Cryptshare for Outlook User Guide
Contents
1. V1 6 2 Message Insert Options Format Text Review CH nr Calibri Bod 7 11 Aa i aia 3 B Z U A Address Check Ati a Book Names F Il 4 i de Il iii Ill A u Y ul aa Copy Paste GV Format Painter Cryptshare Clipboard Basic Text x Names Actions for Cryptshare Attachments Ti hon Reais e thd E 105 MB of 2 097 MB used CE Subject Test File Transfer oY Add Remove Dear Mr Kess List of Cryptshare Attachments Please find attached a tex 100MB txt with a size of 100 MB Best regards Administrator A window will pop up and you can now define transfer options 3 3 Defining transfer options Please note that depending on the administrative settings some of the items described here may be pre set disabled or hidden on your workplace Also the layout of the transfer options screen is depending on the version of the Cryptshare Server you communicate with prior to V3 4 2 0 or V3 4 2 0 and higher Below both variants are described 3 3 1 Contents to be transferred encrypted You can select whether you want to transfer the complete message via Cryptshare or the file attachments only Cryptshare Transfer Cryptshare transfer Message options Please select which parts you want to transfer with Cryptshare Please select which parts you want to transfer with Cryptshare File attachments only Complete message Text and attachments if present D2. automatically 4 open Cryptshare Settings Corie Home Send Receive Folder View Addins McAfee Anti Spam 4 Ignore x i Se Settings FE Clean Up e a Transter Manager Er New New Delete Reply Reply Forward amp More E mail Items db Junk All a m New Delete Respond Cryptshare 5 and paste the verification code into the field Code using the Ctrl V keys 9 18 Cryptshars Making e mail better Cryptshare for Outlook User Guide V1 6 2 Contact information This information will be part ofthe notification to the recipient It will allow him or her to get intouch with you to request the password Yourname Matthias Kess Phone no 49 76138913160 Cryptshare Server Please specify the URL of the Cryptshare server you would like to use for transferring the files URL http bf te cs4o0 csapp Sample https cryptshare yourdomain com Connection is active Default transfer settings Show filenames in notifications I want to be informed about downloads in this language Veri jon token You will verification code to transfer files If you recieved it by email you can enter it here Code ca20393778 Request verification code Cryptshare for Outlook is now ready for use 10 18 4 5 Cryptshare for Outlook User Guide V1 6 2 Cryptshare Making e mail better 3 Sending files or messages encrypted via Cryptsh
3. even overload the e mail system over time Since very large amounts of data can be sent using Cryptshare for Outlook there are certain limits for the storage of attachments There is a warning threshold and an absolute upper limit for attachments to be stored that apply even when you decide to save the e mails along with the attachments If the total size of your message is above the threshold but still below the limit you will be notified and can decide whether or not you would like to keep the attachments in your message in sent items The name of the removed file attachments are shown in the message in order to ensure traceability If the total size of your message exceeds the limit the message will be filed in sent items without the attachments The names of the removed attachments will be shown in the message to keep a record 2 2 Verification Before using Cryptshare for Outlook the first time a verification of your e mail address needs to be performed This is necessary both for Exchange as well as POP3 and IMAP accounts There is an automatic and a manual verification process The way how the verification takes place is depending on the settings your administrator has made in this regard Please note that IMAP email accounts cannot be verified automatically due to the implementation of IMAP in MS Outlook 2 2 1 Automatic verification Automatic verification does not require any user interaction Please be aware thoug
4. Fae attachments only Password options Complete message Text and attachments if present E Use a password Transfer options Expiration date information 21 11 2013 Language of the recipients English y 7 Inform about downloads Password Confirmation Minimum password length 6 characters Options Show filenames in notifications Y Show filenames in notifications Y Inform about downloads Language of the recipients m ee Password options No password Generate password Enter password This function only offers minimal security Every reader of the notification e mail is ableto download a transfer without having to enter a password The available options depend on the transfer policy set up on your Cryptshare server If you select File attachments only the attachments will be detached from your message and handed over to the Cryptshare server Download information will be added to your message that can be used by the recipient to download the file s 12 18 4 J Cryptshare for Outlook User Guide V1 6 2 Cryptshare Making e mail better If you want to send the complete message encrypted a eml file will be created out of your message and will be sent together with the file attachments via Cryptshare In this case the recipient will only receive a standard notification that contains all information required to download the files and the
5. ansfer policy set up on your Cryptshare server am Notifications options when using a Cryptshare Server V3 4 2 0 or higher 3 4 Monitor transfers After clicking on Start transfer the Cryptshare Transfer Manager will open Here you can monitor the progress of your Cryptshare transfers Your message will remain in the Drafts folder while the files are being uploaded Afterwards the message will be put into the Sent folder 16 18 N Cryptshare for Outlook User Guide V1 6 2 ww Crypts are Making e mail better Cryptshare transfers Cryptshare Infos transfer started 13 08 42 Remove File 3 3 50 MB 275668 Bps Transfer is running E Close window when all transfers are complete You can close the transfer manage at any time manually or you can activate the option Close automatically if all transfers are completed Also you can click on Remove to remove a single entry from the list You can re open the transfer manager at any time by clicking on Transfer Manager in the Cryptshare ribbon in the Outlook main screen Home Send Receive Folder View Add Ins Za y Ignore x 7 gt I E Meeting gt Settings 23 Move 3 Clean Up r Transfer Manager a3 Team New New Delete Reply Reply Forward Bg ae E mail Items Junk All C Reply New Delete Respond Cryptshare 17 18 Cryptshare for Outlook User Guide V1 6 2 Crypt Making e mail be
6. are 3 1 Creating a message If you want to send files or a full message via Cryptshare first create a new e mail Within the e mail screen you can activate the mode Send with Cryptshare at any time Message Insert Options Py r TUF kef Ira Cryptshare Clipboard The Cryptshare sidebar will now open Using the Add button in the sidebar you can attach files that exceed the size limit that is set in MS Outlook MS Exchange Al I Is Message Insert Options Format Text Review A a Paste ker l 2 BI ul 4 ES r y Format rainter Fr Ze Cryptshare Clipboard m Basic Text Actions for Cryptshare Attachments MailTips could not be retrieved MB of 2 097 MB used Tow o d 5 m i Eii Send _________ r Subject O ma _ List of Cryptshare Attachments 100MB txt The Outlook button Attach file paperclip symbol is still active however you can only add files that do not exceed the size limit configured in MS Outlook MS Exchange using this button If you have already added files to your e mail or if you add more files using the Outlook standard methods button Attach file or drag amp drop these files will be moved over to the Cryptshare sidebar immediately 3 2 Sending a message When your message is ready to be sent just click on the Send button of your Outlook Client as usual 11 18 A Cryptshard Making e mail better Cryptshare for Outlook User Guide
7. d for transferring files which are too large for e mail but not confidential Generate password The system automatically generates a password that meets the qualitative requirements that the administrator has set for this combination of sender and recipient Important Please note the password or copy the password into the clipboard using the button next to the password field before you start the transfer If you do not remember the password for data you have provided the data cannot be downloaded and the password cannot be changed The data will be deleted from the system after the date of expiry Enter password 15 18 Cryptshare for Outlook User Guide V1 6 2 G ryptshare Making e mail better Enter a password of your choice The password needs to fulfil the qualitative requirements that the administrator has set Icons underneath the password entry field show you which requirements you still have to fulfil before the password is accepted You can use the button next to the password entry field to copy the password into the clipboard 3 3 4 Notification options 3 3 4 1 Language of the recipients You can select a language for the notification text to the recipient This should typically be the language that you write your e mail message in as a standard text in the selected language will be added to your message text to inform the recipient about how to retrieve the files 3 3 4 2 Inform about downloads If you acti
8. ed encrypted cccccccesceseeeeeceeceseeeeeeeesesseeeseeeeenees 12 222 Eprat Oder 13 Jor SelBassword opllonssnamee a u 14 3 3 4 NOUNCAIOMOPLIONS reihen 16 SA Monitor ransiers uue anasnkaaae 16 4 Retrieve files 18 Cryptshare for Outlook User Guide V1 6 2 Crypt Making e mail better 2 First time use After the plug in is installed on your workstation a few settings have to be made before you can start using the tool Your administrator has possibly made the majority of the settings already However you should check your name and phone number in the Cryptshare Settings in every case as this information is passed on to the recipient of your transfers Further it is necessary to perform a verification of your e mail address which typically takes place automatically Both processes are described in the following chapters 2 1 Cryptshare Settings In the Outlook base screen there is a button with which you can change the settings of Cryptshare for Outlook File Home Send Receive Folder View New New a Delete Reply Reply Forward ER E mail Items r 2 All 2 New Delete Respond Cryptshare Using this settings dialog you can enter your name and telephone number for the notification of the recipient define the settings for the connection to your Cryptshare server and the default behavior of the Cryptshare for Outlook plug in Please note that depending on administrative settings some of the option
9. h that automatic verification can only be performed with MS Exchange and POP3 E Mail accounts Please perform the following steps 1 Create a new E Mail Home Send Receive Folder View Add Ins McAfee Anti Spam yo Settings Transfer Manager Respond Cryptshare New Item Ctrl M D Create a new item There are no items to show in this view 5 18 Cryptshars Making e mail better Cryptshare for Outlook User Guide V1 6 2 2 Click on Send with Cryptshare Message Insert Options Format Text Revie y Cut B Ma 4 3a Copy a Format Painter B IU W A Clipboard P Basic Text Subject EEE 3 Cryptshare for Outlook requests a verification code via e mail to your e mail address The plug in monitors your inbox and junk folder for a pre defined time and automatically processes the incoming code In the meantime you will see an informational message in the sidebar Please wait while your Cryptshare Plug In is preparing for use Ocryptshare Making e mail better 6 18 4 J Cryptshare for Outlook User Guide V1 6 2 Cryptshare Making e mail better If the automatic verification is successful the sidebar will change and show the Cryptshare controls Cryptshare is now ready for use If automatic verification fails you will be informed accordingly Depending on the administrative settings you will either be a
10. il better 2 Click on Send with Cryptshare Message Insert Options Format Text Revie EI F IS T W Basic Text MailTips could not be ret To zen E Ce Send Subject Cryptshare for Outlook requests a verification code via e mail to your e mail address Please check your inbox and junk mail folder manually for an e mail coming from your Cryptshare server Copy the verification code that you find in this e mail into the clipboard and paste it into the field provided in the Cryptshare for Outlook sidebar The sidebar will change and show the Cryptshare controls Cryptshare for Outlook is now ready for use 2 2 3 Manual Verification using the Cryptshare settings If your administrator has set the manual verification mode you can perform a verification at any time from the Cryptshare settings dialogue 1 Open Settings from the Cryptshare Ribbon Tab on the MS Outlook main screen Home Send Receive Folder View Add Ins McAfee Anti Spam a0 Ig hore x r i ra Settings ee Clean Up Transfer Wanager New New Delete Reply Reply Forward amp More E mail Items amp Junk All a New Delete Respond Cryptshare 2 Click on Request verification code An e mail containing a verification code will now be sent to your e mail address The following window informs about this process Click on Close Go to Inbox 8 18 Cryptshars Making e mail better Cryptshare for Outl
11. message available for him 3 3 2 Expiration date If you are connected to a Cryptshare Server V3 4 2 0 or higher the expiration date of your transfer will be shown in the transfer settings dialogue The date is shown for information only and cannot be changed If you are connected to a Cryptshare Server prior to V3 4 2 0 no information of the expiration date is shown ra Cryptshare Transfer Message options Please select which parts you want to transfer with Cryptshare File attachments only D Complete message Text and attachments if present Transfer options Expiration date information 21 11 2013 Language of the recipients English z 7 Inform about downloads 7 Show filenames in notifications Password options No password Generate password Enter password This function only offers minimal security Every reader of the notification e mail is able to download a transfer without having to enter a password The available options depend on the transfer policy set up on your Cryptshare server Transfer expiration date 13 18 Cryptshare for Outlook User Guide V1 6 2 Crypts ale Making e mail better 3 3 3 Set password options 3 3 3 1 When using a Cryptshare Server prior to V3 4 2 0 Cryptshare transfer Please select which parts you want to transfer with Cryptshare File attachments only C Complete message Text and at
12. ook User Guide V1 6 2 Diese Informationen werden in die Benachrichtigung des Empf ngers aufgenommen Sie erm glichen ihm eine Kontaktaufnahme mat Ihnen um das Kennwort auszutauschen Ihr Name Matthias Kass Telefon Nr 49 170 766 0746 Cryptshare Server Geben Sie hier die URL des Cryptshare Servers an mit dem die bertragung durchgef hrt werden soll URL https demo cryptshare com i Beispiel https icryptshare yourdomain com Verbindung hergestellt bertragungsoptionen Vorgaben Dateinamen in Benachrichtigungen zeigen V Ich m chte ber den Abruf von Dateien benachrichtigt werden in folgender Sprache Deutsch X Se 3 Mail erhalten haben k nnen Sie ihn hier Code Verfizierungscode ben tigen einen Verifizierungscode um Dateien austauschen zu k nnen Falls Sie eintragen 3 You will now find an e mail containing a verification code in your inbox Copy the verification code into the clipboard Beate Rose ne A S a P cryptshare e mail verification Arrange By Date Newest on top bt cryptshare Server lt cryptshare befine solutions com gt Sent Wed 8 10 2011 3 20 PM 4 Today To Rainer Zufall Der Dear Sir or Madam You are about to initiate a filetransfer using baseurl The system requires a verification of this e mail address To continue please enter the following code on the verification page ee1ld675034 Qa This message has been generated
13. or A re Crypts are Making e mail better Cryptshare for Outlook User Guide V1 6 2 Befine Solutions AG Werthmannstr 15 79098 Freiburg i Br Germany Web https www cryptshare com E Mail info cryptshare com Tel 49 761 389 13 0 Fax 49 761 389 13 115 1 Table of Contents 1 Table of Contents 2 First time use Zeit CNPA G SGN S annn e 3 Pelle YOU NaMe a ee ee 3 2 12 PRONENO i aes aut imnthen eee time eect tiGemhn eect tiGemhnenceetiashsts 3 el NEA Meee rr re ee ee ee a ee ee 3 ZAG PROXY SEIN Sc seien 4 2 1 5 Show filenames in notifications 222u0222022000n0n0 Rune nenne nenn nenne nenne nnne nenne nennnnnn 4 2 1 6 I want to be informed about downloads 4u044440444nn nenne nnnnn nenne nenne nennen 4 2 1 7 DANS lang lagen 4 2 1 8 Keep a copy of transferred files in the sent items folder 4 22 VENCAU switccetess cecetee tec a nie ated aia tetas agente anatase atin aie eles oie 5 2 2 1 GAULOMATIG verificatlON s unseren 5 2 2 2 Manual Verification using the sidebar u 4444444nRnnnnnnnnnnnnn anne nnnnenn 7 2 2 3 Manual Verification using the Cryptshare settings 444u444444RRe nennen nennen 8 3 Sending files or messages encrypted via Cryptshare 11 3 12 Brealingamessage anne ee lan iat ton oa ache 11 32 Sendinda message en 11 29 Deining Tran Sler ODO ansehen 12 3 3 1 Contents to be transferr
14. r the username for your proxy login 2 1 4 5 Password Please enter the password for your proxy login 2 1 5 Show filenames in notifications When you create a message and decide to only send the attachments via Cryptshare you can chose whether or not you would like to display the names of the sent files in your e mail message It might make sense to hide these as your message text is sent as unencrypted e mail in this case and the filenames might already contain confidential information This setting allows you to specify a standard behaviour You can still change this parameter for each transfer individually in the transfer options dialogue that comes up when you send your message 2 1 6 want to be informed about downloads Here you can choose if you want to be notified by e mail when a recipient of your message downloads the information provided for him 2 1 7 in this language This option allows you to set the language in which you would like to receive the download confirmation 2 1 8 Keep a copy of transferred files in the sent items folder This option allows you to specify whether you want to put the emails in the Sent Items folder along with the attachments or whether you want the files removed and replaced by the file names before filing the email 4 18 Cryptshare for Outlook User Guide V1 6 2 Crypt Making e mail better Retaining copies of the sent files in the Sent Items folder may slow down or
15. s shown here may already be filled in hidden or inactive Please check all the settings before using the plug in Eventually the Cryptshare Settings button is not visible to you at all In this case all settings are pre defined by the administrator and there is no way to change them in the user interface 2 1 1 Your Name Please put your name in here Your name will be shown to the recipient of the transfer 2 1 2 Phone no Please put your phone number in here Your phone number will be displayed to the recipient of the transfer to enable him to get in touch with you 2 1 3 URL Please enter the URL of your Cryptshare server After entering the URL a connection test is performed automatically and you can see if the Cryptshare Server could be reached Should this connection test fail please check the URL and your Proxy Settings 3 18 Cryptshare for Outlook User Guide V1 6 2 Crypt Making e mail better 2 1 4 Proxy Settings If you have to go through a proxy server to establish connection to the Cryptshare server you can define the connection details and credentials for the proxy server here Click the button Proxy Settings 2 1 4 1 Use proxy settings If you need to login to your proxy server explicitly please check this option 2 1 4 2 HTTP Please enter the proxy server URL here 2 1 4 3 Port Please enter the correct port number for the connection to the proxy server 2 1 4 4 Username Please ente
16. sked to get in touch with your administrator or you will have the possibility to enter a verification code manually In this case please check your inbox and junk mail folder manually for an e mail coming from your Cryptshare server Copy the verification code that you find in this e mail into the clipboard and paste it into the field provided in the Cryptshare for Outlook sidebar To use Cryptshare your e mail address needs to be verified Cryptshare has requested a verification code from the server that has been sent to you via e mail Please go to your inbox and search for an e mail from the Cryptshare Server Copy the verification code from the e mail and paste it into the text box below Please also check your spam or junk mail folder Account activation Please enter or paste the verification code into the text box and click Activate cryptshare Making e mail better 2 2 2 Manual Verification using the sidebar Please perform the following steps 1 Create a new E Mail Home Send Receive Folder View Add Ins McAfee Anti Spam gt F Ignore Ti e Settings Tes am fs ri Ea Meeting r a Cean Up kha ba ii Transfer Manager eu Delete Reply Reply Forward More gt All Respond Cryptshare New Item Ctrl N Create a new item in top There are no items to show in this view 7 18 oh ar Cryptshare for Outlook User Guide V1 6 2 Crypt O Making e ma
17. tachments if present Password options F Use a password Password Confirmation Minimum password length 6 characters Options Z Show filenames in notifications Z Inform about downloads Language of the recipients English v Password options using a Cryptshare Server prior to V3 4 2 0 If you decide to use a password you can define a password which will protect the transfer by means of encryption In this case you need to tell the recipient which password you have used Cryptshare will send your contact details as defined in the Cryptshare settings to the recipient so he or she can get in touch with you to ask for the password If you do not activate password protection the file will still be sent encrypted However the password will be generated automatically and will be sent unencrypted to the recipient as part of the download link This option is significantly less secure as an unauthorized recipient of the e mail message will be capable of getting access to files because it contains the link and the password However the handling is much easier as sender and recipient do not need to exchange the password This option is only recommended for transferring files which are too large for e mail but not confidential 14 18 Cryptshare for Outlook User Guide V1 6 2 Crypt Making e mail better 3 3 3 2 When using a Cryptshare Server V3 4 2 0 or higher _ Cr
18. tter 4 Retrieve files The recipients of your message either receive your original e mail complemented by download information or a standardised notification message depending on the options you have selected when sending When they click the download link the download area of the Cryptshare server will open in the browser so the recipient can retrieve the files If you have decided to send the complete message encrypted you will find a file named E Mail message eml in the transfer package This file contains the encrypted e mail message that will open in the e mail software for viewing O crypt 3 D af pr English English Start Imprint Terms of Use Help The following data was provided to you by matthias kess befine solutions com Download all files ZIP es transfer zip Download files individually email message eml Befine Cryptshare Data Sheet pdf 50MB Back Finish ne Solutions AG This functionality is available for users of MS Outlook 2007 2010 2013 MS Outlook Express MS Live Mail IBM Lotus Notes Version 8 or higher Mozilla Thunderbird Other e mail client software may not be able to open eml files The files available can be downloaded individually or all together at once as zip archive including the confidential message Cryptshare 3 servers only 18 18
19. vate this option you will be notified via e mail if one of the recipients of your messages starts to download the files that you have provided 3 3 4 3 Show filenames in notifications If you activate this option the file names will be listed in the notification to the recipient in plain text You may want to deactivate this option if the file names contain a secret u Cryptshare transfer j Cryptshare Transfer 4 Message options Please select which parts you want to transfer with Cryptshare P in Please select which parts you want to transfer with Cryptshare File attachments only File attachments only 0 Complete message Text and attachments if present D Complete message Text and attachments if present Password options ee Transfer options E Use a password Expiration date information 21 11 2013 Password Language of the recipients Confirmation 7 Inform about downloads Minimum password length 6 characters 7 Show filenames in notifications Options Password options Z Show filenames in notifications No password gt Generate password Z Inform about downloads Language of the recipients English hd Enter password This function only offers minimal security Every reader of the notification e mail is ableto download a transfer without having to enter a password Notification options when using a Cryptshare Server prior to V3 4 2 0 The available options depend on the tr
20. yptshare Transfer Message options Please select which parts you want to transfer with Cryptshare File attachments only Complete message Text and attachments if present Transfer options Expiration date information 21 11 2013 Language of the recipients English 7 Inform about downloads J Show filenames in notifications Password options No password Generate password Enter password This function only offers minimal security Every reader of the notification e mail is ableto download a transfer without having to enter a password The available options depend on the transfer policy set up on your Cryptshare server Password options when using a Cryptshare Server V3 4 2 0 or higher The options that are available for setting a password are depending on the policies that the administrator has set up on server side and may vary from recipient to recipient No password If you decide to use No password the file will still be sent encrypted However the password will be generated automatically and will be sent unencrypted to the recipient as part of the download link This option is significantly less secure as an unauthorized recipient of the e mail message will be capable of getting access to files because the message contains the link and the password However the handling is much easier as sender and recipient do not need to deal with passwords at all This option is only recommende
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