you are asked to do so now The Select a Dataroom dialog window is displayed i Navigate Up W TESTING Brainloop protects confidential files and automati __ 01_my brainloop info E 03_Doc_Coll_Tests E 04_BL_Mobile 08 Brainloop Dataroom W EOLAS Test Datenraum Job Applicant Management W Sales Kickoff Page 36 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 7 Select a Dataroom and click OK Your selection is saved in the Security Options where it can be changed at any time see Change the Default Dataroom for Protected Messages page 27 8 Click Send to send the protected e mail 9 As a recipient you receive an e mail with the subject Protected Message 44 I y e aj Gesch tzte Nachricht Nachricht HTML Nachricht Adobe PDF i gt Ignorieren x i a P _new customers 4 fe Regeln A Als ungelesen markieren at 3a LS _status r NI OneNote 7 Kategorisieren E Mail L schen Antworten Allen Weiterleiten X Verschieben bersetzen Zoom amp Junk E Mail ee T 23 _BSync z
42. s are shown in a list Brainloop Secure Mail Assistant TX Back B DOKUMENTE 10 Delivery Normal To delete a folder from that list click Fij This will not delete the folder from the Dataroom Page 12 of 53 prainloon Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 7 Refresh Dataroom Contents Since the local cache is saved for seven days we recommend you refresh the Dataroom view on a regular basis To refresh the current Dataroom view in the Brainloop Secure Connector and to remove all items from the local cache click OH 3 2 1 8 Open the Current Folder in Tree View To navigate a Dataroom or a Dataroom folder in tree view click fe B select Folder Select a folder https roy brainloop net W My Secure_Courier 88 02 Demo Adobe IRM_Expiration based BOS My Test_Dataroom W BEDAS Online Help Project eolas Brainloop W Brainloop Lokalisierung W Brainloop Software Releases D Brainloop Support i Test Dataroom Translation Claudia i a https try brainloop info E E H E Fa P Navigate the tree view by clicking the name of a Dataroom or Dataroom folder Click OK to return to the Brainloop Secure Mail Assistant pane which shows the selected folder in the Dataroom tab Page 13 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 9 Open a Document in the Web Browser To open a document in
43. tant when creating a new e mail option in the Settings the Brainloop Secure Mail 1 Assistant is always displayed when you create a new e mail See Always show the Brainloop Secure Mail Assistant when creating a new e mail page 28 Page 9 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 Tabs available in the Brainloop Secure Mail Assistant Pane The Brainloop Secure Mail Assistant is divided into the three following tabs The Dataroom tab The Dataroom tab is used to navigate your Datarooms and Dataroom folders and to select documents for sending as secure links See Functions in the Dataroom Tab pages 11ff The Recipients tab The Recipients tab is used to view the Dataroom members of a given Datarooms who can then be added to the e mails recipients via drag and drop See Functions in the Recipients Tab page 20 The Security Options tab The Security Options tab can be used to verify and if applicable change the security options for sending a document as a secure link See Functions in the Security Options Tab pages 22ff la 9 U F Untitled Message HTML e File Message Insert Options Format Text Review Adobe PDF A Q t e i a fl gt gt Follow Up r C NG B i Calibri Bohr 11 A A a aah jsi we l pY A r p 23 Cop High Importance Dataroom Protect Paste BI U A EEiEE3E Address Check Attach Attach Signature
44. to open the document in your Secure Dataroog SX VE Thank you very much in advance l ob m A a 7 Depending on your Brainloop Secure Connector configuration the Add Attachments dialog window is opened Page 31 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 10 11 12 Add Attachments Ea Mote Sending an attachment via e mail is unsecure Ye recommend that you insert a document link and store the document to a Datarcom which is more secure YYhat do you want to da Store attachments in Dataroom Insert link into e mail after document upload Save file bo u o Keep attachments with e mail Do not ask me again Click the Browse button and select the Dataroom folder where you want to save the document For details on how to use the Do not ask me again option proceed to the next chapter Click OK The document is inserted into the e mail as a secure link and is uploaded to the selected Dataroom folder Click Send to send the e mail and the document linked to it Page 32 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Guide 4 2 1 Use Do not ask me again for Sending Local Documents Securely and Saving them in a Dataroom To replace local attachments added to an e mail by secure links and to save them in a Dataroom automatically without being asked anymore proceed as follows In t
45. ure Connector for Microsoft Outlook Version 4 5 User Guide 3 2 1 14 Upload a Document from the Clipboard into a Dataroom To upload a document from your clipboard into a Dataroom directly through the Brainloop Secure Connector for Microsoft Outlook proceed as follows 1 Copy the given document to your clipboard e g by right clicking the document in your Windows Explorer and selecting Copy or by selecting the document and pressing Ctrl C 2 Open an e mail in Microsoft Outlook and open the Brainloop Secure Mail Assistant pane 3 Navigate to the Dataroom folder into which you want to upload that document 4 Right click into the list of documents and select Paste files to name of folder Brainloop Secure Mail Assistant T x O Navigate Up T DE Getting started _with the new User l TE Manual Brainloop Send To 2 02 018 DE pdf Paste files to PDFs 5 The file is now uploaded into the given Dataroom folder The upload progress is shown in a progress bar the bottom of the pane CT Uploading 1 document z blmobile use 6 Once the upload is complete a corresponding message is shown on top of the document list Brainloop Secure Mail Assistant TX Upload complete blmobile user manual EN pdf O Navigate Up 7 bImobile user manual EN pdf TUDE Getting started with the new User l U Manual Brainloop Send To 2 02 018 DE pdf U Manual Brainloop Send To 2 02 018 EN pdf Page 19 of 53 brainl
46. y only add links to documents that are located on the same Dataroom server and in the same Dataroom You may only collaborate with Dataroom members on Microsoft Office documents You cannot send secure document links to externals The security level that is selected for a secure document link is generally applied to all the secure links in an e mail You cannot specify different security levels for multiple secure documents link in one e mail Restrictions for sending e mails You cannot send Bcc e mails with the Brainloop Secure Connector Currently you cannot send an e mail containing embedded pictures as a protected message Archiving of E mails in HTML Format no longer possible E mails can no longer be archived in a Dataroom as html files However they can be archived as msg files Blacklisting and Whitelisting of E Mail Addresses no longer available Blacklisting and whitelisting of e mail addresses for constraining the automatic triggering of Send Securely is on longer available Installation of Brainloop Secure Connector with Microsoft Office 2007 When installing the Brainloop Secure Connector for Microsoft Office 2007 the Office add ins are only enabled if the Brainloop Secure Connector is installed manually using the Advanced Mode option and the Installation Scope Install just for you Username Page 52 of 53 brainloop Brainloop Secure Connector for Microsoft Outlook Version 4 5 User Gui
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